This page provides guidance as to what needs to be completed for each relevant field within the migration template finishing with instructions to validate and export your data ready for InPay
Step 1 - Enable Macros
You must enable macros in order to use the conversion tool contained within the template. Excel users can find simple instructions through Microsofts support site as to how to do this.
Step 2 - Populating
Below is a table of each field and what data is expected to be populated for each field.
Field Name | Mandatory | Description |
|---|---|---|
Employee Number | Yes | Employee number |
HMRC RTI No | No | Some payroll systems report worker RTI data using a unique identifier separate to the employee number. If your legacy payroll system does this, then it is important to provide that reference here. |
Title | Yes | Choose a value from the list |
Forename | Yes | Forename |
Surname | Yes | Surname |
Payroll | Yes | Enter the payroll frequency. This must match a payroll frequency name you have configured in InPay. |
Gender | Yes | Choose a value from the list |
Yes | Provide an email address | |
Off-Payroll Indicator | No | Only applicable to clients with the IR35 module enabled. Set to “Y” if applicable |
Date of birth | No | Date of Birth |
Date of Joining | Yes | Start Date |
Service Start Date | No | If different from Start Date |
Leave Date | No | Enter worker leave date |
Address 1 | Yes | Address line 1 |
Address 2 | No | Address line 2 |
Address 3 | No | Address Line 3 |
Town | Yes | Town |
County | No | County |
Postcode | Yes | Postcode |
Irregular Payment Indicator | Yes | If payments are deemed as irregular, set to “Y”, else “N”. |
Hours worked | Yes | A = Up to 15.99 hours per week B = 16 to 23.99 hours per week C = 24 to 29.99 hours per week D = 30 hours or more per week E = Other |
Pay Type | Yes | Select a value from the list. In most cases set to “Timesheet”. |
Tax Code Details | ||
Tax Code | Yes | The workers current VAT code |
Tax Status | Yes | Whether the W1M1 indicator is applied. |
National Insurance Details | ||
NI Number | No | If blank, you must provide a date of birth, both can’t be blank. |
NI Letter | Yes | The NI category to be applied to the worker. |
Director Start Date | No | Director Start Date |
Director Non Culmlative | No | Director Non Culmlative |
Location Details | ||
Department | No | This is usually applied in InTime |
Division | No | This is usually applied in InTime |
Cost Centre | No | This is usually applied in InTime |
Bank Details | ||
Pay Method | Yes | Select a pay method from the list |
Bank Account Name | If Pay Method = Yes” | Bank account name |
Bank Account Number | If Pay Method = Yes” | Bank account number |
Bank Sort Code | If Pay Method = Yes” | Bank sort code |
Bank Roll No | If Pay Method = Yes” | Bank Roll Number |
Student Loan and Postgraduate | ||
Start Date | No | Start Date |
Plan Type | No | Choose a plan type from the list |
Postgraduate Loan | No | Set to “Y” if applicable |
Pension Scheme Details | ||
Postponement Date | No | This is used to determine worker eligibility status. |
Opt-in Date | No | No currently used |
Opt-out Date | No | Opt-out Date |
Pension Scheme Name | No | Must match a pension scheme name configured in InPay |
Pension Start Date | No | Pension Start Date |
Pension Leave Date | No | Pension Leave Date |
EE' Pen Value | No | If EE’Type set to “P” then enter the percentage value, or “V” enter the fixed value. |
EE' Type | No | P = “Percentage” V = “Value” |
EE' Pen Value | No | If ER’Type set to “P” then enter the percentage value, or “V” enter the fixed value. |
EE' Type | No | P = “Percentage” V = “Value” |
Holiday Scheme Details | ||
Holiday Scheme Name | No | Must match a holiday scheme name configured in InPay |
Start Date | Yes if holiday scheme name completed | Start Date |
C/Fwd Hours or Days | No | Enter the entitlement to be carried forward. The number of units must represent the scheme type configured (e.g. hourly enter hours, daily enter days) |
Migrated | Yes | Imported workers will be treated as starters. To mark the workers as “current” or migrated, set the value to “Y”. |
Import Type | Yes | Full = Worker record not created as part of InTime integration. Partial = Worker record created within InPay as part of InTime’s migration NI Letter = Only used in circumstances where a workers NI letter changed mid way through a tax year. |
Year to dates | ||
Previous Employment Taxable Pay | No | Only required if previous employment was in the current tax year. |
Previous Employement Tax Paid | No | Only required if previous employment was in the current tax year. |
Taxable Pay | No | Exclude any SMP and SPPb YTD’s as InPay will include those values as part of the taxable pay. |
Tax Paid | No | Tax Paid YTD |
SMP | No | Statutory maternity pay YTD |
SPPb | No | Statutory paternity pay YTD |
NI YTD Thresholds | ||
Niable Pay | No | Niable Pay YTD |
ToLEL | No | ToLEL Threshold YTD Value |
LELtoET | No | LELtoET Threshold YTD Value |
PTtoUEL | No | PTtoUEL Threshold YTD Value |
EE’NIC | No | Employee’s YTD national insurance contribution |
ER’NIC | No | Employer’s YTD national insurance contribution |
Student Loan YTD | No | Student Loan YTD |
Postgraduate YTD | No | Postgraduate YTD |
EE Pen Cont YTD | No | Employees Pension YTD contribution |
ER Pen Cont YTD | No | Employers Pension YTD contribution |
Step 3 - Validating your data.
You can use the template to perform some simple validation on your data. Potential issues will be highlighted to you for correction.
To run the validation tool, click the RSM tab on your Excel ribbon, then click “Validate”. Please remember that macros need to be enabled in the workbook to proceed.
Once validation has been completed, the employee number will highlight together with the cell containing the error. A description of the error can be viewed by hovering over the higlighted cell with the error.
Correct any errors and re-run validation until all errors have been removed.
Step 4 - Exporting your data
To run the validation tool, click the RSM tab on your Excel ribbon and then click export. Please remember that macros need to be enabled in the workbook to proceed.
A summary of the information you have entered will be provided. Select a save location by clicking on the “Browse” button.