Knowledge

Limited company directors: What you need to file with HMRC & Companies House and when

Posted on Jul 2nd, 2018 | Tax

As a limited company, you’re required to file various forms and returns to both Companies House and HMRC. Knowing what to file and when can get a bit confusing. At Crunch, we love to be helpful so we’ve pulled it all together into a simple easy-to-read article.

Choosing to run your business as a limited company gives you many benefits. It’s usually the most efficient way to run a business in terms of taxes, and limited liability means that your home and personal possessions won’t be on the line should business take a turn for the worse.

The downside is that it’s a greater administrative responsibility than operating as a sole trader. We’ve got an article on the main differences between a sole trader and limited company that can help you choose what’s right for you.

There are various forms and returns to take care of, which must be sent to both HMRC and Companies House. This is because, as a limited company director, you have a duty to keep both institutions informed of the state of your business.


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Both Companies House and HMRC set the due dates for filing in different ways.

Companies House gives your company an “Accounting Reference Date”; for all new companies, the first accounting reference date is the last day of the month in which its first anniversary falls.

This means that the first set of Company Accounts you submit will often be longer than 12 months. For example, if your company formed on the 7th January 2018, your Accounting Reference Date would usually be 31st January 2019.

For your Company Tax Return and Corporation Tax, you’re given an “Accounting Period” by HMRC which begins when you start business activities and usually ends on your Accounting Reference Date.

What you have to file

Self Assessment

The director of a limited company is legally required to carry out a Self Assessment of their personal finances once a year.

The return is due by 31st January each year. However, you can usually file as soon as you have your P60 from the previous tax year, and we suggest you get it down sooner rather than later, as HMRC become virtually unreachable closer to the submission date. If you’re still not convinced you can check out our article for seven reasons why you should file your Self Assessment early.

If you’re a client, we can file your return for you for a small one-off fee.

P60

The P60 is a summary of what salary you’ve paid yourself through your limited company, and the tax that’s been deducted from it in the previous tax year. It is important you keep your P60 for your records as you may need it for:

  • completing a Self Assessment
  • reclaiming overpaid Income Tax or National Insurance
  • tax credits applications
  • loan or mortgage applications

You must give your employees (including yourself) a P60 by 31st May.

P11D

A P11D is a form required by HMRC that details any benefits and expenses that have been claimed during the past tax year (6th April – 5th April). See our benefits in kind article for more info.

Details are required for all directors and employee’s, so even if your company only has one director (i.e. you), you still have to file a P11D. If no benefits are provides to any director or employee, you either have a file a nil P11D or tell HMRC one isn’t needed.

Directors and employees must receive a copy of their P11D before 6th July each year.

PAYE

When you’re the director of a limited company, you’ll probably want to pay yourself a salary via a PAYE scheme since you’re also an employee of the company. PAYE is usually sent off to HMRC monthly.

Confirmation Statement (annual return)

Not to be confused with your annual accounts, the Confirmation Statement – formerly known as the annual return – is, in fact, a completely separate filing requirement. Whereas your annual accounts contain mainly financial information, your confirmation statement provides information about your company, its directors and other administrative arrangements. It also contains information about ‘Persons of Significant Control’ involved with your business.

Our detailed look at confirmation statements contains everything you need to know: when you need to submit it, what needs to be included, and how it differs from the Annual Return, which it replaced in 2016.

Statutory Accounts

Details about your company finances must be made public in accordance with the Companies Act 2006 and accounting standards. You must submit a set of accounts to Companies House every year, which includes the company’s Income Statement, Statement of Financial Position and other information in footnotes.

A company’s first accounting period is by default set to finish the last day of the month one year after incorporation. Your first set of accounts are normally due nine months after your first company year end (or within 21 months of the company’s incorporation date if the company’s first accounting period is longer than 12 months). The deadline for submitting year-end accounts to Companies House is calculated to the exact day.

Corporation Tax Payment due

If your company made a profit in the accounting period, then you will likely need to pay Corporation Tax to HMRC. Any Corporation Tax due must be paid within 9 months and one day after the end of the accounting period.

CT600

This is a return filed to HMRC once a year containing details of your company’s income, minus any tax allowances and expenses. The remaining figure – your profit – will then be used to calculate how much Corporation Tax your company owes.

Your first Corporation Tax return is due 12 months after your first year end.

National Insurance

National Insurance (NI) will need to be paid only if you earn a salary of over £8,424 a year, which is £162 a week (based on 2018/19 figures). The advantage of running a limited company with a service like Crunch is that we ensure you pay yourself in the most tax-efficient way possible – via a combination of dividends and salary – so that you don’t overstep the NI threshold.

If you do end up above this threshold, NI will usually have to be paid on a monthly basis – assuming you run your payroll monthly.

VAT Return

At the end of every quarter, or in some cases annually, a VAT registered business or limited company must add up all the VAT they’ve charged, and then deduct the VAT they’ve been charged themselves during their business transactions. Most freelancers and contractors will be on the flat rate scheme with a limited cost trader VAT rate of 16.5%. There are other flat rate percentages depending on your company’s industry type; otherwise, the standard rate is 20%.

You must register for VAT if your annual turnover is in excess of £85,000 per annum.

Get an accountant to help you

Well, we would say this, but it doesn’t make it any less true! When running a limited company, it’s always best to seek qualified accountancy advice. They’ll remind you of important tax dates and payments due, show you ways of keeping your accounts in excellent shape, advise you on allowable expenses and how to report them so you’re as tax efficient as possible. Even better, they’ll be able to do a lot of the work for you!

They can help you with things like estimating how much tax and NI you’ll need to pay every six months, or how much VAT you’ll pay each quarter. They’ll also help to ensure you’re not forgetting any payment on account, which catches many people out every year.

Find out more about our accounting for limited companies service.

Useful tools and resources

Business guides

From understanding expenses to starting a limited company, we've a range of jargon-free business guides for you to download and keep.

Invoicing software and templates

Create, send and store sole trader invoices in a snap with our free invoice software. You can also download a selection of invoice templates for all business types.

Take-home pay calculator

Use our Take-Home Pay Calculator to work out your true earnings and see if you could save money with a different company set up.