If you are changing employees' RTI Payroll ID reference numbers, you may need to import previous Pay IDs into Ciphr Payroll as an independent import. To complete this, you can use our Ciphr Payroll Cloud - Pay ID Import template file (attached at the bottom of this article).
The template has the following details:
In the Pay ID column, you will need to enter the employees' current Pay IDs so the system can identify the employee to import the information against. You can check this under the employee's personal record.
The Previous Pay ID should reflect the employees' previous Pay IDs. Select True/False as applicable in the Report Pay ID Changed column if the change needs reporting to HMRC. It is important to indicate when an employee changes Pay ID as this impacts employment records.
| Note: The file will download as an XLSX file to maintain the validations required for this file to support customer completion. Please ensure you save the final version for import as a CSV into Ciphr Payroll. |
You can then import the file on the Employees page:
Once imported, the details will update the following fields:
It's important to perform checks when you import files to ensure the data has imported correctly. For this file, you will need to check the employee's personal record page: the Previous Payroll ID and Report Change of Payroll ID fields should match your import file.
You can also check the Employee Report (under Reports > Employee > Employee Details Report), the columns will be added to the far end of this report:
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