If you are required to import your employer data file from BrightPay UK Desktop into BrightPay Cloud but are over the current employee numbers limit, you will have to undertake different steps to import all the employer, employee, financial data, including processed payslips, reports, HMRC liabilities etc.
Please follow the steps below, or watch our tutorial guide:
4 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:
1. Create a Snapshot (copy) of the employer data file in BrightPay Desktop.
2. Edit details in the Snapshot of the employer data file in BrightPay Desktop.
3. Import the edited Snapshot of the employer date file into BrightPay Cloud.
4. Manage RTI Submissions, Employment Allowance, Apprenticeship Levy and Pension Submissions, Reports, P11Ds over the employers in Cloud.
Please note: If you use BrightPay Connect and are working on splitting the data files, we recommend unlinking the employer from BrightPay Connect and linking it back once you have finished.
To unlink the employer from BrightPay Connect, go to the Connect tab on the BrightPay home page, click on the spanner icon beside the employer’s name, and select ‘Unlink Employer from BrightPay Connect’.
To link the employer back, open the company within your BrightPay software, click on the Cloud icon in the top-right corner of the screen, and follow the steps to link the employer.
Alternative solution to this is to split the employer files on a separate PC without logging into Connect.
1. Create a Snapshot (copy) of the employer data file in BrightPay Desktop.
To create a copy of your employer data file in BrightPay, simply open your employer file, click on ‘File', followed by 'Snapshots’.
1 a) Within Create Snapshot, browse to the location where you would like the backup file to be saved.
1 b) We would advise entering an associated note that could later assist in identifying a particular snapshot file by typing in the 'Notes' section
1 c) Click ‘Create Snapshot’ to complete the backup process.
Please note that if you wish to split your file into multiple files, create multiple snapshots. For example, if you need to split your data file into two files, create two snapshots.
Retain the original data file.
2. Edit details in the Snapshot of the employer data file in BrightPay Desktop.
Open BrightPay Desktop, click the Browse button, and browse to the location of your BrightPay Desktop additional file (snapshot).
Select the file and press ‘Open’.
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 snapshot 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.
Next step, you need to open all pay periods for only the employees you wish to delete from the data file.
In the Payroll tab, select the first finalised pay period for relevant employee(s) and click on the Reopen payslips icon.
Select the employees from the list and click OK.
Repeat the process if required.
To delete employees in the snapshot, go to the Employees tab, select employee, click on the More icon and select Delete.
Confirm Yes when BrightPay prompts for confirmation.
Repeat for all employees who should not be in the relevant snapshot.
The process of deleting employees has to be completed for each individual employee.
3. Import the edited Snapshot of the employer date file into 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
Choose ‘Import from Windows’, click ‘Select data file(s) to upload, then browse to the location where your employer file(s) are saved, select the employer file(s), and click Open.
To import multiple employers, select the Shift key on your keyboard and select multiple employer files you wish to import.
If the employer data file is password protected, you need to enter the password to import the employer.
Select ‘Open employer’ to access your payroll data. If you need to import another employer, click on the icon with the employer's name in the top left corner, then click Import from Windows and follow the process.
Please check and review each employer file imported into BrightPay Cloud.
Employees will need to be reviewed before processing your payroll in BrightPay Cloud.
4. Manage RTI Submissions, Employment Allowance and Apprenticeship Levy, Pension Submissions and P11Ds over the employers in Cloud.
4 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.
4 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
4 c) Employment Allowance
If the employer is claiming the Employment Allowance, send an Employer Payment Summary (EPS) from only one employer file with the Employment Allowance indicator on it to HMRC.
The Employment Allowance can be split across the employer files or enabled in one selected employer file.
- 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' (if you have already claimed some Employment Allowance in this tax year, this EPS will have been done in your employer file in desktop).
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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.
4 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.
4 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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