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InPay Set Up information

InPay Set Up information

Owned by Mark Holland (Unlicensed)
Last updated: Jun 13, 2023 by Kelly Collins

Please note: On all of the InPAY screens there is a (?) at the top right which shows the InPAY help page relevant to that screen.

  • What are the pay Elements required for this company in InPAY? 
    Pay Elements need to be set up up in the InPAY company as required under Company->Pay Elements. Once complete please confirm to a member of the InTime Implementation/Support tema the Pay elements relevant to the timesheets in InTIME and we will synchronize them to InTIME for you. 
    There is a default Pay Elements setup, typically we synchronize Basic, Overtime and Expenses Reimbursement (for expense claims only) but please add any additional pay elements and rename any as required. For more details please see Pay Element section below 

  • What payrolls are required? Weekly, Monthly etc? What do you wish the payroll code and name to be? This is setup under Payroll->Payrolls.
    For more details please see Payrolls section below

  • What are the payroll period dates for each payroll? The years periods can be generated under Payroll->Pay Periods, choose the payroll (created above) and click “Generate”, enter the parameters.
    For more details please see Pay Periods section below

  • What period do you want the payroll in (i.e. to start)? Put it in the period using the Payroll->Payroll Processing screen, press the magnifying glass at the top to find all the payrolls, then select each payroll and choose the period from the dropdown and press Save at the bottom. Note: Choose the period you want to parallel for now. You must choose a payroll to successfully synchronise worker onto that payroll.

  • What Tax district is the client in? Configure under Company→Details (Tax Section)
    Theses are Tax Districts. For more details please see Company Tax District section below.

  • What are their HMRC transmission parameters.? Configure under Company->HMRC Transmission Parameters,

  • What BACS formats are required? Configure under Company->BACS Parameters. To check which format your need please find details of InPAYs supported BACS formats. You will need to confirm which one to configure with your BACS softwarre supplier.

  • What Court Details are require? Configure under Company->Court Details (if required)

  • What Pensions do they have? Configure under Company->Pensions.
    For more details please see Pensions section below

  • What Holiday Scheme do they have? Add Holiday Scheme under Company->Holiday Schemes.
    For more details please see Holiday Scheme pages & Holiday Guide

  • Employee / Contractor creation
    Option1:
    On the Employee Data Take On Details page, you can download the Flat File (also has help notes), populate and validate data so spreadsheet creates InPAY import files successfully, then import these files into InPAY direct under the Import/Export→Import Data screen. Once completed successfully let us know and we will back sync these to InTIME for you.
    Option2:
    Create the PAYE workers in InTIME ensuring their primary reference matches their current RTI number, these will automatically sync to InPAY, then add the YTDs into InPAY directly by finding the worker and selecting Pay->YTD Balances on each employee individually or in bulk by filling in a flat file in option1 to import onto the existing records. Hence why the RTI codes must be correct in InTIME and in Flat file.
    Note: Those clients going Live in April will not need YTD figures, BUT will be needed if client want to preforma a full parallel beforehand.






Company Details

Company Tax District

Setup details required....

  • District No: Changing this will change both the Employers Reference and Accounts Office Reference District No fields. (Required before RTI file can be sent)
  • Employers Reference: The employers reference provided by the HMRC. (Required before RTI file can be sent)
  • Accounts Office Reference (AO Ref): The Accounts Office Reference provided by the HMRC. (Required before RTI file can be sent)
  • Unique Tax Reference (UTR): This field must be populated if the company has a CIS payroll.
  • Default Office: At present only one Employers Reference can be set up for the company and this needs to be set as the default office.
  • Unique Tax Reference (UTR): This field must be populated if the company has a CIS payroll.
  • Small Business : A small employer is one whose total Class 1 NICs, including primary (employee) and secondary (employer) liability, is at or below a set annual threshold, in the qualifying tax year. The qualifying year is the last complete tax year before the first day, the Sunday of the qualifying week (or maternity week). If the business met the requirements in the last financial year this box should be ticked. An employer who qualifies for small employer’s relief can reclaim 100% of certain statutory absence payments, plus an additional 3% compensation payment.
  • Small Business (Previous Year): As above but for the previous year.
  • HMRC Bank Account: The HMRC account to make P32 payments to (This is required if you are to make P32 payments by tax).


Payrolls

Setup details required....

  • Payroll Number: The short name or number for the payroll.
  • Payroll Name: The long name for the payroll.
  • Pay Frequency: The pay frequency for employees that are paid on this payroll.
  • NI Calculation Method: Post 2013 InPay will always calculate with the exact method and the table method will be unavailable.
  • Include Er's NI in pay: Select this option if Employer's NI is to be taken out of the employees pay. (this will normally only be Umbrella company workers)
  • Include Er's Pension in pay: Select this option if Employer's Pension is to be taken out of the employees pay. (this will normally only be Umbrella company workers)
  • Withhold tax refunds when no pay: Select this option if you do not want the employee to receive tax refunds when they have no pay in the period. If the employee is on a cummulative tax code, the tax will be adjusted the next time the employee receives pay.


Pay Periods

For each of the payroll identified in the information provided above we need the below details for the pay period for these payrolls....

PLEASE NOTE: If your InTIME and InPAY systems are linked then you will need to notify the InTIME Support team if you roll back a payroll period within the InPAY system.

Weekly

Monthly

Pay Elements


Below are Pay Elements that are setup in InPAY by default.

If you need any Pay Elements in addition to these we need to know these details about each element..

  • Pay Element: The identifier for the pay element within the system.
  • Pay Element Name: A more descriptive version of the above field for scenarios such as on screen or on payslip display.
  • Nominal Code: Indicates the nominal code that the element has on your accounts system. This field will be output on any account jounals exported from the system.
  • Pay Element Type: Identifies the pay element as a payment type or a deduction type or an element used for AEOs.
  • Offset Against Element: Allows specification of a different Pay Element to offset payments against. The pay element specified here will be reduced by the amount being paid to this element. Only payment type pay elements can be offset.
  • Qualifying Earnings: Indicates that the pay element is included in the employee's auto enrolment assessment .
  • Benefit In Kind: The pay element is used to increase taxable pay without increasing actual Gross or Net Pay. In order to do this the element must be set up as a taxable payment and must be offset against a non taxable payment.
  • Notional: Indicates that the pay element is not included in calculation of Gross or Net Pay.
  • NI’able: Indicates if the pay element is to be considered when calculating national insurance contributions.
  • Taxable: Indicates if the pay element is to be considered during tax calculations.
  • Show on payslip if zero: Under normal circumstances a Pay Element will not show on a payslip if there is no pay against it in the period specified. However if this box is ticked the element will still show.

Pensions

Below are the details we need to setup a pension scheme...

  • Description: The pension description that will be used for selecting the pension scheme. This will also determine the name of the pay element that will show on the payslip.
  • Reference: The pension scheme reference.
  • Custom Ref 1: This field is sometimes used in provider specific exports, you will be informed of whether anything is required in this field when provider specific exports are added to your system.
  • Custom Ref 2: See Custom Ref 1.
  • Custom Ref 3: See Custom Ref 1.
  • Net Pay Scheme: This indicator tells the system the pension is taken from Net Pay rather than Gross and therefore no tax relief is gained on the contribution.
  • Net of BR Tax: This indicator tells the system that the pension contribution is paid less Basic Rate tax. So for example if an employee has a 10% pension deduction on earnings of £1000, then rather than £100 being taken a figure of £80 would be taken instead (if the Basic Rate of tax was 20%).
  • Basic Scheme: This indicates to the system that this scheme meets the basic requirements under auto enrolment. Deductions will be taken between the lower and upper earning thresholds as set out in legislation.
  • AVC: Additional Voluntary Contribution. This allows employees to make additional contributions into the scheme. Currently this field is for reference and reporting purposes and has no effect on the deduction of contributions.
  • Set Limits: For standard pension schemes deductions will be taken on all earnings (of applicable pay elements). By checking this box, the user can enter lower and upper periodic earnings thresholds, allowing percentage deductions only to be taken between these thresholds (As is the case under a basic scheme). This field is unavailable if the Basic Scheme box is ticked as these thresholds are data driven by legislation.
  • Salary Sacrifice: This indicates that the pension will show on the payslip but not be included in Gross or Net pay. The user also has the option of selecting an offset element which will reduce the payment element by the equivalent amount.
  • ECON Code: The Employer's Contracting-out Number. For use by Contracted-out Salary Related (COSR) schemes.
  • Sort Code: The pension scheme provider sort code.
  • Account Name: The pension scheme provider name of the account holder.
  • Account Number: The pension scheme provider bank account number.
  • Bank Name and Branch: These are read-only and are populated when a sort code is entered.
  • BACS Reference: The reference for payments by BACS.
  • Roll Number: Building society roll number (optional).
  • Use Standard Pay: Some schemes may use the standard pay set out in the auto enrolment legislation (and selected in the Pay Element Screen). Ticking this box disables the ability to choose individual pay elements
  • Pensionable Elements: Clicking this button will display 2 lists. One with all the possible pay elements that can be included in pension calculations (on the right of the screen) and the other with all the elements that have already been included. To add or remove elements from the calcuation select the relevant elements (multiple elements can be selected) and use the arrow keys move them to the appropriate list.