There are several reasons why an employee might be missing from a P11D data set. This article outlines the key checks you can carry out before raising a case with Support.
Check 1 – Is the employee’s unit expired?
P11Ds will not be generated for employees who belong to an expired unit or key unit within the organisation structure.
The quickest way to check this is by running a data export against the employee’s person number.
Log in to the SelectHR Administrator Tool.
Click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the database to SelectHR and log in.
Copy and paste the following SQL:
Select Person.Snapshot.[Person Number], Person.Snapshot.[Effective Status], Person.Snapshot.[First Name], Person.Snapshot.Surname, Person.Snapshot.[Key Unit Name 4], Benefits.[Property and Perquisites].[Benefit Number], Benefits.[Property and Perquisites].Item, Benefits.[Property and Perquisites].[Date Issued], Benefits.[Property and Perquisites].P11D, Benefits.[Property and Perquisites].[Date Returned], Benefits.[Property and Perquisites].Value, Benefits.[Property and Perquisites].[Expiry Date], Person.Snapshot.[Post Number], Organisation.[Post Details].[Expiry Date], Organisation.[Post Details].Expired, Organisation.Details.[Unit Name], Organisation.Details.[Expiry Date], Organisation.Details.Expired, Details1.[Unit Name], Details1.[Expiry Date], Details1.Expired, Details2.[Unit Name], Details2.[Expiry Date], Details2.Expired, Details3.[Unit Name], Details3.[Expiry Date], Details3.Expired, Details4.[Unit Name], Details4.[Expiry Date], Details4.Expired, Details5.[Unit Name], Details5.[Expiry Date], Details5.Expired From Person.Snapshot Inner Join Benefits.[Property and Perquisites] On Person.Snapshot.[Person Number] = Benefits.[Property and Perquisites].[Person Number] Inner Join Organisation.[Post Details] On Person.Snapshot.[Post Number] = Organisation.[Post Details].[Post Number] Inner Join Organisation.Details On Organisation.Details.[Unit Number] = Organisation.[Post Details].[Parent Unit Number] Inner Join Organisation.Details Details1 On Details1.[Unit Number] = Organisation.Details.[Parent Unit Number] Inner Join Organisation.Details Details2 On Details1.[Parent Unit Number] = Details2.[Unit Number] Left Join Organisation.Details Details3 On Details2.[Parent Unit Number] = Details3.[Unit Number] Left Join Organisation.Details Details4 On Details3.[Parent Unit Number] = Details4.[Unit Number] Left Join Organisation.Details Details5 On Details4.[Parent Unit Number] = Details5.[Unit Number] Where Person.Snapshot.[Person Number] = 'CHANGEME' And Benefits.[Property and Perquisites].P11D = 1
In the top left of the data export window, click Options > Paste SQL from clipboard.
Replace
'CHANGEME'with the Person Number of the missing employee.Click Data to run the export.
If any of the expiry dates or expired fields are showing, remove the expiry date from that unit using the Post Management process in the front end, then re-run the P11D data set.
Check 2 – Are there inconsistent PAYE references across the structure?
If your organisation structure uses multiple PAYE references, they must remain consistent across all levels. For example, if your PAYE reference is 12345 at the top level, it should not differ at lower levels.
You can check for inconsistent PAYE references by running the following export:
Log in to the SelectHR Administrator Tool.
Click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the database to SelectHR and log in.
Paste the following SQL:
Select Organisation.Details.[Unit Number], Organisation.Details.[Unit ID], Organisation.Details.[Unit Name], Organisation.Details.[Unit Unique Name], Organisation.Details.[Level Number], Organisation.Details.[Expiry Date], Organisation.Details.Expired, Organisation.Details.[Parent Unit Number], Organisation.Details.[Cost To Number], Organisation.Details.[Location Number], Organisation.Details.[Head of Unit Number], Organisation.Details.[PAYE Reference], Organisation.Details.[Allow Posts], Organisation.Details.[Trading Organisation] From Organisation.Details Where Organisation.Details.[PAYE Reference] Is Not Null
In the top left of the data export window, click Options > Paste SQL from clipboard.
Click Data to run the export.
If you find different PAYE references throughout the structure, these will need to be corrected so that the reference is consistent across all levels.