After you send new starter details from Sage HR Online Services, you can use them to create a new employee record in Sage 50 Payroll.

The steps below explain how to use the Starters option in Import Employee Data.

Before you start

To follow these steps, you must first create the employee in Sage HR and send their details across.

Import starter 

1. Click Online Services, then under Tasks, click Import Employee Data.
   
   TIP: Sage 50 Payroll disables this option when your access rights restrict it.
   
   
2. You're prompted to take a backup; we strongly recommend you do this before continuing on. To take a backup, click Yes.
3. Sage 50 Payroll communicates with Sage HR to look for any starter or leaver information.
   
   If there's no Starters information to import, the Starters box says Up to Date!
    NOTE: If starters don’t appear in the list, open the employee profile in Sage HR and click Save.  
   
   If there is information to import, the bottom of the Starters box says Starters to Import.
   
   
   
4. In the Starters box, click Starters to Import.
   
   
   
   
5. This lists all the starters ready for you to import.
   
   In this list, you can apply filters and search in it. You can also click the printer icon to print this list.
   
   
6. If you click the chevron on the employee, this opens up the information for that starter. 
   
   
   
   
   You can make any amendments to the information here before you import them.
   
   Don’t change the employee's email address. If you do, remove and add the employee again in Sage HR using the new email address. If you upload payslips after changing the email, Sage HR creates a new profile instead of linking to the existing one.
   
   
7. To import the employee, select the check box next to their name. Alternatively, select the check box at the top next to where it says Surname to select all the employees.
8. Click Import.
   
   If you want to remove the employees listed and not import them, click Reject data.
   
   
9. Confirm you want to continue by clicking Yes, then Finish.
10. Close the Import: Starters window. The Starters box now says 'Up to Date!'.
11. Click Close.
12. The employee is in your payroll.
    
     TIP: Enable Online Services within their employee record so you can upload their payslips when you’re ready. 

Next steps

In Sage HR, the'The employee is waiting to be approved in Sage 50 Payroll' message won't disappear until you've uploaded their payslips. 

 NOTE: To upload an employee's payslips, you need to enable Online Services within their employee record. 

Uploading the employee's payslip links together their Sage HR and Sage 50 Payroll records:

• If an employee has existing payslips, upload historical payslips
• If the employee has no payslips and you can wait until the next pay run, upload their next payslip to link the profile automatically
• If the employee has no payslips, but you want to link them immediately, upload a dummy payslip

NOTE: The employee's name, date of birth and email address must match in both Sage HR Online Services and Sage 50 Payroll to link. If they don't match, this creates a duplicate record in Sage HR.