Bulk Payroll / InPay Company Move

Owned by Mark Holland (Unlicensed)
Last updated: Sept 13, 2022 by Kelly CollinsVersion comment
3 min read

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 RSM InTime support if you would like to use this feature. 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 required Payrolls and Holiday Schemes.
  • The rates on active placements will be moved to Pay Elements on the new Company. It does this by matching on the Pay Element Code. Therefore, the new Company must have Pay Elements with the same codes as the ones 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 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 the Expense Template in a way that identifies 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 Payroll, Holiday Scheme or Expense Template.
  • You can move IR35/Deemed and CIS workers using this facility.
  1. Open the Profiles - Worker page and use the filters to locate the batch of workers that you want to move. 
  2. Tick the click the tick box or use the Select All button to select of the workers.
  3. Click 'Move Company'.
  4. Read the information on the popup.
  5. Select the new Payroll - the one you want to move the worker to. The InPay Company the Payroll is associated with is shown in brackets.
  6. Select the new InPay Holiday Scheme you would like the workers to be associated with. You can leave it blank if you 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.
  7. Select the new Expense Template to assign. You also have the options of 'keeping the existing template' or assigning 'No Expenses Paid'.
  8. Rememer that the options you have chosen here will be applied to ALL the selected workers.


     
  9. Click 'Move Workers'. You will see a confirmation popup and clicking OK will start the process.
  10. You will then be taken to the Move Company process results page.
  11. The process can take some time so it runs in the background - you do not need to stay on this page while it is running. You can navigate away and return to it from the 'Reports - Move Company' menu to check progress.



  12. The current status and any failure messages are shown as the process runs.
  13. 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.
  14. Repeat from step 1 for any other batches of workers.