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This page provides guidance as to what needs to be completed for each relevant field within the migration template finishing with instructions to validate and export your data ready for InPay

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Step 1 - Enable Macros

You must enable macros in order to use the conversion tool contained within the template. Excel users can find simple instructions through Microsofts support site as to how to do this.

Step 2 - Populating

Below is a table of each field and what data is expected to be populated for each field.

Field Name

Mandatory

Description

Employee Number

Yes

Employee number

HMRC RTI No

No

Some payroll systems report worker RTI data using a unique identifier separate to the employee number. If your legacy payroll system does this, then it is important to provide that reference here.

Title

Yes

Choose a value from the list

Forename

Yes

Forename

Surname

Yes

Surname

Payroll

Yes

Enter the payroll frequency. This must match a payroll frequency name you have configured in InPay.

Gender

Yes

Choose a value from the list

Email

Yes

Provide an email address

Off-Payroll Indicator

No

Only applicable to clients with the IR35 module enabled.

Set to “Y” if applicable

Date of birth

No

Date of Birth

Date of Joining

Yes

Start Date

Service Start Date

No

If different from Start Date

Leave Date

No

Enter worker leave date

Address 1

Yes

Address line 1

Address 2

No

Address line 2

Address 3

No

Address Line 3

Town

Yes

Town

County

No

County

Postcode

Yes

Postcode

Irregular Payment Indicator

Yes

If payments are deemed as irregular, set to “Y”, else “N”.

Hours worked

Yes

A = Up to 15.99 hours per week

B = 16 to 23.99 hours per week

C = 24 to 29.99 hours per week

D = 30 hours or more per week

E = Other

Pay Type

Yes

Select a value from the list. In most cases set to “Timesheet”.

Tax Code Details

Tax Code

Yes

The workers current VAT code

Tax Status

Yes

Whether the W1M1 indicator is applied.

National Insurance Details

NI Number

No

If blank, you must provide a date of birth, both can’t be blank.

NI Letter

Yes

The NI category to be applied to the worker.

Director Start Date

No

Director Start Date

Director Non Culmlative

No

Director Non Culmlative

Location Details

Department

No

This is usually applied in InTime

Division

No

This is usually applied in InTime

Cost Centre

No

This is usually applied in InTime

Bank Details

Pay Method

Yes

Select a pay method from the list

Bank Account Name

If Pay Method = Yes”

Bank account name

Bank Account Number

If Pay Method = Yes”

Bank account number

Bank Sort Code

If Pay Method = Yes”

Bank sort code

Bank Roll No

If Pay Method = Yes”

Bank Roll Number

Student Loan and Postgraduate

Start Date

No

Start Date

Plan Type

No

Choose a plan type from the list

Postgraduate Loan

No

Set to “Y” if applicable

Pension Scheme Details

Postponement Date

No

This is used to determine worker eligibility status.

Opt-in Date

No

No currently used

Opt-out Date

No

Opt-out Date

Pension Scheme Name

No

Must match a pension scheme name configured in InPay

Pension Start Date

No

Pension Start Date

Pension Leave Date

No

Pension Leave Date

EE' Pen Value

No

If EE’Type set to “P” then enter the percentage value, or “V” enter the fixed value.

EE' Type

No

P = “Percentage”

V = “Value”

EE' Pen Value

No

If ER’Type set to “P” then enter the percentage value, or “V” enter the fixed value.

EE' Type

No

P = “Percentage”

V = “Value”

Holiday Scheme Details

Holiday Scheme Name

No

Must match a holiday scheme name configured in InPay

Start Date

Yes if holiday scheme name completed

Start Date

C/Fwd Hours or Days

No

Enter the entitlement to be carried forward. The number of units must represent the scheme type configured (e.g. hourly enter hours, daily enter days)

Migrated

Yes

Imported workers will be treated as starters. To mark the workers as “current” or migrated, set the value to “Y”.

Import Type

Yes

Full = Worker record not created as part of InTime integration.

Partial = Worker record created within InPay as part of InTime’s migration

NI Letter = Only used in circumstances where a workers NI letter changed mid way through a tax year.

Year to dates

Previous Employment Taxable Pay

No

Only required if previous employment was in the current tax year.

Previous Employement Tax Paid

No

Only required if previous employment was in the current tax year.

Taxable Pay

No

Exclude any SMP and SPPb YTD’s as InPay will include those values as part of the taxable pay.

Tax Paid

No

Tax Paid YTD

SMP

No

Statutory maternity pay YTD

SPPb

No

Statutory paternity pay YTD

NI YTD Thresholds

Niable Pay

No

Niable Pay YTD

ToLEL

No

ToLEL Threshold YTD Value

LELtoET

No

LELtoET Threshold YTD Value

PTtoUEL

No

PTtoUEL Threshold YTD Value

EE’NIC

No

Employee’s YTD national insurance contribution

ER’NIC

No

Employer’s YTD national insurance contribution

Student Loan YTD

No

Student Loan YTD

Postgraduate YTD

No

Postgraduate YTD

EE Pen Cont YTD

No

Employees Pension YTD contribution

ER Pen Cont YTD

No

Employers Pension YTD contribution