If you've been previously using Sage payroll and would like to upgrade payroll providers, you can get up and running quickly by using our Sage payroll import.
Using the Sage payroll import will allow you to import the following data:
- Company Pension details
- Employee Details
- Opening Balances
Firstly you will need to export the data you require from Sage
Choose Data Export
Choose your template
N.B. The three templates supported by the system are Company Pension Schemes, Employee Details and Employee Year to Date Figures.
When browsing for the file you wish to use you will need to tick the 'Create a CSV file with Payroll fields as column headings?' box
N.B Now that you are ready to import your data into the system please note that the order of importing the data needs to be Company Pension Scheme, Employee Details and Opening Balances
You can import your Sage payroll data by following these steps:
- Go to the 'Add Employee' menu and click on 'Import Employees':
2. Under the 'Import Employees' section, select 'Sage 50 File Import' from the 'Import Employees From' drop down menu.
3. Then from the 'File Type' choose which option you would like to import.
4. Then 'Select File' you now want to upload.
Company Pension Scheme
The following data will be included in the import
Sub-section (Contribution Plans)
Description => Plan Name
Reference => Contribution Group Id
EE Deduct before Tax => Pension Type
(EE Deduct before Tax => 0 = Relief at source scheme | 1= Net Pay Arrangement)
Use Qualifying Earnings => Calculate pension on qualifying earnings
(1 = Set pension to be qualifying earnings)
EE Cont. Details => Employer/Employee Contribution or Salary Sacrifice plan
(If % EE Cont should be added as a %, if fixed set up as a deduction either pre or post tax depending on value in column V)
If salary sacrifice plan
EE Pension Value => Salary Sacrifice
If Employer/Employee Contribution plan
EE Pension Value => Employee Contribution
ER Pension Value => Employer Contribution
N.B. Please note that if an employee is enrolled in more than one pension scheme only the first pension scheme will be imported.
The following details will be included in the import
Employee Reference => External Id
Title => Title
Forename => First Name
Surname => Surname
Address 1 => Residential Address Line 1
Address 2 => Residential Address Line 2
Address 3 => Residential City
Post Code => Residential Post Code
Mobile Number => Mobile Phone
Telephone Number => Home Phone
E-mail Address => Email
Gender => Gender
Previous Surname => Previous Surname
Date of Birth => Date Of Birth
Nationality => Nationality
Ethnic Origin => Ethnicity
Contact => Primary Emergency Contact - Name
Contact Relationship => Primary Emergency Contact - Relationship
Contact Telephone No. => Primary Emergency Contact - Contact Number
Tax Code => Tax Code
Wk1Mth1 Basis => Tax Calculation Method
NI Category => National Insurance Category
Employee Statement => (Default ‘This employee has previously been reported’)
Payroll ID => RTI Payroll Id
NI Number => National Insurance Number
Job Title => Job Title
Director Status => Company Director
Date Directorship Began => Appointment Start Date
Payment Frequency => Pay Schedule
Salary Per Period => Primary Pay Category
Gross Salary => Rate
Contracted Hours => Hours Per Week
Work Start Date => Start Date
Work End Date => End Date
SLR Plan Type => Has Student Loan & Student loan type
PGLR To Date => Has Postgrad loan
Pension 1 => Pension Contribution Plan
Payment Method => Account type (Electronic, Manual deposit or Cash/cheque)
Bank Account Name => Bank Account Name
Sort Code => Bank Account Sort Code
Bank Account Number => Bank Account Number
Building Soc Number => Bank Account Roll Number
Department Reference => Primary Location
For a business with no employees currently set up the import
- Will auto-create location based on the 'Department Reference'
- Will auto-create pay schedules based on the 'Payment Frequency'
- Will match the 'Pension 1' with the Contribution Group Id in the pension scheme settings
If an employee already exists within the business then
- To override the data of an existing employee, the external ID of the employee on the KeyPay system, needs to match 'Employee Reference'. Data on the KeyPay employee will only be overridden if a value is provided on the imported CSV file, if the value is blank the original value will stay.
The following details will be included in the import
Gross Pay for Tax => Gross Earnings (Salary Pay Category Default)
Total Tax TD => PAYE Amount
Gross Pay for NIC => Total NIable Pay
Ees NIC TD => Ni Employee Contribution
Ers NIC TD => Ni Employer Contribution
NIC to LEL => NIable pay at the LEL
NIC to PT => NIable pay LEL to PT
NIC to UEL => NIable pay PT to UEL
Er Pens TD => Employer Pension Contribution
Ee Pens TD => Employee Pension Contribution
Student Loan TD => Student Loan Amount
Postgraduate Loan TD => Postgrad Loan Amount
N.B. If there is a pension scheme that is a 'Net Pay Arrangement' the value in 'Gross Earnings' will include any employee contributions within the opening balance.
TaxableEarnings => Total pay to date
PaygWithholdingAmount => Total tax to date
Other considerations to make when importing the data:
- On-going parental payments are not set up, although the Opening Balances will be transferred.
- Cost centres are not imported.
- All pay categories will be set to pensionable.
- Address line 4/5 are not imported.
If you have any questions or feedback, please let us know via firstname.lastname@example.org