FPS Import Guide

Follow this guide for an FPS-based import. This can be done at any time in the tax year, as it uses year-to-date YTD values. It also automatically handles RTI Pay ID changes.

1. Export current payroll files #

You will have received instructions on the files required for import. Please ensure you export these files and have them in an accessible folder on your machine.

paiyroll® provides 2 different import options. The examples below assume you have completed a March pay run in your old payroll:

Parallel run (recommended)	Next pay run
After import, you have a parallel March pay run in paiyroll®	After import your next April pay run is ready to process in paiyrol®
This enables you to check everything, then dry-run approve [no submission] before proceeding to April. This is also the best way to evaluate and learn the software

2. Import wizard #

Top menu Setup > Import > HMRC FPS > Start

There are two steps to the wizard

Step A #

Step B #

Import options have a default value, but you can change these as required:

• Mode will be set to Create Test company
• Filter workers is generally set to Import all FPS workers, but can optionally import only a subset if required
• Dry-run can be left unticked
• Select pay schedule and target pay day allows selection if the FPS includes multiple schedules, but generally, there is only 1
• Pay period end date is not known, and so the wizard will guess a suitable date for the last day worked; if this is incorrect, use the calendar to select a different date or leave as-is if you don’t use this
• YTD and pay run: recommend a parallel run, choose YTD only when you have no time or are very sure!
• Pay Items should be set according to the majority of workers on your import to minimise post-import corrections
• Pension scheme should be set to the provider used, or left as NEST if no scheme is needed
• Postponement for auto enrolment should be set to Yes if you postpone workers for 3-months
• Pension basis is usually Banded QE Qualifying earnings
• Employment allowance is set to the amount used after payrun being imported

Click Import files

Everything will be imported automatically: Company, Employees, Pay schedule, Pay Run, Pay and Report Definitions, Pay Items, including Automatic Enrolment (AE) with migrated status and Previous Pay and Tax for new starters (P45 or HMRC P6) if available in the imported employee file.

3. Company details #

Click Companies in the left menu to see the newly created company named Test Company:

• Click Update towards the right
• In the Main tab, enter the Legal name
• In the Postal tab, enter the Address
• In the Tax tab, enter the company’s last re-enrolment date
• Update

Top menu Setup > Schemes > Update the company pension scheme and enter as applicable to allow the pension to operate automatically:

• Scheme Reference number
• Type (RAS for NEST)
• Prp alignment Tax or Calendar
• Postponement (set all 3) – None for all if no postponement, or Maximum for 3 months
• Group
• Payment Source

4. Pay Items #

Click Pay Item Editor in the left-hand menu:

• Select your Company
• Select an employee
• Note how each Auto Enrolment (AE) Pay Item has been automatically configured on import with the migrated status (Auto Enrolled, Deferred, Opted-out)
• If necessary, edit the cell value for Salary, Hours 1, Minimum Wage or Payment Pay Item created upon import
• You can also add new pay items to an employee by clicking + Create Pay Item and selecting an appropriate Pay Defintion e.g. Hours 1
• Click Update/View Payslip
• Repeat until all employees have the required pay

5. Redo Pay Run #

In Pay runs, click Redo and wait for it to finish.

6. Documents #

All documents will then be ready in Documents.

Proceed to make changes and redo the pay run until everything is correct.

---

You only need to proceed with the following steps when ready

7. Credentials, Tax codes, Pension and Bookkeeping integrations #

• Search “Enter Credentials” to learn how to add credentials
• Collect Tax codes in Data feeds by clicking Refresh next to GB HMRC DPS
• Search “NEST API” to set up NEST pension integration if required
• Search “Setting up Xero integration” if required.

You will need to click Pay run > Redo if you make any changes above, and also, for example, to see the effect of new tax codes.

8. Self-service #

All documents are made available by secure self-service.

Search “Welcome” in Help > Support to invite employees to log in and view their documents.

Bureaus can also grant a privileged employee, e.g., a manager or director, access to company documents – search “Make Company Documents visible to clients or privileged employees“.

9. Approval #

Search “Approve a Pay run” when you are ready to finalise and submit.

The next pay run will start automatically.

---

10. Tips #

1. If you need to delete or re-import a company, you can either rename it to Test company, then delete it, or run the Import wizard and select the company, where you will have a mode to delete and re-create it.
2. If you have weekly and monthly pay schedules, you will need to export 2 FPS XML files that share the same employee CSV. Then import the earliest schedule first, then re-run the import wizard, selecting the company and selecting the update mode
3. You can add unlimited Pay Definitions to represent any kind of pay element
4. The Pay Item Editor on the left is used to change pay for different employees; however, you can access the Pay Item Editor for each employee from the employee view
5. You do not need set rates of pay for the employee record: instead you set the rates of pay on the pay item editor, which is itself attached to each employee