Understanding Employment Allowance: A Guide for UK Businesses

Overview of Employment Allowance

The Employment Allowance is a government initiative designed to help small businesses and charities reduce their National Insurance contributions (NICs). This allowance allows eligible entities to claim up to £5,000 annually, offsetting their NIC liabilities and thus lowering the cost of employing staff. It’s particularly beneficial for small businesses with NIC liabilities below £100,000. 

However, certain organisations, such as those receiving significant public funding or where the only employees are directors, are not eligible.

Employers can claim the allowance through their payroll software, making it a valuable tool for easing financial pressures and fostering growth.

Importance for Businesses and Charities

For small businesses, the Employment Allowance is crucial as it lowers the cost of hiring, freeing up funds that can be reinvested in areas like expansion, training, or technology. 

This tax relief is particularly beneficial for SMEs operating on tight budgets, helping them remain competitive and create job opportunities.

Charities also benefit significantly from the Employment Allowance. Operating often on limited budgets, the relief helps these organisations allocate more funds to their core activities rather than administrative costs, thus sustaining and potentially expanding their impact.

Eligibility Criteria

Who Can Claim Employment Allowance?

• Businesses or charities with Class 1 NIC liabilities under £100,000 in the previous tax year.
• For groups of connected companies, only one can claim the allowance if the total NIC liability is below £100,000.
• Employers who hire care or support workers.
• Businesses with multiple payrolls can claim if their combined payroll NICs are under £100,000.

Specific Exclusions and Conditions

• Large Employers: Entities with annual NICs liabilities above £100,000 are ineligible.
• Public Sector Employers: Organisations primarily providing public services, like local authorities or NHS bodies, cannot claim the allowance.
• Group Companies: If part of a group, only one company can claim the allowance, provided the total NICs liability is below the threshold.
• Personal Service Companies: Companies where the sole employee is a director owning more than 50% of the company are not eligible.
• Directors Only: Businesses employing only directors are ineligible.
• Non-Qualifying Payments: NICs paid on payments to subcontractors or related to share schemes do not qualify.
• Agricultural and Forestry: Specific rules may apply, potentially limiting eligibility.

How to Claim Employment Allowance

1. Verify Eligibility

Ensure your annual NICs bill is below £100,000 and confirm your eligibility, especially if you’re a public sector employer or a personal service company.

2. Set Up Payroll Software

Ensure your payroll software can handle Employment Allowance claims.

3. Make the Claim

• Using Payroll Software: Update your software, enable the allowance option, and submit your PAYE returns, which will reflect the reduced NICs.
• Manually via HMRC: If your software doesn’t support this feature, you can claim via your HMRC online account by declaring your eligibility.

4. Monitor Your Claims

Regularly check that the allowance is being correctly applied. Contact HMRC if there are discrepancies.

5. Keep Records

Maintain thorough records of all claims and communications with HMRC for verification purposes.

Required Documentation

• Business Details: Include your company’s legal name, address, and registration number.
• Payroll Information: Ensure your software is up-to-date and retain copies of PAYE returns and NICs records.
• Eligibility Proof: Documentation to confirm your NICs bill is under the threshold, along with employee records.
• Business Structure: Documentation confirming your business type, especially if relevant to eligibility.
• Tax Documentation: Keep all relevant tax returns and HMRC correspondence.
• Claim Documentation: Retain confirmation of your claim.

Can You Backdate Your Claim?

No, claims for Employment Allowance cannot be backdated to previous tax years. They must be submitted within the current tax year to be eligible.

Benefits of Employment Allowance for SMEs

• Cost Savings: Reduces overall payroll costs by lowering NICs.
• Financial Flexibility: Frees up funds for other critical business areas, enhancing cash flow.
• Job Creation: Makes hiring additional staff or increasing wages more affordable.
• Support During Economic Downturns: Provides essential financial relief in challenging times.

How Heighten Accountants Can Help

Heighten Accountants can assist clients in effectively claiming Employment Allowance by:

• Eligibility Assessment: Reviewing your business structure and payroll details.
• Accurate Claims: Ensuring claims are accurately calculated and submitted.
• Payroll Integration: Assisting with the integration of the allowance into your payroll system.
• Regular Reviews: Conducting periodic reviews to ensure compliance and maximise benefits.
• Record Keeping: Helping maintain accurate records and documentation.
• Advice and Support: Offering expert advice on leveraging the allowance for business advantage.