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HMRC RTI PayIds

4 min read

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 #

You will import an FPS into a new Test company and submit an FPS using their original pay IDs as a correction.

  1. Setup > Import > HMRC FPS > Run
    • Step 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
    • Step 2
      • Select Next Pay run with YTD FPS YTD
      • Select No Pay Items
  2. Rename this company appropriately, e.g. Acme 2025 Correction
  3. Setup > Report Definitions
    • GB RTI FPS > > Enter credentials > Update
    • Delete the GB RTI EPS
  4. Correct each Works id and Start date (the Works ID will actually have the start date)
  5. 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
  6. Override the default Database ID as above for each employee
  7. Add a leaving date to each employee to end their employment for that PayId including leavers
  8. You may need to move the pay schedule date to fall after your last FPS submission
  9. Pay Run redo
  10. 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”
  11. Then submit the FPS in the usual way

2. Send a prior year correction FPS for a specific Employee PayId #

You will import one or more employees from a prior FPS into a new Test company and submit a correction using original pay IDs.

  1. Create an Employee XLSX with the worker(s) who need correcting
    • Setup > Report Definitions > Add… > Group:Other > Template:Jinja (Company pre-approval)
      • Filename: Employee.csv
      • Base Template: Universal.imported_workers.csv.jinja
      • Add
    • Pay Run Redo
    • Documents > Jinja (Company pre-approval) > Download
    • Edit the Employee.csv, which will be in your downloads folder file using Excel to
      • Delete all worker rows except the one(s) to correct
      • Edit the email to be unique so as not to clash with the original username, e.g. john.smith1@acme.com
      • Prefix numeric works_ids with a single quote 1 -> ‘1
      • Save as an EXCEL XLSX format
  2. Documents > Download the FPS XML from the pay run that needs to be corrected
  3. Setup > Import > HMRC FPS > Run
    • Step 1
      • Company must be left blank ——— to create a new Test Company
      • Select the FPS XML and employee XLSX > Upload Files
    • Step 2
      • Mode: Create Test Company will be shown
      • Filter workers: Import only the subset of FPS workers in the Worker Details file
      • YTD and pay run: Parallel run by rewinding FPS YTD (recommended)
      • Pay Items: No Pay Items
      • Other fields as needed
  4. Rename this company appropriately, e.g. Acme 2025 Correction
  5. Setup > Report Definitions
    • GB RTI FPS > Set the Late reason to H: Correct an earlier payroll report > Enter credentials > Update
    • Delete the GB RTI EPS
  6. Pay Item Editor > Add the relevant Pay Items to correct the Pay as needed
  7. Override the default Database ID as above for each employee
  8. Pay Run redo
  9. Carefully check that the FPS has exactly the information required:
    • YTD values
    • The original PayID(s)
    • There are no PayId changes – CTRL-F and search “Chgd”
    • Late reason code
  10. Then submit the FPS in the usual way
  11. Setup > Report Definitions > Jinja (Company pre-approval) > Delete > Confirm deletion

3. Update Employee state YTD values from an FPS #

You will import one or more employees from a [prior] FPS into an existing company to update their state YTD values.

  1. Confirm that the YTD values are incorrect in Employees > Update > System > View State
  2. Create an Employee CSV with the worker(s) who need correcting
    • Setup > Report Definitions > Add… > Group:Other > Template:Jinja (Company pre-approval)
      • Filename: Employee.csv
      • Base Template: Universal.imported_workers.csv.jinja
      • Add
    • Pay Run Redo
    • Documents > Jinja (Company pre-approval) > Download
    • Edit the Employee.csv file in your downloads folder in Excel (you can skip this step and use the CSV as-is if you do not need to delete any workers)
      • Delete all worker rows except the one(s) to correct
      • Prefix numeric works_ids with a single quote 1 -> ‘1
      • Save as an EXCEL XLSX format
  3. Documents > Download the FPS XML from the pay run that includes the YTD values you wish to restore
  4. Setup > Import > HMRC FPS > Run
    • Step 1
      • Select the company with the workers to update
      • Select the FPS XML and employee CSV/XLSX > Upload Files
    • Step 2
      • Mode: Update workers in company will be shown
      • Filter workers: Import only the subset of FPS workers in the Worker Details file
      • YTD and pay run: Next pay run with FPS YTD
      • Pay Items: No Pay Items
      • Other values: as applicable
      • Employment Allowance: leave as zero 0 to retain the existing company EA value; only enter a value to force a new EA value
    • Ignore any error messages for other frequency employees who are not updated
  5. Verify the YTD values in Employees > Update > System > View State
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