No - this is not right. In previous incarnations I have managed enterprise payrolls. There is no compulsory filing method for P11D and P9D forms. Sending discs with information on is a very, very old way of filing information which very few companies ever did. I am surprised that the HMRC still accept them!
There are basically three ways of sending this information to HMRC:
1. Paper forms or a schedule
2. Via Government Gateway
3.. Send on a disc
The HMRC no longer publish that sending them information on a disc is an option!
Preferred method of filing is using the Government Gateway which is a secure portal which is used by payroll departments for filing in-year movements and end of year P14/P35 etc. However filing on-line is a little more complicated than sending HMRC a disk as the format of the information is different and requires a little more work to produce. If you send HMRC a disc this can contain a spreadsheet with the information in a simple list. To file on-line the information has to be in xml format which needs either specialist software or knowledge to produce, or to use HMRC software which will require rekeying.
Deadline for filing P11D, P9D and summary P11(D)b is 6th July.
If you do file by disc I would suggest that a member of staff delivers the disc by hand to the HMRC Enquiry Centre in Charles Street and gets them to sign a receipt.
Piers
Piers Margetts
Data Protection Manager
Information Systems
Cornwall College
Phone: 01209 617839
Email: [log in to unmask]
Help to save paper - do you need to print this email?
-----Original Message-----
From: This list is for those interested in Data Protection issues [mailto:[log in to unmask]] On Behalf Of Phil Bradshaw
Sent: 15 June 2011 17:24
To: [log in to unmask]
Subject: [data-protection] HMRC and personal data
I have been consulted by my payroll team.
I am told that HMRC require us to export P11d information (which from a tax perspective is about mileage claims and includes staff personal data), and this gets placed on floppy disk (cd's not allowed !) and sent "via post" to HMRC. As far as can be discerned there is no encryption being used. The HMRC website says that the files must not be "compressed" - whatever that means - and why, since there should never be any issues with lossless compression or encryption as the "original" file can be duplicated.
Has anyone come across this. I am amazed, in view of history, that HMRC sanction this. I am still trying to get chapter & verse from HMRC but they are rather unresponsive at the moment. I can of course use a traceable courier service if it would place us in breach of our tax obligations to delay the info. , but even that places me in breach of our own policy which is now quite clear : "where possible avoid the use of removable media for the storage or transfer of personal data and where this is not possible use an appropriate level of encryption ".
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