HMRC RTI PayIds

Follow this advanced article only in exceptional cases where you need to use a different RTI PayId than would be automatically submitted.

Overview #

PayIDs are used by HMRC for each “employment”. If duplicate PayIDs are submitted, HMRC systems will assume an employee has multiple employments – one for each PayID.

PayId Format #

paiyroll® automatically generates PayIDs in the following format:

104654/2017-05-01

The left part is the unique employee Database ID. This is unique for every employee and cannot be changed. Furthermore, it can never be recovered if, for example, a company or its employees are deleted.

/

The right part is the employee start date

Overriding the default Database ID #

If you need to use a different PayId, this can be set as follows for each employee:

• Employees > Update > System
• Data > New > Create new entry
  • Key: Alternative database ID: {“integer”: str by job}
  • Value: 123456
• Create
• Update the employee

Scenarios #

1. Send Zero YTD and leavers(employment end) for specific PayIds #

1. Import the original FPS, but not the employee CSV, to create a new Test Company
   • If you do not import the employee CSV, then fake usernames are created so as not to collide with the original usernames
   • Select Next Pay run with YTD FPS YTD
   • Select No Pay Items
2. Rename this company appropriately
3. Correct each Works id and Start date (the Works ID will actually have the start date)
4. All the year-to-date values will need to be zero
   • This can be conveniently achieved if you import a March FPS because the next April FPS will reset to YTDs to zero
5. Override the default Database ID as above for each employee
6. Add a leaving date to each employee to end their employment for that PayId including leavers
7. You may need to move the pay schedule date to fall after your last FPS submission
8. Pay Run redo
9. Carefully check that the FPS has exactly the information required:
   • Zero YTD values
   • The correct PayIDs
   • The correct leaving dates
   • There are no PayId changes – CTRL-F and search “Chgd”
10. Then submit the FPS in the usual way