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Payroll submissions: rejection and error messages

In this article you’ll find a list of error messages that you might encounter when submitting your payroll in FreeAgent.

The types of error messages covered in this article are:

Ineligible filing period

The error message

“This submission cannot be accepted as it does not fall within the eligible filing period.”

What it means

This error message indicates that HMRC is not expecting an RTI submission from you for this period. There are a few reasons why this could be the case:

  • If your RTI submissions have been £0 for at least the past three months, it's possible that HMRC has closed the payroll scheme for your company.
  • The error message could also mean that HMRC requires some of your company details to be updated(e.g. your business address) and is temporarily preventing submissions as a result.

What you need to do

The best thing to do is contact the HMRC Employer Helpline on 0300 200 3200 as they should be able to confirm why the submission was rejected and help you to fix the issue.

Account holder’s name is too large

The error message

“Account Holder’s Name: Value 'XXXX' is too large.”.

What it means

This error message means that the company is due a refund of PAYE and there are too many characters in the value you’ve entered for the company name in the refund field.

What you need to do

You will need to shorten the company name and then file again. Until you do this, a partial RTI submission will be shown in your FreeAgent account.

Authentication failure

The error message

“HMRC has rejected the submission due to an authentication failure”.

What it means

This error message means that HMRC has not recognised the Government Gateway> details you’ve entered.

What you need to do

If you’re new to running a business and have only just started paying employees you should first make sure that you’ve registered with HMRC as an employer.

Once you’ve registered and received your Accounts Office and PAYE reference numbers from HMRC, you’ll need to make sure that you’ve enabled payroll as a service in your HMRC online account. At the same time, you should enter the PAYE reference numbers in the Company Details section of your FreeAgent account.

When you’ve completed the steps above, the Government Gateway ID and password fields will still be pre-filled with the old values when you go to submit your payroll in FreeAgent. You’ll have to delete these values and manually enter your new details in exactly the same way as you would when you access your HMRC online account.

System failure

The error message

“System failure. The submission of this document has failed due to an internal system error.”

What it means

This error message usually indicates that a delay has been caused by issues that HMRC is experiencing with online filing.

What you need to do

HMRC usually resolves these kinds of errors within a day. If you keep attempting to submit the RTI, it should eventually go through.

Entry date is later than the 5th of the current month

Error message

“The entry [NOPAYMENTDATETO] must be no later than the 5th of the current tax month.”

What it means

There are two different types of RTI submissions, which should be filed at different times:

  1. The Full Payment Submission (FPS), which can be submitted from the 1st of the month.
  2. The Employment Payment Summary (EPS), which can only be submitted from the 6th of the month.

This error message indicates that you have attempted to submit EPS on the wrong date and HMRC has rejected the submission.

What you need to do

To resolve this issue, you simply need to wait until the 6th of the month and then file again.

Employer scheme has been cancelled

Error message

“This submission cannot be accepted as this employer scheme has been cancelled.”

What it means

This error message often indicates that there has been a period of at least three months of £0 RTI filings and HMRC has closed the company’s payroll scheme as a result.

What you need to do

To resolve this issue you can contact HMRC’s employer helpline on 0300 200 3200.

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