| | Import employees - Check and update employees |
| Description | The final stage of the FPS import process is to review the imported employees and add any data not included in the import. As the FPS only contains information needed by HMRC, there is information that needs to be entered manually into Sage Payroll. You will need to obtain this infromation from your old software. |
| Resolution | Checklist Each one of the headings below represents an area you need check and possibly manually update. If you were previously using Sage 50 Payroll read this guide on where you can find the information needed to make manual updates. ▼Employee details The FPS doesn’t include the employee start date, and in some cases, the address. To enter the employee start date: - Select the Employees tab.
- Select an employee from the list.
- In the Employment Details section, enter the employee start date.
- Select Save.
Repeat the steps for each employee. ▼Company directors An employee may have become a director during the current tax year. You need to update their Directors NIC values in their opening balances tab. You can get these values from your previous payroll software. You need to check their: - Director status is correct
- Preferred calculation method is correct
Check director status and calculation method: - Select the Employees tab.
- Select the Director from the employee list.
- Within the Current Tax Details section be sure to tick Is a Director.
- Set the Directorship Started date as appropriate.
- Set the Preferred calc method to the appropriate calculation method.
Find out more about the two methods of calculating Directors National Insurance. Read the article Directors' National Insurance. ▼Pay days This is when and how often you want to pay your employees. To set this up, for each pay schedule that you use for the employees you've imported: - Go to the Settings tab. Select Calendar Settings.
- Select the relevant calendar, then complete the following information:
| Pay Day | Choose the day of the week you want to pay your employees. | | Pay On | Monthly only. Choose one of the following options:
- Same day of the month – If you want to pay your employees on the same date each month.
- Last day of the month – If you want to pay your employees on the last working day of each month.
| | First Pay Run | From the calendar, select the date you want to first pay your employees. You can only choose dates for the day you selected. For Monthly calendars, select the first month you would like to pay your employees. You must set your payroll calendar date for the period after your imported FPS file. | | Avoid Public Holidays and Weekends | Whenever a payday falls on a public holiday or weekend, the pay date defaults to the previous working day. | - Save your changes.
▼Opening balances These are the values held on the employee record from your previous software. Check they match the employee values from the previous software.  TIP: An employee may have become a director during the current tax year. You need to update their Directors NIC values in their opening balances tab. You can get these values from your previous payroll software.
To check these values for each employee you've imported: -
From the Employees tab, select the employee you want to check, then Edit. - From the Opening Balances tab, check the following information is correct:
| Taxable Pay This Employment | The employee’s taxable gross pay received so far this tax year. This is for this employment including any statutory payment values received.
If the employee started work during this tax year, this value is for the current employment only. You should add the P45 value to the Started During This Tax Year section. | | Tax This Employment | The amount of tax paid to date by the employee in this tax year.
If the employee started during the tax year, this value is for the current employment only. You should add the P45 value to the Started During This Tax Year section. | | NI Category | The employee’s national insurance (NI) category. You can record up to three NI categories, if necessary. An employee may have had multiple NI categories in the current tax year. Make sure to select their current NI category in “Current Tax Details”. Find this in the Employee Details tab. | | NICable Earnings | The employee’s total gross pay for national insurance (NI) to date. Unless the employee has received any payments not subject to NI, this should be the same as the total gross pay. | | Total EE NI Paid | Total national insurance (NI) paid by the employee to date this tax year for the current NI category. | | Total ER NI Paid | Total national insurance (NI) paid by the employer on the employee’s behalf. This is to date this tax year for the current NI category. You get this value by subtracting the employees NI from the total NI. | | Earnings at LEL | The employee’s earnings up to the Lower Earnings limit. | | Earnings LEL to PT | The employee’s earning above the Lower Earning Limit (LEL) and up to the Primary Threshold (PT). | | Earnings PT to UEL | The employee’s earnings above the Primary Threshold (PT) and up to the Upper Earnings Limit (UEL). | ▼Previous employment values You may have new employees that have worked elsewhere in the current tax year. You must include this information. To enter this, for each applicable employee you've imported: -
From the Employees tab, select the employee you want to check. - Scroll down to the Previous Tax Details section.
| Employee Declaration: P45 | If the employee had a previous employer in this tax year and has provided you with the P45 Part 3, choose this option.
Then enter the following additional information:
- Leaving Date – The date the employee left their previous employment in this tax year
- Tax Code – The employee’s tax code from the previous payroll system
- Total Pay to Date – Their total taxable pay to date. This is from their previous employment during this tax year
- Calculated P11 Tax – Their total tax recorded. This is from their previous employment during this tax year
| | Employee Declaration: P46 | If the employee started working for you during this tax year and completed a P46, choose this option.
- Leaving Date – The date the employee left their previous employment in this tax year
- Tax Code – The employee’s tax code from the previous payroll system
| ▼Statutory pay recovery compensation Enter this for employees child-related statutory absence payments in the current tax year: -
From the Migrate Payroll Data - Employer Values screen. Enter the amount recovered so far in the current tax year in the relevant boxes. - Save your changes.
▼Working patterns If your employees don’t work Monday to Friday, you must specify when they work before processing a pay run. To enter this, for each applicable employee you've imported: - From the Employees tab, select the employee you want to check, then Edit.
- Select the Working Patterns tab. Choose one of the following options from the Working Pattern Type drop-down list:
- Monday – Friday – if the employee works a standard Monday – Friday week
- Custom 1 Week – if the employee’s working pattern repeats weekly
- Custom 2 Weeks – if the working pattern repeats every 2 weeks
- Custom 3 Weeks – if the working pattern repeats every 3 weeks
- Custom 4 Weeks – if the working pattern repeats every 4 weeks
- In the Week Starting On calendar, specify the Sunday of the week on which you want this working pattern to start.
TIP: A working pattern must always begin on a Sunday. - Select the days of each of the weeks in the custom pattern that are working days for this employee.
- Save your changes.
▼Student loan deductions If imported employees have an active student loan they need to make repayments. Enter this information on their employee records. For each applicable employee: - From the Employees tab, select the employee you want to update then Edit.
- From the Opening Balances tab, select the Has paid student loan repayments in this tax year check box. Enter the total value of these repayments for the tax year to date.
- Save your changes.
▼Set up employer pensions You may have employees that are members of a pension scheme that you haven't yet set up in Sage Payroll. You need to set the pension scheme up. From the Pensions tab, confirm your staging date and add your pension scheme details. If you aren't sure what to enter here, contact your pension provider.  NOTE: If automatic enrolment applies to your business, you must enter a staging date before processing your first pay run.
For help entering the details of your existing pension scheme, select the appropriate provider: |
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