How to review employees after importing the FPS in Sage Payroll.
Description
Now you've imported the Full Payment Submission (FPS) file into Sage Business Cloud Payroll, you need to review your employees.
This support article explains how to check and update information that may need to be added after your employees have been created.
In Sage Business Cloud Payroll, you can use the checklist on the Summary tab to help keep track of your progress.
Resolution
Set up when you'd like to pay your employees.
Where is this in Instant Payroll?
- From the Employee tab click Maintain existing employees.
- Then select the relevant employee then click the Payment Details tab.
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Within the import Employees checklist click Set up their pay days.
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Click the relevant calendar, then complete the following information:
| Item | Description |
| 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, choose this option then choose the date.
- Last day of the month – If you want to pay your employees on the last working day of each month, select this option.
|
| First Pay Run | From the calendar, click 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. |
| Avoid Public Holidays and Weekends | If you select this check box, whenever a pay day falls on a public holiday or weekend, the pay date defaults to the previous working day. |
3. Click Save.
TIP: To review the details for each of your pay calendars, click View Pay Calendar.
Update the working patterns of any employees with a non-standard work schedule.
Click here to see where to find this in Instant Payroll?
- From the Employer tab click Maintain employer details then click HMRC Payments.
- You can view the details in the Employment Allowance and Working Pattern column.
- Within the import Employees checklist click Confirm their working patterns.
- Select the relevant employee, then Edit.
- Change the information in the Employee Details tab as required, then click Save.
If any of your employees have active student loans and need to make repayments you'll need to set this up.
Where to locate this in Instant Payroll
- From the Employee tab click Maintain existing employees.
- Then click Deduction Details.
- Within the import Employees checklist click Set up their student loan deductions.
- Click Deductions, then click Create New Deduction.
- In Deduction Category select Student Loans then enter the relevant information.
Enter your staging date and set up your pension scheme.
Where to locate this in Instant Payroll.
- From the Employee tab click Maintain existing employees.
- Then click Pension Details.
- Within the import Employees checklist click Set up employer pensions.
- Enter the Staging Date you received from The Pensions Regulator (TPR).
- Select the correct Enrolment Status and postponed until date if required.
- Click Save then click Close and click Close.
Now you've added your staging date you can set up your pension. Simply click your pension provider below for further guidance on how to add a new pension to Sage Payroll:
Once you've set up and assigned your employees to the pension plan you'll be able to see the details from within the employee record on the Workplace Pensions tab.
However, to assign employees to a pension you need to do it during your first pay run.
Open the Your first pay run article, for more information.
Directors NI
Make sure each director's calculation method matches what you have in Sage Instant Payroll. If this doesn't match, your National Insurance calculations may be incorrect.
In Sage Instant Payroll:
- From the Employee tab select Maintain existing employees.
- Then select Employment Details.
In Sage Payroll:
- Click the Employee tab.
- Select the relevant employee, then Edit.
If you have processed a pay run with the incorrect director calculation method, open our Directors' national insurance article.
Nominal link
You can use salary information from a pay run to create a Salary Journal report. If you use an accounting product, you can import the report as a journal transaction. This can save you time and reduce processing errors.
For more information read our Salary journals article
Your payslips
If you've activated Online Payslips, the payslips will be automatically published on the date chosen in Settings, Online Payslips Settings. Or you can print, export or email your employee payslips.
Opening balances
If you've carried over from Sage Instant Payroll you need to check the values held on the employee record.
- From the Employees tab, select the employee you want to check then Edit.
- From the Opening Balances tab, check the information is correct.
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