For For InPay linked RSM InTime systems there is sometimes a requirement to move a number of employees from one InPay Company to another. RSM InTime provides a facility for doing this. Please contact inTime support to have RSM InTime support if you would like to use this feature enabled.
To use the bulk payroll move process.
Before . It is only available to Admins.
This feature should be used with caution and before you begin you need to prepare.
- Make sure the new InPay company is linked to your RSM InTime and has the payrolls and holiday schemes set up as requiredrequired Payrolls and Holiday Schemes.
- The rates on active placements for the selected workers will be moved to Pay Elements on the new companyCompany. It does this by matching on the pay element codePay Element Code. Therefore, the new Company must have Pay elements Elements with the same codes as the existing oneones that need to be moved. Information on setting up Pay Elements in InPay can be found here. These must also be synced to RSM InTime via Settings - Pay Elements - Import Pay Elements from InPay. Further help on this process can be found here.
- If you wish to pay worker expenses through InPay you will also need to sync the required expense Expense Types from InPay and then create an expense template that uses the new expense types. Expense Types are synced in the same way as Pay Elements described above. Help on creating an Expense Template can be found here. It may help to name this the Expense Template in a way that identifies thenew company the new InPay Company, at least while making the move, you can rename it later.
- Identify which workers need to be moved and which payroll they should be moved to. You will need to do the move in batches if you want to select a different payrollsPayroll, holiday schemes or expense templatesHoliday Scheme or Expense Template.
- You can move IR35/Deemed and CIS workers using this facility.
- Open the Profiles - Worker page and use the filters to locate and select the batch of workers that you want to move.
- Tick the click the tick box or use the Select All button to select of the workers.
- Click 'Move PayrollCompany'.
- On Read the information on the popup select .
- Select the new payrollPayroll - the one you want to move the worker to. The InPay company each payroll Company the Payroll is associated with is shown in brackets.
- Select the new InPay holiday scheme Holiday Scheme you would like the workers to be associated with if applicable. You can leave it blank if required.Select the expense template to assign to the workers active placements. This is necessary because the expense types are associated with an inPay Pay element. They therefore have to match the company you are linking the worker toyou do not want the workers on a holiday scheme. Please note that in InPay you can select a default Holiday Scheme for a Payroll. If this has been set in InPay the workers will be linked to the default Holiday Scheme if this field is left blank in RSM InTime.
- Select the new Expense Template to assign. You also have the option options of 'keeping the existing template' or assigning 'no expenses paidNo Expenses Paid'.
- Click Rememer that the options you have chosen here will be applied to ALL the selected workers.
- Click 'Move Workers'. You will get see a confirmation popup and clicking OK will start the process.
- You will then be taken to the processing/Move Company process results page.
- The process can rtun take some time so it runs in the background - you do not need to stay on this page while it is running. you You can navigate away and return to it from the 'Reports - Move Company' menu to check progress.
- The current status and any failure messages are shown as the process runs.
- If an item fails it will be left in its previous state - still linked to the old Company and payroll. You are then able to correct any issues and re-run the process for the workers that failed.
- Repeat from step 1 for any other batches of workers.