Ciphr Payroll Cloud: Pension Year to Date

Contents

• Overview
• Completing the template
• Importing the file
   

Overview

When migrating payroll systems mid-year, it is a requirement to provide the year-to-date (YTD) data to ensure the employee and company totals are correct. This ensures payslips, reconciliation and HMRC reporting is all correct. 

For customers who complete the full Employee Year-to-Date template, your Pension YTDs are already captured on that template so you do not need to import this information separately.  

For customers using an FPS XML, you will need to complete this template to import the data into the system.

Completing the template

You can find the Pension YTD template attached to this document or it will be provided directly by your implementations consultant. 

The headers are as follows: 

Relief at Source schemes

For customers with Relief at Source pension scheme/s, you should populate the employee's contributions into column B and employer contributions into column D. 

Net Pay schemes

For customers who use Net Pay pension scheme/s, employee contributions should be entered into column C and employer contributions into column D. 

Salary Sacrifice schemes

All contributions are considered employer contributions under salary sacrifice rulings, so column D should be used for the total contributions ("employees" and employers). 

Additional contributions

Where employees make additional contributions to their pension pot, these values should be included in the totals entered on this template. They should reflect the type of scheme correctly, please take careful consideration for this as additional contribution types can vary. 

Importing the file

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, we always recommend applying a relevant reference, such as "Pension YTD Import", so it's easy to keep track of your imports. Then select whether you would like to "Create a new starter" or "Ignore these records". Typically, you would want to "ignore" for new records because any new starters should be added either through the wizard, import template or HR integration, rather than through this import. Adding a new starter through this method would create a very incomplete record. 

Finally, you will select whether to update or ignore data for existing employees. Typically, you want to update system values when completing imports of this nature. 

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.