Upload payslips to Sage HR Online Services

Summary

How to upload a payslip from Sage 50 Payroll to Sage HR Online Services.

Description

After you process your payroll, you can upload payslips to Sage HR Online Services so your employees can access them whenever they want.

Let's go through the simple steps together.

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Before you start

Make sure you're logged in to Online Services Settings.

Log in to Sage 50 Payroll, and click Company.
In the Tasks menu, click Online Services Settings.

NOTE: If it says Online Document Settings, you are using Sage Online Bureau and must follow the steps in our alternative guide.
If you're logged in, next to Step 1 it should say you're currently logged in.

If you're not, click Log In then enter your Sage account login details.

Upload payslips

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Follow the steps

From Sage 50 Payroll v29.01, when you upload payslips, this also updates some employee details in Sage HR with the details held in Payroll.

Find out which employee details import to Sage HR Online Services during payslip uploads? >

If you, or one of your employees have updated any personal details in Sage HR, you need to import these changes into Payroll before you upload payslips.

CAUTION: If you don't import the changes, the details in Payroll overwrite the amended details in Sage HR when you upload payslips.

In Sage 50 Payroll, click Payroll, then Change Process Date.
Check the correct pay date is set, then click OK.
Import employee detail changes from Sage HR to Sage 50 Payroll.
NOTE: If there are no changes to import, move on to the next step.
Enter your employees' payments as normal.
Select the required employees and click Payroll.
Click Upload Online Payslips.
Check the information in the summary is correct, and if required, click Print summary.
Either select to publish immediately, or to publish on a selected date.
When you're ready to upload your payslips to Sage HR Online Services, click Publish Payslips.

A confirmation message appears that your payslips have been published successfully.
Click Close, or to log in to Sage HR Online Services, click Log in to portal.

Your employee payslips are now uploaded and ready to view in Sage HR Online Services.

NOTE: If this is the first time the employee's payslips are uploaded, this sends the employee a welcome email. It also creates an employee profile in Sage HR Online Services if the employee doesn't already have one.

FAQs about uploading payslips

If you need some clarification about the steps above, check out some answers to common questions asked about uploading payslips - Click here to view >

What do I do if get an error when I upload payslips?

If you're getting an error when uploading payslips, take a look at our list of the most common errors that can occur and how to resolve them - View errors >

If you can't see your error listed, please search the error in our Help Centre to find out how to resolve it.

Which employee details are updated in Sage HR Online Services when I upload payslips from Sage 50 Payroll?

From v29.01 of Sage 50 Payroll, several fields are automatically updated when you upload online payslips. Which employee details import to Sage HR Online Services when you upload payslips? >

Are payslips available to view straight away?

If you select to publish payslips immediately, they are then available for employees to view in Sage HR Online Services as soon as you click Publish payslips.

You can schedule for these payslips to be published on a selected future date. They are then available to view on that date - Read more >

Where can I view the uploaded payslips?

Published payslips can be viewed in the employee's profile in Sage HR Online Services and you can also view all published and scheduled payslips in the Company payslips dashboard - Read more >

Can I publish historical payslips?

If the employee has previous payslips you want to make available to them to view online, you can do this by uploading historical payslips - Read more >

Are employees notified about their uploaded payslips?

Yes, employees are notified by email and if they have the Sage HR app downloaded, they get a push notification on their phone too - Read more >

What happens the first time I upload an employee's payslip?

When you upload their payslips to Sage HR Online Services for the first time, if the employee profile doesn't already exist in Sage HR Online Services, they will automatically be created, triggering a welcome email being sent to them. If you schedule a payslip to be published on a future date, they still receive a welcome email, but won't get a payslip notification until the published date.

If the employee profile was manually created in Sage HR Online Services, uploading their first payslip will link their profile in Sage HR Online Services to their record in Sage 50 Payroll.

NOTE: If you are uploading payslips to create an employee in Sage HR Online Services or update their details, but you've already updated the current pay run, you can upload historical payslips instead.

Errors when uploading payslips

Take a look at our list of the most common errors that can occur and how to resolve them - View errors >

If you can't see your error listed, search the error in our Help Centre to find out how to resolve it.

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