Ciphr Payroll Cloud templates: Employee Year to Date figures (YTDs)

This guide walks you through completing the Employee YTD template and importing it into Ciphr Payroll as part of a payroll implementation or mid-year migration.

Contents

• Introduction
• Complete the template
• Importing the template

Introduction

Importing employee year to date (YTD) figures is usually only performed during an initial payroll implementation, rather than day-to-day payroll running. The file will be shared with you by your implementation consultant, or can be found attached to this article. 

Completing the template

This template can use Employee Code or Pay ID - just ensure the header is correct for the information on the template. 

Work through each column for your employees to ensure values are completed. This should be the cumulative value from the start of the current tax year up to the end of the period before you start your first parallel run, not each period separately. 

When completing the NI columns, ensure you are utilising the correct NI bandings (further guidance can be found on the Gov.UK Website. You will find that the NI columns are repeated from columns AE and AL. These fields should only be used if an employee changed NI Letter within the current tax year as their bandings may have changed and you need to capture each one correctly.  

For support on completing the employee pension columns, please refer to our Pension YTD guidance. 

Importing the template

Once all required information has been entered, the file can be imported within the Employees/Bulk Import pages (if you select Employees, you will need to click on the Import button at the top right of the page to load the import screen). 

• Then select New Import to start the importing process.

You can use the import at any time, so it's important that you select the correct behaviour when importing the file. Firstly, you can use a reference if you wish. 

• Then select whether you would like to "Create a new starter" if there is an employee on the YTD file who is not already on the payroll but need to be added, or "Ignore these records" if you are not adding any new employees. Finally, you will select whether to update or ignore data for existing employees. 

If you are importing data into records with data already in the system, the data on the import will override what is already existing. This includes if there are blanks or 0s in a column, so ensure all fields are populated even if you are only updating the information for one field. 

Once imported, you will see a success screen that indicates whether there are any errors - ensure these are checked and amended if needed. 

Then, you can check the year to date reports by navigating to Reports, then selecting the relevant report that you want to check, such as the tax or statutory payments reports.