Backward Sync Migration Process

Owned by Craig Fordham
Last updated: Sept 09, 2022 by Kelly Collins
2 min read
  1. Configure InPay
    1. Ensure the Payrolls are in the correct period
      1. Ensure you have configured your InPay system including (but not restricted to):
      2. Pay Periods
      3. Pay Elements
      4. Holiday Schemes
      5. Pension Schemes
      6. HMRC Transmission Parameter
  2. Prepare the InPay Employee Data Take On File
    https://documentation.in-time.co.uk/display/INPAY/Employee+Data+Take+On+Details
    1. You will need to complete 1 Employee Data Take On File for ALL employees, Current employees and Leavers for the current tax year.
    2. Please ensure:
      1. EmployeeNumber (Col A) – Matches the unique worker reference from the frontend system, otherwise you will end up with duplicate records.
      2. RTINumber (Col CJ) - Is populated with the unique employee reference in your current payroll system which is being reported to HMRC.
      3. Migrated (Col CH) – is populated for Current workers, otherwise they will be treated as New Starters
      4. LeavingDate (Col J) – is populated for Leavers only.
  3. Run the Validation on the InPay Employee Data Take On File
    Correct any issues that are found. Repeat the ‘Validation’ process within the Employee Data Take On file until the file is ready for importing.
  4. Export InPay Employee Data Take On Files to create the 3 subsequent files required for InPay import:
    1. EmployeeStarter.csv
    2. EmployeeYTDNIBalances.csv
    3. EmployeeYTDPayBalances.csv
  5. Import Employees AND YTD Balances into InPay
    1. InPay > Import > Export > Import > Format =
      Employee Starter
      Employee YTD NI Balances
      Employee YTD Pay Balances
      Resolve any issues highlighted by InPay reviewing there Error messages.
  6. Update Pension Details/Dates
    1. InPay > Import/Export >Import Data > Format = Employee Basic
    2. Template: Choose Payroll, then Download the File           
  7. Update Pension Details
    1. Opt Out Date (Col Q)
    2. Postpone Date (Col R)
    3. Terminate Date (Col S)
    4. Re-upload to InPay with the additional data
    5. InPay > Import/Export > Import Data
  8. Update Tax Codes
    InPay > Processing > HMRC Data Retrieve
    1. Apply P9s - HMRC Data Retrieve
  9. Align to Holiday Scheme
    1. InPay > Import/Export >Import Data > Format = Employee Holiday Scheme
    2. Align Holiday scheme, Carry Forward, Accrual Override.
  10. Upload Holiday History
    1. InPay > Import/Export >Import Data > Format = Employee Holiday Take On
    2. Uploading 52 week history of Holiday-able Pay and Holiday-able Hours for InPay to hold and utilise the Holiday Pay Rate.
    3. Please note, if you do not have the Holiday History, you can manually set the Holiday Pay Rate on the first Holiday Claim processed within InPay for each worker.
  11. Absence Entry
    1. SSP – Importer Available
      1. InPay > Import/Export >Import Data > Format = Employee SS
      2. Alternatively, InPay > Absence > Absence Entry
    2. SMP/SPP/Shared Leave etc – Manual Entry
      1. InPay > Absence > Absence Entry
      2. Please note, you will need to process a Statutory Override (Pay > Statutory Override) and AWE for the 1st period. InPay will attempt to pay the up-to-date balance in the first period as it does not have the history of payments. The subsequent payments will be fine.
  12. Courts Orders and AEOs – Manual Entry
    1. Courts
      1. InPay > Company > Court Details
      2. This can be actioned before the employees are sent through to InPay.
    2. AEOs
      1. InPay > Employee > Court Details
  13. AoB
  14. Back Sync Workers from InPay to RSM InTime – ACTION FOR RSM
    1. RSM to Back Sync only CURRENT Workers from InPay to RSM InTime - Welcome Email will be sent on Go Live