P11Ds and the July Deadline: What You Need to Know

Summer marks a busy season of holiday goers for UK employers and managing covers for annual leave, but don’t fall into the trap of summer without making sure you are taking care of your deadlines!

 

July 6 is the P11D submission deadline, and it’s fast approaching. And if your business offers employees any benefits beyond their regular salary, it’s essential to understand what’s required.

This article will answer all your queries about these pesky, yet important forms: what are they? Why are they important? What is changing in 2025? How do you stay compliant without stress?

 

 

Summary

What is a P11D Form?

    Who needs to submit it?

Reportable Benefits: Dos and Don’ts

   Typical reportable benefits

   What doesn’t need reporting?

If You Miss The Deadline

2025 Update: P11Ds filed online

Real-World Scenario

A Quick P11D Checklist

How WE Support You

What is a P11D Form?

A P11D is a form meant to report benefits in kind (BIK) by employers to HMRC. Any perks or non-cash benefits provided to employees or directors that are tax-deductible fall under the BIK category, and they can range from company cars and private medical insurance to interest-free loans or even certain staff entertainment expenses.

P11Ds should not be confused with P11D(b) forms, which are instead used to report the total Class 1A National Insurance contributions due on the benefits provided.

Who needs to submit it?

Simply put, employers are the ones who must submit P11D forms if they have provided any taxable benefits. A P11D must be completed for each relevant employee and submitted after the end of the tax year (which is marked on April 5), with the deadline for filing with HMRC is July 6.

 

Reportable Benefits: Dos and Don’ts

BIK can take different forms, and we included the most common ones in this list:

Typical reportable benefits:

  • Company cars (including electric vehicles) and fuel cards;
  • Private health insurance;
  • Low or interest-free loans (e.g., for season tickets or home improvements);
  • Living accommodation;
  • Mobile phones not used solely for work;
  • Gym memberships or wellness perks paid by the company;
  • Staff entertainment (depending on context and thresholds);
  • Assets transferred to employees, such as laptops or furniture.

What doesn’t need reporting?

  • Trivial benefits under £50 (as long as they’re not cash or cash vouchers);
  • Business travel costs;
  • Office parties under the £150-per-head annual limit;
  • Equipment used solely for work.

If you still have queries, HMRC has detailed guidance on their website, but it’s always best to speak to your accountant.

 

If You Miss The Deadline

If you fail to file your P11D forms or pay the relevant National Insurance contributions on time, you could be hit with penalties and interest charges.

You can expect:

  • Penalties of £100 per 50 employees for each month the form is late;
  • Interest on late Class 1A NIC payments, due by 22 July (if paid electronically) or 19 July (if paid by post);
  • Potential inquiries from HMRC if errors or omissions are found.

In conclusion, the risk and financial implications are high. But with proper planning, this deadline can be easily managed. If you are worried about the deadline, you can contact your accountant for further support.

 

2025 Update: P11Ds Filed Online

From April 2025, HMRC will no longer accept paper P11D or P11D(b) forms. This change is a move that further solidifies HMRC’s broader Making Tax Digital strategy.

What this means for employers:

  • You must use HMRC’s PAYE Online portal or commercial payroll software to submit forms;
  • You should stop using paper forms this year to get used to the digital process;
  • Ensure your payroll system or accountant is equipped to handle digital P11D submissions.

While this change is designed to improve accuracy and efficiency, this simultaneously means that your internal processes might need reviewing now.

 

Real-World Scenario

Let’s go over a made-up scenario to better explain the process. You are the owner of a small business with 10 team members. Two team members use company cars, one receives private health insurance, and another got a £2,000 interest-free loan to help with commuting costs. All of these must be recorded in their individual P11D forms.

You will also need to calculate the Class 1A National Insurance contributions on these benefits, report the total in the P11D(b), and make the payment by the July deadline mentioned before. If you are using a payroll provider, this service should be included, however, it is your responsibility to ensure the deadline is met, so make sure to look out for any calls or emails.

 

A Quick P11D Checklist

To make things easier, here is a step-by-step guide on how to get ahead of the looming July deadline:

  1. Review all benefits provided during the 2024/25 tax year.
  2. Check which benefits are taxable and reportable.
  3. Calculate the value of each benefit (you may need support from your payroll software or accountant).
  4. Use digital tools to prepare and submit the P11D and P11D(b) forms to HMRC.
  5. Provide each employee with their P11D copy by 6 July 2025.
  6. Pay any Class 1A NIC due by 22 July 2025 (if paying electronically).

 

How WE Support You

At Benson Wood & Co, we work closely with clients to make sure P11D reporting is simple, stress-free, and accurate. From identifying which benefits need reporting to handling digital submissions and National Insurance calculations, our finance team is here to help.

Our payroll services are designed to keep your business compliant while freeing up your time to focus on what really matters. If you are unsure where to start or just want peace of mind ahead of the deadline, we are just a message away.

The P11D process might not be the most glamorous part of running a business, but it’s just as crucial as the other financial sides. Staying on top of deadlines, understanding what counts as a benefit, and getting ahead of digital filing requirements will keep you compliant and avoid unnecessary penalties. And when you get it done early, you can fully enjoy the summer and go on your annual leave.

We’re Not Just Accountants: 5 Unexpected Ways We Support Our Clients

Some might think accountancy is just about numbers on a page or ticking boxes at the end of the year. At Benson Wood & Co, we know it’s much more than that.

For many of our clients — small businesses, freelancers, and growing teams — we’re a sounding board, a strategist, a network matchmaker, and sometimes, even a bit of IT support. Here we explore five surprising ways our team goes beyond the books to support the real people behind the businesses we work with.

 

 

Summary:

The Role of the Modern Accountant Is Changing

1. We Help You Make Big and Small Decisions

2. We Spot and Fix Problems You Didn’t Know You Had

3. We’re Your Tech Translators – Especially During Digital Transitions

4. We Put You in Contact With People You Need

5. We’re in It for the Long Haul

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New Year, New Business: Financial Tips for Startups in Scotland

New year, new me.

New financial year… new business?

 

Using the excitement and ambitions that a new year provides, launching a new business seems like the perfect move right now.

However, it’s not an easy process and can quickly become overwhelming if the appropriate steps aren’t followed. Turning your entrepreneurial dream into reality requires careful financial planning and an understanding of key regulatory requirements.

This guide covers essential financial tips for startups in Scotland, including choosing the right business structure, breaking down tax obligations, and managing your startup finances effectively.

1. Choosing the Right Business Structure

Before you start trading, you need to decide the structure of your business. The legal structure of your business will dictate your tax obligations, liability, and overall operations. In Scotland, you can choose from the following common business structures:

  • Sole Trader: The simplest form of business, where you are personally responsible for debts and profits.
  • Partnership: A business run by two or more individuals who share profits and liabilities.
  • Limited Company (Ltd): A separate legal entity that offers limited liability protection to its owners.
  • Limited Liability Partnership (LLP): A hybrid structure offering liability protection while maintaining flexibility in management.

For many startups, forming a limited company is an attractive option due to its ability to limit personal liability. However, it comes with additional administrative requirements. Many businesses start as sole traders and transition to a limited company as they grow.

Consider seeking advice from an accountant or business advisor to determine the best structure for you.

 

2. Registering Your Business and Understanding VAT

Once you’ve chosen a business structure, you’ll need to register it with the appropriate authorities. Here’s what you need to do:

  • Sole traders and partnerships: Register with HMRC for self-assessment tax returns.
  • Limited companies: Register with Companies House and obtain a Unique Taxpayer Reference (UTR) from HMRC.
  • VAT Registration: If your business turnover exceeds £90,000 (as of 2024), you must register for Value Added Tax (VAT). Even if your revenue is below this threshold, voluntary VAT registration can be beneficial, allowing you to reclaim VAT on purchases.
  • Employers’ Obligations: If you plan to hire staff, you’ll need to register as an employer with HMRC and set up PAYE (Pay As You Earn) for payroll taxes.

3. Setting Up a Business Bank Account

Keeping personal and business finances separate is essential for accurate accounting and tax compliance. Most high street banks offer business accounts with features tailored to startups. When choosing a bank, consider factors such as:

  • Monthly fees and transaction costs;
  • Online banking and accounting software integration;
  • Overdraft facilities and credit options.

4. Creating a Solid Business Budget

A well-thought-out budget helps prevent overspending and ensures financial stability. Key elements to include:

  • Fixed Costs: Rent, utilities, insurance, and salaries;
  • Variable Costs: Marketing, materials, and production expenses;
  • Revenue Forecast: Estimate your expected income based on market research;
  • Emergency Fund: Set aside money to cover unexpected expenses.

Use budgeting tools like Xero, QuickBooks, or FreeAgent to track your cash flow and expenses efficiently. We have experience with all platforms, but as a proud Xero partner, we cannot recommend it enough!

5. Understanding Tax Obligations

New business owners must understand their tax obligations to avoid fines and compliance issues. Key taxes include:

  • Corporation Tax: Limited companies pay corporation tax on profits (currently 19%–25%, depending on profit levels).
  • Income Tax: Sole traders and partners pay Scottish income tax rates on business profits.
  • National Insurance Contributions (NICs): Payable by sole traders and employers on behalf of employees.
  • Self-Assessment Tax Returns: Required for sole traders and company directors, with the annual deadline on 31 January.

Working with a qualified accountant can help ensure your tax affairs are in order and that you’re taking advantage of any available reliefs.

6. Securing Funding for Your Startup

Many startups require external funding to get off the ground. There are several options available:

  • Government Grants: Agencies like Scottish Enterprise and Business Gateway offer grants for innovation and growth.
  • Bank Loans: Traditional banks and alternative lenders provide startup loans.
  • Angel Investors and Venture Capital: High-growth startups can attract investors in exchange for equity.

Before seeking funding, ensure you have a solid business plan and financial projections to demonstrate viability. Lack of a strong business vision will not lead to strong results.

 

7. Managing Business Cash Flow

Poor cash flow management is one of the leading causes of business failure. To maintain healthy cash flow:

  • Invoice Promptly: Set clear payment terms and follow up on unpaid invoices;
  • Monitor Expenses: Regularly review your spending and cut unnecessary costs;
  • Negotiate with Suppliers: Secure favourable payment terms where possible;
  • Build a Cash Reserve: Maintain a buffer to cover short-term financial gaps.

Consider using accounting software to automate invoicing and cash flow tracking.

 

8. Seeking Professional Advice

Starting a business can be complex, and professional guidance is simply invaluable. Some key resources are:

 

Starting a business in Scotland is an exciting journey, but financial planning and compliance are crucial for long-term success. By choosing the right legal structure, understanding tax obligations, securing funding, and managing cash flow effectively, you can set your startup on the path to growth in the new year. Don’t hesitate to seek professional advice and use available resources to make informed financial decisions. It’s recommended to find a trusting business advisor or an accountant who specialises in helping startups thrive.

Ten hands in a circle holding a wooden jigsaw piece each in the middle

How to Become a Ltd Company

When you started your business, you’ll likely have registered as a sole trader. But if you’ve been trading for some time now, you might be thinking about setting up a Limited Company.

Incorporating has significant implications, but if it’s the right move for your business then you’ll reap the rewards. It doesn’t have to be difficult if you know what to expect – so here’s what you should do if you’re thinking about becoming a Limited Company:

Summary

Prepare

  • Understand the advantages
  • Make sure it’s the right move for your business

Register

  • Choose a name and address
  • Register with Companies House
  • Notify HMRC

Transition

  • Transfer contracts
  • Transfer assets

Comply

  • Manage compliance and filings
  • Review insurance needs
  • Understand your obligations

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Businessman leafing through wad of cash at desk

Salaries and Dividends: How to Pay Yourself as a Business Owner

Owning a business isn’t easy: you’re in charge of finding customers, building your brand, looking after your employees, managing funds… and that’s before you consider the fact that you have to sort out your own income too!

It’s fairly straightforward for sole traders and partnerships who can simply withdraw cash from their business.

However, things are a bit more complicated if you’re the director of a limited company as you’re technically an employee of the firm. This means that you can pay yourself a salary as well as dividends – but they’re not one in the same, as they’re subject to different types and rates of tax.

In short, the best way to pay yourself is by taking a modest director’s salary and supplementing your earnings with regular dividend payments. But what’s the most tax-efficient way to go about this so that you can maximise your earnings? Keep reading and we’ll talk you through it.Continue reading