Ciphr Payroll Cloud templates: Pension year to date figures

Importing the employee pension year to date (YTD) figures is required during a 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. It may not be required if you are migrating at the start of the financial year. This data is important to hold in the system as it allows you to balance YTD totals to ensure the correct data is held in the system. 

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

There are two columns for employee contribution YTDs to be listed. It is important that the correct one is used as net pay pension schemes are reported differently on the FPS. Net scheme YTD figures should be completed in column C and other scheme data should be populated in column B. 

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. 

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 Year to date pensions.