Before beginning the process of migration your payroll data, it's essential to prepare the necessary data and ensure that both systems are ready for the transfer
Prepare and extract your existing data
Ensure that all payroll records are up to date, accurate, and in an exportable format. Key information includes:
Employee details (e.g., names, addresses, NI numbers)
Pension enrolment status
Pay history for the current tax year
Year-to-date (YTD) totals for gross pay, tax, national insurance, pensions, and benefits
Holiday accrual balances (where required) together with payment averages
Workers to include: Imported data should include all active workers and any leavers that have received a payslip in the current tax year.
Data Clean-Up: Review and clean the data for errors, inconsistencies, or missing information. It’s easier to resolve issues before migrating data into InPay.
System Review: Ensure InPay is configured to match the pay elements, tax codes, and calculation rules from the old system.
Data Export: Use your old payroll system’s reporting tools to export the required PAYE data.
Convert and importing your data
The next step is to prepare your extracted payroll data from your existing system for migration:
Data Conversion:
Your extracted data will need to be converted in to an InPay import friendly format. We have listed the key import considerations here:
Step 1 - General data import
Reconciliation of Migrated Data
After completing your data import, it’s vital to reconcile the migrated data to ensure accuracy:
Generate Reports:
We have provided a list of recommended reports to download as part of your reconciliation checks.
To access the report menu, go to InPay: Reporting > Standard Reports
Report | Run Instructions | What it includes |
|---|---|---|
Tax code and Taxable YTD | Category: 2. Pay Report: Import Reconciliation | A breakdown of the current tax code applied to each worker together with details of the tax paid YTD and any statutory payments/deductions |
NI Contribution and threshold YTD | Category: 2. Pay Report: Import Reconciliation NI | A breakdown of the national insurance contribution YTD including the thresholds. |
Worker pension details | Category: 5. Pension Export Report: Basic Pension | A breakdown of each workers pension status, including postponement, opt in, opt out dates together with enrolment details and YTD balances. |
AEO’s | Category: 1. Employee Report: Attachment of earnings New | A breakdown of all arrestment orders populated in InPay. |
Holiday balances | Category: 1. Employee Report: Holiday | A breakdown of each workers holiday entitlement, including the hours/days, average rate and estimated amount due. |
Student Loans | Category: 1. Employee Report: Student Loans | A breakdown of student loand and postgraduate loans allocated against worker records. |
Please note that InPay’s P32 report will not include any imported year-to-date balances, only actuals processed. Reconcilaition should be carried out using the reports above, or any other applicable report you run as part of your checks.
Cross-Check Against Legacy System: Compare the reports from InPay with the reports from your old payroll system to ensure consistency in employee data, tax codes, pay elements, and year-to-date totals.
Resolve Discrepancies: Investigate and resolve any mismatches, such as differences in pay amounts, missing employees, or incorrect tax codes.
Conclusion
Following this guide will help you successfully migrate your PAYE data to InPay. Careful planning, data validation, and thorough reconciliation are critical steps in ensuring that your payroll system functions smoothly after migration.
Feel free to adapt this outline based on specific features or workflows your team uses