If you are required to import your employer data file to BrightPay UK Cloud but are over the current employee numbers limit, you will have to undertake different steps to import all the employer and employee details.
Please follow the steps below, or watch our tutorial guide:
5 Steps to Follow:
If you have been advised that you need to split your employer with the same PAYE reference in BrightPay Cloud, the following exact steps need to be undertaken:
- Export employees from BrightPay Desktop
- Create an employer data file(s) in BrightPay Cloud.
- Edit and import employees from a CSV File.
- Set up additional details.
- Manage RTI Submissions, Employment Allowance, Apprenticeship Levy and Pension Submissions, Reports, P11Ds over the employers in Cloud.
1. Export employees from BrightPay Desktop
To export employees from BrightPay Desktop, go to the File tab> Import & Export Data > Export Employees to a CSV File.
Select which columns to include in the CSV file for each employee, click ‘Export’.
Select a location to save your CSV file to, rename the file to for example ‘File 1.csv’ and press 'Save’.
Export employees’ details and year-to-date figures.
Please note that employees’ ‘taxable pay to date’ and ‘tax to date’ include their previous employment if applicable.
2. Create an employer data file(s) in BrightPay Cloud.
Log in to BrightPay Cloud and create your organisation if not already done, https://payrollsupport.uk.brightsg.com/hc/en-gb/articles/36956376068369-Creating-an-Organisation
To manually create an employer in BrightPay select Add New Employer.
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You can manually enter the name of your employer. This is the name you have registered with Revenue and will appear on the payslips for your employees. Select 'Next'.
A new employer has to be assigned to an organisation. Select the organisation you wish to add your employer to.
If you wish, you can mark an employer as available to admin members of the organisation only. This means that only the owner and administrator members of the Organisation will be able to see this employer when they access BrightPay. Select ‘Next’.
You’ll be asked how would you like to use BrightPay – three options are available:
1. Start at the beginning of the tax year - select this option if you are running payroll from the start of the tax year
2. Start Partway in the tax year – you should select this option if you are starting payroll partway in the tax year with no previous payroll records in the same tax year
3. Continue Partway in the tax year – you should select this option if you have already payroll records for the tax year up to this point and wish to continue from where you have left off. Selecting this option will allow you to enter year-to-date figures for each employee. – We recommend choosing this option.
Select the option you require and Select 'Next'
Enter in your employer address – click 'Next', then enter the employer PAYE reference, Accounts Office Reference and review the additional details. Click ‘Next’.
Employees can be organised into departments which can be used in payroll processing and analysis. Enter the names of each department you require in the fields provided.
Additional departments can be added by selecting add. More departments can be added in the future if required. Click 'Next'.
This section allows the user to create settings that will be used as the default when adding a new employee record.
These settings are for the typical pay frequency, pay basis, pay method, annual leave year starts, annual leave calculation method, annual leave entitlement, typical annual leave carry over and typical working days.
Select the settings you require and Select 'Next'.
For the Employee Self Service Portal, allow access to all employees is selected by default. This can be unselected if required.
Select the date and time settings you wish employees to access payslips on their Employee Self Service portal. Select 'Next'.
Select the statement applicable to the employer for Automatic Enrolment and if applicable, enter in the next re-enrolment date. Select 'Next'
Select Create Employer in order to create the employer.
The employer was successfully created and will now be listed on the employer homescreen.
Go to the Employer Tab and Client details, in here you will see a Notes section. This is where you can add a note to help identify the file on the home page.
Close the company and on the Home page, right click and select the option to choose columns and tick Client Notes. You will then be able to see the note you added in the employer section on the home page.
3. Edit and import employees from a CSV file.
3 a) Open each CSV file and remove employees you don’t need to include in relevant CSV file.
3 b) To import employees from a CSV file, open relevant data file and import employees.
To access this utility, go to Payroll > Import &Export Data > Import/Update Employees from a CSV File.
To access this utility, go to Payroll > Import &Export Data > Import/Update Employees from a CSV File.
3 c) Select the required file and click 'Upload'
3 d) Your employee information will be displayed on screen. For each column, choose the employee data it represents. Ignore any columns and uncheck any rows you do not wish to be imported.
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To assist with column selection, simply select 'Match Header Row'. BrightPay will try and match as many columns as it can for you
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Should you have employee CSV files to import for more than one company e.g. simply instruct BrightPay to 'Remember Columns'. BrightPay will subsequently remember the column selection used in the previous import when next importing a new employee CSV file.
- Should you wish to reset your column selection at any time, select 'Reset All Columns'.
Please note that when you export employees to CSV file, employees’ ‘taxable pay to date’ and ‘tax to date’ include their previous employment if applicable.
As these previous employment amounts will already be catered for within the Starter/Leaver section of the employee's record in BrightPay, users must ensure that the employee's 'Gross Pay to date' amount, the 'Taxable Pay to date' amount and 'Tax to date' amount within their 'Mid-Year Totals' utility are reduced by these amounts prior to processing any payroll. This will avoid the overstatement of gross pay and tax amounts going forward.
3 e) Click ‘Import’ to complete the import of your employee information.
Repeat the same process as required. For example, if you split your employer's data files into two, import the relevant employees into each data file.
Please check and review each employer file imported into BrightPay Cloud.
Employees will need to be reviewed before processing your payroll in BrightPay Cloud. Mark any leavers and add any new starters to the relevant files of required.
4. Set up the additional details if applicable.
4 a) Set up a pension scheme and enrol employees or apply the pension scheme - https://payrollsupport.uk.brightsg.com/hc/en-gb/articles/36041622044945-Moving-to-BrightPay-Continuing-Auto-Enrolment-from-a-previous-software
4 b) Set up the pay elements such as hourly rates, additions, deductions, attachment orders, benefits
4 c) Apply the statutory payments
4 d) Enter the recoverable amounts year to date
4 e) Enable the Employment Allowance
4 f) Enable Apprenticeship Levy (if applicable)
4 f) Set up an employer’s bank details
4 g) Review the starter declarations if applicable.
For more details visit https://payrollsupport.uk.brightsg.com/hc/en-gb/categories/13705140519057-Brightpay-UK-Cloud
5. Manage RTI Submissions, Employment Allowance and Apprenticeship Levy over the employers in Cloud.
5 a) RTI Submissions
Please note the following important points when operating multiple payroll data files under the same PAYE reference:
Full Payment Submissions (FPS) can be sent to HMRC from each employer file as normal. The Full Payment Submission will be available under the RTI tab on the left-hand side. Select the RTI and click 'Send Now' to send to HMRC.
5 b) An Employer Payment Summary (EPS) must only be sent from one selected employer file continuously in the tax year. Any recoverable amounts from the other employer files must be manually entered in the one selected employer file under > HMRC > Additional Amounts. These amounts must be recorded in the one selected employer file to ensure the correct year-to-date total figures for the PAYE scheme are reported to HMRC when you next submit an Employer Payment Summary.
To record recoverable amounts processed in the other employer files for the same PAYE scheme in BrightPay:
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Select HMRC on the menu bar
- Click the Additional Amounts tab on the tool bar:
- Enter all applicable recoverable amounts claimed for the employer from the multiple employer files:
- Click ‘OK’ to save changes
5 c) Employment Allowance
If the employer is claiming the Employment Allowance, the allowance must be split across the employer files or enabled in one selected employer file only.
- Select HMRC on the menu bar
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Select the Tax Month/Quarter in which you will first be processing payroll in BrightPay
e.g. if your first pay period in BrightPay will be September, to be paid on the last day of the month, select Tax Month 6 on your blue schedule bar: - Under 'NICs' you will see the option for Employment Allowance Claim - click ‘Enable’.
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Complete the eligibility checklist accordingly.
- Next, select 'I've sent an EPS'
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Select 'Yes' to the question 'Do you need to adjust your Employment Allowance total claim?'
- If the Employment Allowance is split over multiple employer files, enter the Employment Allowance you wish to enter in each employer file to claim in the tax year. To determine this amount, subtract the amount you have already claimed from the annual limit of £10,500. Click 'Save' to save the details.
Please note: You have to send an Employer Payment Summary from only one employer file with the Employment Allowance indicator on it to HMRC.
5 d) Apprenticeship Levy
If the employer is claiming the Apprenticeship Levy, the levy must be enabled in one selected employer file only. The amount must be calculated manually based on the payroll data from all the employer files for this PAYE scheme. The amount for the Apprenticeship Levy must be entered in one selected employer file in the HMRC section.
Enabling the Apprenticeship Levy in BrightPay
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Choose HMRC
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Choose the agreed payment frequency between you and HMRC, monthly or quarterly, if not already done
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Under NIC, you will see the option for Apprenticeship Levy
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To enable the levy, select ‘Enable’
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To help establish the requirement to pay the Apprenticeship Levy, answer the questions according to your business circumstances
- Click ‘OK’ to continue
Entering in the total Apprenticeship Levy calculated for multiple employers for the same PAYE scheme:
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Select HMRC on the menu bar
- Click the Additional Amounts tab on the tool bar and enter the amount into the Additional Apprenticeship Levy field based on the manual calculation, click OK.
Reporting your Apprenticeship Levy to HMRC
You must report the following each month to HMRC via an Employer Payment Summary (EPS). Please note, this must be only reported to HMRC from one selected employer file.
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The amount of the annual Apprenticeship Levy allowance you’ve allocated to that PAYE scheme
- The amount of Apprenticeship Levy you owe to date in the current tax year
1) Select 'RTI' on the menu bar
2) Click New on the menu toolbar and select Employer Payment Summary (EPS):
3) Ensure the 'Apprenticeship Levy' marker is ticked
4) Select the applicable Tax period from the drop-down menu
5) Click 'OK' and submit to HMRC, when ready.
5 e) Pension submissions
Some pension providers allow only one pension submission file per period. If this applies, you can create the pension contribution CSV file for each snapshot in BrightPay Cloud, then merge the CSV files and upload them as a single file to your pension provider.
5 f) Reports
You may need to combine some reports, such as the P30, payroll summary, and HMRC liability, to see the total figures per employer.
If you wish to include all the liability on the 'main' employer data set for P30/32, you will need to use the Adjustment field in the HMRC tab to enter the total liability from the other payroll data sets (PAYE, NIC, SLD).
5 g) P11D and Class 1A NIC
This article explains how P11Ds and Class 1A NICs should be handled.
Need more help? Email hellomigration@brightsg.com
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