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Payslip Uploader

Andy Leech
  • Updated

HR

Step-by-step guide

Contents

What is Ciphr Payslip Uploader? 

Ciphr Payslip Uploader is an optional module, providing the functionality to upload payslips, P60s and P11Ds to the Personal Documents page within the Ciphr HR system. It provides a secure alternative method for employees to access and download their payslip documents without the need to login to other systems, portals, or print them.

Ciphr Payslip requires Ciphr Paylink to be configured and in use in Ciphr HR. 

Payslip Formats

Payslips require a specific file type and naming convention to utilise Payslip Uploader.

Your payroll team or payroll provider should confirm whether payslips can be produced with to the following specification. 

  • File Format -  PDF (individual PDF for each payslip)
  • Filename format - PPPP-EEEE-YYYYMMDD
    • Where PPPP = the Ciphr Paylink code / reference*
    • Where EEEE = the employee number held in Ciphr HR**
    • Where YYYYMMDD = the date of the payslip

P60 & P11D Formats

To upload either P60 or P11Ds to the system in addition to payslips, the file type and naming convention should be as follows:

  • File Format -  PDF (individual PDF for each document)
  • P60 Filename format - PPPP-EEEE-YYYYMMDD
  • P11D Filename format - PPPP-EEEE-YYYYMMDD
    • Where PPPP = the Ciphr Paylink code / reference*
    • Where EEEE = the employee number held in Ciphr HR**
    • Where YYYYMMDD = the date of the document

* Typically, the ‘Code’ will be a number like 001 or M01, if multiple payrolls have been configured, they will all have their own unique code / reference number. This can be found in the following location:

** The employee number will need to be saved into the payslip filename exactly with no additional characters or spaces to ensure payslip uploader finds an exact match.

There cannot be any duplicate employee numbers on one payroll ‘Code” when utilising the Ciphr Payslip Importer.

The employee number is found in:

 

Multiple Roles 

Where employees have secondary or tertiary roles, if the additional roles are using the same employee number this will cause a conflict when trying to import the payslips.

It is recommended to create additional payrolls within Ciphr HR and move secondary or tertiary records onto separate payrolls with their own unique payroll ‘Codes’.

HR or Payroll Team(s) will be required to run multiple Paylink workflows for each pay period which will generate separate .csv files and reports, this will facilitate multiple payslips to be uploaded for the same employee. 

Uploading Documents to SFTP

Within your Ciphr SFTP you will see a “Paylink” folder (second main folder within the file structure)


Within the "Paylink" folder is a sub-folder called ‘CompanyRefpayslips’ where the company reference is your organisation reference code, followed by ‘payslips’. e.g. ‘123456payslips’.

 

  1. Create a sub-folder within the '123456payslips' folder with the naming convention of "PPP-YYYYMMDD" example, M01-20221130.
  2. Move or copy the required payslips into this folder retaining their PDF format and naming conventions previously described.

Importing Payslips

Once the payslips have been successfully loaded into the sub-folder on the SFTP site, navigate to the following page in Ciphr HR:


There are two tabs visible on this screen. “On Demand” and “History”.

  • On Demand - Shows the folders from the SFTP site with the number of documents which should match the number of payslips that have been saved to that location. You can either leave the system to upload the payslips in an overnight batch process or select to Import the payslips now.

Any errors or warnings will be displayed. Typically, this will be due to filename(s) of the payslips does not match exactly. If the import has been successful a pop up message will be displayed.

  • History -  Displays a list of previous imports.

Once the Payslips have been successfully uploaded to each employee’s Personal Documents folder, in the SFTP site the associated Payslip folder(s) will move into a separate folder called Processed. This eliminates the risk of payslips being uploaded more than once.

Issues or Errors

After the process has completed, you can view the issues or errors associated with the upload through the Payslip Importer. If there are any errors in the import, the original payslip file will remain in the SFTP site sub-folder.

Once any errors have been corrected, the payslip can be resubmitted for upload via the SFTP site but this time by creating and using a sub-folder with a different name, so for example

PPPP-YYYYMMDD-2
This new folder will then be displayed with the Ciphr HR Payslip Importer page and again, show the number of documents ready to import.

Viewing Payslips

Employees can access their pay documents in the following area of Ciphr HR:

If the payslips are not visible to employees, HR Users/System Administrators should check the security profile and provide employee access to the “Pay” field groups and that the documents page is visible etc. Please refer to the related help guide on setting the security around Personal Documents.

Limitations

Payslip Importer functionality can support the upload of payslips across multiple payrolls; eg monthly and weekly payrolls, or primary and secondary (records) payrolls, where the naming conventions for each one are unique, there is a limitation for customers who have a Multi-Entity setup within Ciphr HR and associated security profiles for HR or Payroll users where there might be restrictions on what records can be viewed.

For example, where HR or Payroll in the UK only have security permissions to see UK employees and payslips but not a different country forming part of the same overall organisation. The Ciphr Paylink can support payrolls for both UK and other countries. However, there is only one root payslip folder on the SFTP site per customer. This means that if HR or Payroll in the UK upload the UK payslips only, the same folder will have been used by the HR or Payroll Teams in the other location where they will also have placed their payslips ready for import. In this scenario, it would be worth considering a user(s) that can have overall permissions to see all records in the Ciphr HR system across all entities / countries for example so that all payslips can be loaded via the one SFTP folder.

 

 

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