Import Salary Sacrifice and Company Pension values

Follow this guide to understand and import Salary Sacrifice Pension and/or Company pension contributions.

Importing this data is not strictly required for a mid-year migration. If the data is not imported, it will merely mean only the part-year values [from when the import was made] for Salary sacrifice gross pay, worker pension deduction, and company pension contribution will be shown. This will not affect any HMRC, P60, or pension outputs. For the next tax year, the data will be correct, starting from zero.

Overview #

Many payroll systems require you to deduct (sacrifice) the pension amount of the salary outside payroll. Your old payroll will only hold the post-sacrifice taxable value in these cases. In contrast, paiyroll® does this for you, so you have both the pre-sacrifice and the sacrificed salary for the worker and company.

The example below summarises this:

	Example values	Other payroll	paiyroll®
Gross pay (pre-sacrifice)	30,000		30,000
Pension (sacrifice)	2,400
Taxable pay (post-sacrifice)	27,600	27,600	27,600
Pension (company)		2,400	1,200
Pension (worker)		1,200	-1,200

The actual gross pay (pre-sacrifice) value is unavailable when doing an FPS-based import. The FPS only holds the taxable value (Gross pay for PAYE TD). Furthermore, because company pension contributions are never reported in an FPS, they cannot be recovered for any pension type. The table below summarises FPS and CSV-based Importers:

	FPS Import	CSV (Sage) Import
Gross pay (SS Salary Sacrifice)	N/A [Gross Taxable used]	N/A [Gross Taxable used]
RAS Relief At Source	Worker pension deduction	Worker pension deduction Company pension contribution
NPA Net Pay Arrangement	Worker pension deduction	Worker pension deduction Company pension contribution
SS Salary Sacrifice	N/A	Company pension contribution = Total pension contribution

After an import, if you need to correct Gross pay TD and Pension TD, follow the steps below to upload these 3 figures:

• Gross pay TD (generally gross pay for tax TD + worker pension TD)
• Company (employer) contributions TD
• Worker deductions for sacrifice pensions TD

Download employee CSV #

Employees > Download… > to download a CSV file of all employees:

Add or Edit new state #

Use a spreadsheet editor to edit the file.

• Ensure you retain all normal columns up to the bankdetail.account_number Unchanged – this is the last normal employee column before the state columns
• State columns contain YTD values and are prefixed with “$”
• Optionally. you may find it helpful to sort the data on the works_id column to make it easier to copy and paste later

Important: the values you will add for the year-to-date YTD will be those after the previous pay run. For example, if you are running a monthly June pay run, you must enter year-to-date from the previous May pay run.

Add new state values #

1. For any state columns you wish to update, add “+” suffix, which tells paiyroll® that you wish to update the existing state value
2. Any state columns without a “+” suffix will be ignored
3. In the example below, we will update one column for Gross pay and 2 duplicated columns for Company contributions and Worker deductions Add new row headings BA to BE and the value in each employee row. Note that worker pension deductions are negative, while company contributions are positive:

You may find it convenient to Download an Excel template file with these headings or copy and paste the column headings from below:

$pay..Gross pay.YTD+

$pay..Pension contributions (company).YTD+
$pay.AE.Company contributions, YTD+

$pay..Pension contributions (worker).YTD+
$pay.AE.Worker deductions, YTD+

Convert Numeric workds_ids to Text #

If you have numeric works_ids, then change the numeric values to Text.

• Select the column in Excel and use the Data > Text to Columns Wizard to change the column to Text:

Save #

Save the CSV file in XLSX format:

Upload new Employee state #

Employee > Upload…

Select the Employee file wizard page #

• Select the GB Jurisdiction
• Choose the file you saved above
• Click Upload file to server…

Edit to select Employee data wizard page #

• Tick Skip first row: to skip a header row
• Click Pre-process selected data…

Review Employee data to publish wizard page #

• Check the Updated Employee records by scrolling to the right – there should be no changes to your normal company columns.
• The updated state column is not shown
• Click Publish…

Check New State #

Your new employee state has been uploaded. Check the values by:

1. Payrun > Redo
2. My documents > Payslip2

if you find any issues, edit the source data and re-upload. Each upload will overwrite the previous state values.