Forward Sync Migration Process

We have pulled together the key items which would need to be configured, populated or imported for your Payroll.

1. Configure InPay          

   1. Ensure the Payrolls are in the correct period

   2. Ensure you have configured your InPay system including (but not restricted to):

      1. Pay Periods

      2. Pay Elements

      3. Holiday Schemes

      4. Pension Schemes

      5. HMRC Transmission Parameters

2. Prepare the InPay Employee Data Take On File

   1. Get file here: https://eslrsm.atlassian.net/wiki/x/1gUKAw

   2. You will require 2 Employee Data Take On Files:

      1. Current Employees (The EmployeeStarter file is NOT required for InPay as this Data is being populated via RSM InTime)

      2. Leavers (As these employees will not be in RSM InTime, the EmployeeStarter file will be required)

3. Run the Validation on the InPay Employee Data Take On File

   1. Correct any issues that are found

   2. Repeat the Validation process until the file is ready for importing.

4. Export InPay Employee Data Take On Files to create the 3 subsequent files required for InPay:

   1. EmployeeStarter.csv

   2. EmployeeYTDNIBalances.csv 

   3. EmployeeYTDPayBalances.csv

5. Import YTD Balances into InPay

   1. Suggest that you process the Current Employees first, then return/repeat the process for the Leavers (see item below). InPay > Import > Export > Import > Format =

      1. Employee Starter (not required for Current Employees)

      2. Employee YTD NI Balances

      3. Employee YTD Pay Balances

      4. Resolve any issues highlighted by InPay reviewing there Error messages.  

6. Align employees to a Pension Scheme
   InPay > Import/Export > Import Data > Format = Employee Pension

   1. Scheme Name (Col E)

   2. Start Date (Col F)

   3. Col G to J only need to be populated for those contractors who are on the Pension scheme, BUT differ from the legislative minimum (BR).

7. Update Pension Details, RTI Code and make Employee ‘Current’
   As the Current Employees do not require the Employee Starter file, you will need to utilise the Employee Basic importer file to update some subsequent fields. InPay > Import/Export >Import Data > Format = Employee Basic
   Template: Choose Payroll, then Download the File
   
   

   1. Update "MakeStarterCurrent" (Column W) to "Y" for worker who are not starters in the current period

   2. Update "RTI EmployeeNumber" (Column AC) to the correct RTI Employee code – used for the RTI return.

   3. Pension Details

      1. Opt Out Date (Col Q) 

      2. Postpone Date (Col R) 

      3. Terminate Date (Col S)

   4. Irregular Payments (Col Y)

   5. Hours Worked (Col P)

   6. Off Payroll Worker (Col AA)

   7. Re-upload to InPay with the additional data
      InPay > Import/Export > Import Data

8. Tax Codes

   1. Set the Tax Code for Employees InPay > Import/Export > Import Data > Employee Tax Codes

      1. Start Date (Col E)

      2. Tax Code (Col F)

   2. Apply P9s - HMRC Data Retrieve
      InPay > Processing > HMRC Data Retrieve

9. Employee Holiday Schemes
   InPay > Import/Export >Import Data > Format = Employee Holiday Scheme

   1. Holiday Scheme Name (Col E)

   2. Carry Forward (Col F)

   3. Accruals Override (Col G)

10. Holiday History – If required
    InPay > Import/Export >Import Data > Format = Employee Take On
    Uploading 52 week history.

11. Absence Entry

    1. SSP – Importer Available
       InPay > Import/Export >Import Data > Format = Employee SSP
       Alternatively,
       InPay > Absence > Absence Entry

    2. SMP/SPP/Shared Leave etc.
       InPay > Absence > Absence Entry

    3. Please note, you will need to process a Statutory Override (Pay > Statutory Override) and AWE for the 1^st 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. Student Loans and Post Grad Loans
    InPay > Pay > Statutory Loan

13. Courts Orders and AoE

    1. Courts
       InPay > Company > Court Details
       This can be actioned before the employees are sent through to InPay.

    2. AEOs
       InPay > Employee > Court Details

14. Import Leavers into InPay. InPay > Import > Export > Import > Format =

    1. Employee Starter (not required for Current Employees)

    2. Employee YTD NI Balances

    3. Employee YTD Pay Balances

    4. Resolve any issues highlighted by InPay reviewing there Error messages.  

15. AoB