If you’re migrating partway through a year, follow this guide to set a value for Employment Allowance or Apprenticeship Levy.
Download Company state #
Company Setup > Download… Select the Company and click Download to download a company.csv file – usually in your Downloads folder:
Add/Correct Employment Allowance/ Apprenticeship Levy #
Edit the company.csv file in a spreadsheet editor.
These four columns may or may not exist, depending on whether pay runs have been completed and/or if the import was a parallel run or YTD:
| $report.GB RTI EPS.employment_allowance | $actual_t | $report.GB RTI EPS.apprenticeship_levy_ytd | $report.GB RTI EPS.apprenticeship_levy_pay_bill_ytd |
If the columns are present, reuse them; otherwise, add new columns after all the bankdetail columns (the actual number of columns can vary with each software release). If you have completed pay runs
Correcting Employment Allowance will require these columns:
| $report.GB RTI EPS.employment_allowance+ | $actual_t |
Correcting the Apprenticeship Levy will require these columns:
| $report.GB RTI EPS.apprenticeship_levy_ytd+ | $report.GB RTI EPS.apprenticeship_levy_pay_bill_ytd+ |
Note: The + tells the uploader you wish to replace the existing company state and is only used for employment allowance and the two levies. The + must not be used with actual_t. If you already have an actual_t date (because you have approved one or more pay runs) then retain the current actual_t without a +.
Below is an EA example – the value to enter is the Employment Allowance used so far. Also, enter the last pay run date as actual_t. Below, we are uploading that as of the last pay run, 30th of September, 514.88 employment allowance had been used:
Save the file in XLSX format to avoid date format issues. If you keep the file in CSV format, you must change the $actual_t date value by prefixing with a quote and using ISO date format, e.g. ‘2024-09-30.
Tip: You may see the error: postaldetail.line1: 405 is not a string for numbers in addresses (due to Excel storing the number as a float instead of a string). This can be fixed by prefixing the address line number with a single quote: ‘405
Upload Company state with Employment Allowance/ Apprenticeship Levy #
Company Setup > Upload…
Jurisdiction GB > Choose file > Upload file to server…
Tick Skip first row: and click Pre-Process selected data…
Note: on this view, you will only see the usual company columns, but not your new Employment Allowance/ Apprenticeship Levy columns. Although the columns are not shown, they will be uploaded.Publish…
Check #
You can check the values after a pay-run Redo. Go to Payruns:
- Click Redo and wait for the reports…
- Click View > Reports tab
- View the GB RTI EPS report
Below, you will see the EA before and after this pay run or the Levy:
More information #
See this detailed guide on Updating Company State and Recoverables