Year-end step 5: P60s distribution – Ciphr

This article forms part of the Ciphr Payroll (Accord) year‑end: complete process overview and applies to all customers.
This should only be completed after following Year-end step 4: Updating your data for the new tax year
This final step includes printing P60s, emailing e‑P60s, or making P60s available to employees through a secure online portal, depending on the modules you use.
Please refer to the relevant checklist linked below which will help you to follow the procedure in the most effective way and prevent any important steps from being missed for the overall end of year procedure:
- On-premise customer checklist
- Hosted customer checklist

Step 5. P60s Distribution

Within Ciphr Payroll, there are various methods available for efficiently distributing P60 forms to employees, to accommodate your needs effectively.
For those who prefer a tangible copy, we provide the option to produce a printed version of P60 forms. To streamline this process, refer to Step 5.1.
Alternatively, employers have the flexibility to electronically distribute P60 forms. This can be achieved by directly emailing e-P60 forms through Ciphr Payroll (Step 5.2.1) or granting employees access to their P60 forms via a secure online portal (Step 5.2.2). It's important to note that both electronic distribution options require an additional module licence and configuration.
If you have any enquiries or require further information, please contact Customer care.

Having completed step 4 of the procedure you will be able to print P60s using our HMRC-approved plain paper P60 forms for employees and pensioners.

5.1.1 To print P60s on plain paper go to Reports > Crystal Reports > Crystal Reports New Report

Select P60 (previous tax year) template from the Select Report Template screen shown below and click OK

5.1.2 The New Report screen will appear. Click Preview to save/print P60 forms.

Note: P60 forms are not required and will not be printed for employees that left before 6th April or that have not been paid during the year.

This Step includes:
- Emailing e-P60 forms
- Accessing P60 forms via a secure online portal

To email e-P60 forms go to Utilities > Other Utilities to launch Ciphr Payroll Utilities

In Ciphr Payroll Utilities go to Utilities 1 > Export and Email Employee Reports to configure the Exporting and Emailing Employee Reports selection
In the below provided screenshot you can observe a sample selection for the e-P60 (select tax year).

Select Export/Email P60s for the tax year ending option from the dropdown list, enter the correct tax year end date; use 05/04 for eP60s distribution.
To email P60 forms ensure the E-mail PDF files check box is ticked.
Ensure that the correct E-Mail template is selected as this will be the actual email message sent to all employees.
To create new or edit an existing email template click Manage Email Templates.
Click New to create a new email template or edit an existing template
Check/update Sent From email address
Check/update Subject
Update actual email message as required
Save the changes

Please ensure you are using the correct P60 template for tax year: P60 - export e-P60.
PDF files will be saved in the directory that is specified in the Folder name template for PDF files entry box.
(The Auto create top level sub-folder for PDF files will force the top level sub-folder for PDF files to be created automatically.
If the box is not ticked and the sub-folder does not exist the export will terminate with an error).
The pdf file name is specified in the File name template for PDF files entry box.
Whilst you have the flexibility to update the file name as needed, please be aware that the Employee Code tag <EC> is mandatory in the file name.
Ensure that you include this tag for unique identification.
If the Record PDF file emailed in employee diary check box is ticked a record in the employee diary will be made for every emailed PDF report.
The encrypted PDF file will be emailed to employee e-mail address specified in the Email address entry field on the General page of the employee entry form provided that the Email payslips check box is ticked for the employee.
If there is no valid e-mail address for the employee or the Email payslips check box is not ticked for the employee the PDF report will not be emailed.

We strongly recommend previewing the mailing list before clicking the Export & Email button to send e-P60s. The Export and Email progress monitor will display the progress of the process, any errors, success, and statistics via progress bars.

The option to view P60 forms for the Tax Year on the online portals will be enabled from 6th April. Employers and employees will be able to access and download their P60s via the online portal on or after 6th April, provided that the payroll system has transitioned to the new Tax Year.

Having finished the end of year procedure, the previous tax year data will be available for viewing and reporting in Payroll in Archived mode.
When you login to Payroll the current tax year will be set automatically but if you change the tax year to a previous one you will notice the ARCHIVED TAX YEAR MODE text on the Payroll main screen title bar.
Well done, the process is now complete for the year.

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