Add an existing employee - Opening balances

Solution Properties

Solution ID:

250501135709060

Last Modified Date:

Fri May 02 13:43:41 UTC 2025

Taxonomy Path:

Case category//How do I...//setting up

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Add an existing employee - Opening balances

Description

When you migrate your Payroll data, you can set up records for employees you've paid in the current tax year. This guide helps you to complete the Opening Balances fields.

If you need help entering the Tax Details, read Add an existing employee - tax details.

Find these options when you select to Manually migrate your payroll data.

Cause

Resolution

Paid this tax year

If you paid the employee this tax year, select the Paid this tax year check box. Enter the relevant information using the employee’s P11.

CAUTION: These values must include any directorship earnings throughout the tax year.

▼Fields to enter

Gross Pay This Employment	The employee’s full gross pay received so far this tax year, for this employment. Include any statutory sick pay (SSP) received. If the employee started during this tax year, this value is for the current employment only. Add the P45 value to the Started During This Tax Year section.
Taxable Pay This Employment	The employee’s taxable gross pay received so far this tax year, for this employment. Include any statutory sick pay (SSP) received. If the employee started during this tax year, this value is for the current employment only. 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. 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.
NICable Earnings	The employee’s total gross pay for national insurance (NI) to date. Unless the employee has received payments not subject to NI, this is the same value 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. TIP: You can find this value in column 1f of the P11 Deductions Working Sheet.
Total ER NI Paid	Total national insurance (NI) paid by the employer on the employee’s behalf to date this tax year. This is for the current NI category. TIP: You can find the total NI value in column 1e of the P11 Deductions Working Sheet.
Earnings at LEL	The employee’s earnings up to the Lower Earnings limit. This is broken down against how many tax weeks or months have been processed. For help on manually calculating this, read Add an existing employee - Ni thresholds TIP: This is the total of values in column 1a of the P11 Deduction Working Sheet.
Earnings LEL to PT	The employee earnings above the Lower Earning Limit (LEL) and up to the Primary Threshold (PT). This is broken down against how many tax weeks or months have been processed. For help on manually calculating this, read Add an existing employee - Ni thresholds TIP: This is the total of values in column 1b of the P11 Deduction Working Sheet.
Earnings PT to UEL	The employee’s earnings above the Primary Threshold (PT) and up to the Upper Earnings Limit (UEL). This is broken down against how many tax weeks or months have been processed. For help on manually calculating this, read Add an existing employee - Ni thresholds TIP: This is the total of values in column 1c of the P11 Deduction Working Sheet.

Is a director

If the employee is a director, select the Is a Director check box. Complete the following information.

▼Fields to enter

These values will be directorship earnings only.

Directorship Started	Choose when the employee became a director.
Enter Specific Date	If the directorship started in the current tax year, enter the date they became Director.
Calculation Method	Choose one of the following options: Calculate NI Per Pay Run – This calculates the director’s NI liability on a weekly or monthly basis, in each pay run. It uses weekly or monthly earnings thresholds. In the final pay run of the tax year the director’s NI calculates using year to date earnings thresholds Calculate NI Cumulatively – Uses annual earnings thresholds to calculate NI each pay run. Directors pay NI once total earnings in the tax year exceed the annual primary threshold
Director’s NIC Details	Enter the director’s earnings and NI totals.

Recieved statutory payments this tax year

If the employee has received statutory payments in this tax year, select this check box. Enter the amount paid so far in the relevant boxes.

TIP: You can’t recover SSP paid to employees. Don't include any SSP the employee received during the tax year in this amount. You should include any SSP received in the taxable pay to date amount.

Has paid student loan repayments this tax year

If the employee made student loan repayments in this tax year, select this check box. Enter the total value of these repayments for the tax year to date.

Started employment this tax year

If the employee started working for you during this tax year, select this check box. Select the relevant starting basis:

▼Fields to enter

Employee Declaration: P45

Choose this option if:

The employee had a previous employer in this tax year
They left that employment
They provided you with the P45 Part 3

Enter the following additional information:

Leaving Date – Leaving date of previous employment this tax year
Tax Code – The employee’s tax code from the previous payroll system
Total Pay to Date – Total taxable pay to date from their previous employment during this tax year
Calculated P11 Tax – Total tax recorded from 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 – Leaving date of previous employment this tax year
Tax Code – The employee’s tax code from the previous payroll system

Payrolled benefits this tax year

If the employee recieved any benefits that have been payrolled in this tax year, select this box. Enter the total value of all benifits combined.

Steps to duplicate