To move an employer from one organisation to another mid-year, follow the below steps:

1. Export employees' details to CSV file

Go to the Employees tab> Import & Export> Export Employees to CSV File. 

Select the data items you wish to export or click ‘Select All’ and click Continue. 

Click Download. 

2. Create a new employer in the BrightPay Cloud

https://payrollsupport.uk.brightsg.com/hc/en-gb/articles/37179861675537-Adding-a-New-Employer

When creating a new employer file in BrightPay Cloud, choose ‘Continue partway in the tax year’ employer profile. 

3. Import employees into the new employer. 

To import employees, go to the Employees tab, Import & Export, Import/Update Employees from CSV File

Click ‘Select CSV File to Upload’, choose the file, and click Open. 

Click 'Match Header row' icon, review the columns, untick any columns you don’t wish to import and click ‘Import’. 

Please note: where an employee has had previous employment in the same tax year, the employee's 'Taxable Pay (Including Free Pay) to Date and 'Tax to date' amounts that are exported to CSV file will include their 'previous employment' taxable pay and tax figures. As these previous employment amounts will already be catered for within the Employees >Starter/Leaver section of the employee's record in BrightPay, users must ensure that the employee's 'Taxable Pay to date' amount and 'Tax to date' amount within their Employees tab > 'Mid Year Totals' utility are reduced by these amounts prior to processing any payroll. This will avoid the overstatement of taxable pay and tax amounts going forward.

Following the import, future information can be entered if required, such as the pension scheme needs to be set up and employees enrolled, the recoverable details need to be entered in the HMRC tab, the Employment Allowance needs to be enabled and the remaining figure entered, Apprenticeship Levy needs to be enabled and year-to-date figures entered. 

The employees pay elements, benefits, and attachment orders, employer bank details also need to be entered manually if required - there is no way to import these parts of employees' records.

Note: the original Payroll IDs should be imported and entered. 

In the event that you must use a different RTI payroll ID (e.g., the previous RTI payroll ID is not known), it is essential that you select ‘Force include Change of Payroll ID’ indicator on next FPS’ from the ‘Change of Payroll ID’ drop down menu. To do this go to the Employee section > Tax, NICs, RTI section and under the section ‘Details to be included on FPS’ Click on the box under the Payroll ID and change to ‘Force include Change of Payroll ID'.

When setting up the payment schedule mid-year, if you have incorrectly set this up at the start of the tax year and this should start part way through the tax year - delete the schedule before any payroll is entered / processed and set up at the correct point mid-year. To delete a schedule, go to Payroll tab > Select the schedule you wish to remove > 'Schedules' from top line menu > Delete Schedule > CONFIRM.

Create a new schedule and ensure to select the correct 'the first week (month etc) of the schedule should end on' - select the correct period end and payment date for your first payrun to be processed on BrightPay. Assign the employees.

For more information, review the Migration Checklist below: 

https://hello.brightsg.com/hubfs/Migration%20Checklist%20BrightPay%20Cloud%202025-26.pdf

It is also recommended that all employee details are reviewed before processing any payroll to ensure information imported in is correct and applicable for the tax year in question.

Need more help? Email brightpayukmigration@brightsg.com