If you receive a message from Revenue, or see a warning in ROS, that an out of date RPN was used for an employee, even though the RPNs in BrightPay show as up to date. An employee's RPN may also fail to update when you retrieve it.

Why this happens

One cause is a leave (cessation) date held on the employee's record at Revenue. This can be entered on ROS by the employer or by the employee. BrightPay takes the RPN information from Revenue, so a leave date entered on ROS will be reflected on the employee's RPN.

This can also happen when an employee, such as a student, apprentice or seasonal worker, is not paid for a period of time but is kept as an active employee in BrightPay and finalised with zero pay. Revenue may treat the employee as a leaver, so the employee's record on Revenue no longer matches BrightPay.

Changing the employee's details in BrightPay will not change the information held by Revenue.

How to resolve it

1. Confirm with the employer and the employee whether the employee's employment has been ceased on Revenue, and the date entered.
2. If the leave date is incorrect, the employer or the employee needs to contact Revenue/ROS to have it corrected.
3. Once Revenue has updated the record, retrieve the RPN again in BrightPay by selecting Update Employees and then Check For and Retrieve RPNs Now.

If the employee is still showing on an earlier RPN

If the employee is on an earlier RPN because Revenue holds a leave date, you can bring BrightPay in line with Revenue as follows:

1. Open the employee's record, click on their RPN and select View RPN to check whether a cessation date is shown.
2. Enter the matching cessation (leave) date on the employee's record in BrightPay.
3. Mark the PSR as submitted.
4. Rehire the employee. The correct RPN will then come through for the employee.

For general guidance on retrieving RPNs, see Retrieving your Employee RPNs each pay period.