Payroll (Cloud)
Step-by-step guide
Introduction
When migrating a company onto the Ciphr Payroll Cloud system, you will either need to provide the FPS XML files or compete and import the Year to Date template. This captures all of the employee's payment details throughout the finance year to ensure their payments are correct moving forward. This mainly impacts reporting and cumulative tax calculations.
Contents
Employee Template
If you are migrating mid-year, and not transferring YTD data via FPS, you will need to populate the template with the employee's year to date earnings.
If you are either migrating starting from April, or for a new company, this file will need to be populated with 0s. When doing this, please ensure you are still ensuring that the National Insurance Letter is correct.
| Field Name | Example | Notes |
|---|---|---|
| Employee Code | E00100 | Depending on how you have configured your employees, this information can be imported by Employee Code or RTI ID, please ensure the correct option is used for your employees |
| Gross Pay | 15000 | Total gross pay to-date |
| Gross Pay for Tax | 14800 | Total taxable pay to-date within this employment |
| PAYE | 200 | Total tax paid to-date within this employment |
| Employee Pension | 0 | Can be left blank if n/a, or input 0s |
| Employee Pension Net | 200 | |
| Employer Pension | 180 | |
| Student Loan | 0 | |
| Postgraduate Loan | 0 | |
| Class 1A NI | 0 | |
| Benefits Taxed | 0 | |
| SMP | 0 | |
| SPP | 0 | |
| SAP | 0 | |
| SHPP | 0 | |
| SPBP | 0 | |
| NI Category | A | Ensure this is accurate for each employee |
| Gross Pay for NI | 15000 | Can be left blank if n/a, or input 0s |
| Pay at LEL | 5000 | |
| Pay LEL to PT | 4000 | |
| Pay PT to UEL | 6000 | |
| Employee NI | 456 | |
| Employer NI | 654 | |
| NI Category | J | If the employee has changed NI category this financial year, please include previous details here, alternatively leave this blank. |
| Gross Pay for NI | 10 | |
| Pay at LEL | 20 | |
| Pay LEL to PT | 30 | |
| Pay PT to UEL | 40 | |
| Employee NI | 50 | |
| Employer NI | 60 | |
| NI Category | ||
| Gross Pay for NI | ||
| Pay at LEL | ||
| Pay LEL to PT | ||
| Pay PT to UEL | ||
| Employee NI | ||
| Employer NI | ||
| NI Category | ||
| Gross Pay for NI | ||
| Pay at LEL | ||
| Pay LEL to PT | ||
| Pay PT to UEL | ||
| Employee NI | ||
| Employer NI |
| Note: For employees who started employment with you this year, if they provided P45 details then they will need to be populated separately. This can be done under Employees > Details > Previous Employment. |
Importing the File
When completed, the file needs to be saved in a CSV format.
You can then import the file the Employees area of Payroll Cloud.
- Click the New Import button
- Input a reference - this is optional but advised
- Change employee behaviour to "ignore these records". If this is not selected, any employee references that are on the spreadsheet but not on payroll will be added as a new record.
- Keep "existing employee behaviour" as Update system values, then click Create.
You will then be prompted to select or drag and drop your file, then click Start import.
When the file is importing, it will load an import log that advises of errors and successes. Please ensure the number of expected rows to import shows as successful (e.g. 3 employees would mean 3 successes). Any errors should be checked, amended and the file re-imported.
| Note: The rows won't necessarily be in numerical order. |
Import Log
Each import will create a log on the import screen, which is useful to keep track of what has been imported with errors or successfully.
You can view the full log by clicking into each individual box. Should you wish to delete a log, you can click into the import you want to delete, then use the dropdown on the top right.
| Note: 'Deleting' the import does not delete or undo the imported information, it only deletes the record of the import. Importing again will overwrite the previously imported data. |
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