Import from FPS

If you've been running payroll in another system then importing from an FPS is a great way to get up and running.

By importing an FPS file not only will we be able to create employees with appropriate opening balances but we'll also be able to set your RTI credentials, HMRC references and Payment Schedule

What is an FPS?

Every time you pay your employees your payroll software has to create a Full Payment Submission (FPS) file and send it to HMRC.

Your software should give you access to the raw data as an XML file that will look similar to the example shown.

<?xml version="1.0" encoding="utf-8"?>
<GovTalkMessage xmlns="http://www.govtalk.gov.uk/CM/envelope">
  <EnvelopeVersion>2.0</EnvelopeVersion>
  <Header>
    <MessageDetails>
      <Class>HMRC-PAYE-RTI-FPS-TIL</Class>
      <Qualifier>request</Qualifier>
      <Function>submit</Function>
      <TransactionID>636949935539317270</TransactionID>
      <CorrelationID />
      <Transformation>XML</Transformation>
      <GatewayTest>1</GatewayTest>
    </MessageDetails>
    <SenderDetails>
      <IDAuthentication>
        <SenderID>ISV619</SenderID>
        <Authentication>
          <Method>clear</Method>
          <Role>principal</Role>
          <Value>testing1</Value>
        </Authentication>
      </IDAuthentication>
    </SenderDetails>
  </Header>
  <GovTalkDetails>
    <Keys>
      <Key Type="TaxOfficeNumber">619</Key>
      <Key Type="TaxOfficeReference">A619</Key>
    </Keys>
    <TargetDetails>
      <Organisation>IR</Organisation>
    </TargetDetails>
    <ChannelRouting>
      <Channel>
        <URI>7798</URI>
        <Product>Staffology</Product>
        <Version>0.1</Version>
      </Channel>
      <Timestamp>2019-06-01T12:45:53</Timestamp>
    </ChannelRouting>
  </GovTalkDetails>
  <Body>
    <IRenvelope xmlns="http://www.govtalk.gov.uk/taxation/PAYE/RTI/FullPaymentSubmission/18-19/1">
      <IRheader>
        <Keys>
          <Key Type="TaxOfficeNumber">619</Key>
          <Key Type="TaxOfficeReference">A619</Key>
        </Keys>
        <PeriodEnd>2019-04-05</PeriodEnd>
        <DefaultCurrency>GBP</DefaultCurrency>
        <Sender>Employer</Sender>
      </IRheader>
      <FullPaymentSubmission>
        <EmpRefs>
          <OfficeNo>619</OfficeNo>
          <PayeRef>A619</PayeRef>
          <AORef>123PQ7654321X</AORef>
        </EmpRefs>
        <RelatedTaxYear>18-19</RelatedTaxYear>
        <Employee>
          <EmployeeDetails>
            <NINO>JM888888A</NINO>
            <Name>
              <Fore>Benedict</Fore>
              <Initials>C</Initials>
              <Sur>Cumberbatch</Sur>
            </Name>
            <Address>
              <Line>221B Baker St</Line>
              <Line>Marylebone</Line>
              <Line>London</Line>
              <UKPostcode>NW1 6XE</UKPostcode>
            </Address>
            <BirthDate>1976-07-19</BirthDate>
            <Gender>M</Gender>
          </EmployeeDetails>
          <Employment>
            <DirectorsNIC>AL</DirectorsNIC>
            <TaxWkOfApptOfDirector>1</TaxWkOfApptOfDirector>
            <PayId>1</PayId>
            <FiguresToDate>
              <TaxablePay>8000.00</TaxablePay>
              <TotalTax>809.20</TotalTax>
              <StudentLoansTD>0.00</StudentLoansTD>
              <EmpeePenContribnsPaidYTD>0.00</EmpeePenContribnsPaidYTD>
              <EmpeePenContribnsNotPaidYTD>179.68</EmpeePenContribnsNotPaidYTD>
            </FiguresToDate>
            <Payment>
              <PayFreq>M1</PayFreq>
              <PmtDate>2018-08-02</PmtDate>
              <MonthNo>4</MonthNo>
              <PeriodsCovered>1</PeriodsCovered>
              <HoursWorked>D</HoursWorked>
              <TaxCode>1185L</TaxCode>
              <TaxablePay>2000.00</TaxablePay>
              <NonTaxOrNICPmt>0.00</NonTaxOrNICPmt>
              <DednsFromNetPay>-44.92</DednsFromNetPay>
              <PayAfterStatDedns>1642.04</PayAfterStatDedns>
              <EmpeePenContribnsNotPaid>44.92</EmpeePenContribnsNotPaid>
              <TaxDeductedOrRefunded>202.20</TaxDeductedOrRefunded>
            </Payment>
            <NIlettersAndValues>
              <NIletter>A</NIletter>
              <GrossEarningsForNICsInPd>2000.00</GrossEarningsForNICsInPd>
              <GrossEarningsForNICsYTD>8000.00</GrossEarningsForNICsYTD>
              <AtLELYTD>2012.00</AtLELYTD>
              <LELtoPTYTD>796.00</LELtoPTYTD>
              <PTtoUELYTD>5192.00</PTtoUELYTD>
              <TotalEmpNICInPd>179.12</TotalEmpNICInPd>
              <TotalEmpNICYTD>716.48</TotalEmpNICYTD>
              <EmpeeContribnsInPd>155.76</EmpeeContribnsInPd>
              <EmpeeContribnsYTD>623.04</EmpeeContribnsYTD>
            </NIlettersAndValues>
          </Employment>
        </Employee>
        <Employee>
          <EmployeeDetails>
            <NINO>JM333333A</NINO>
            <Name>
              <Ttl>Mr</Ttl>
              <Fore>Tom</Fore>
              <Initials>H</Initials>
              <Sur>Hiddleston</Sur>
            </Name>
            <Address>
              <Line>12 High Street</Line>
              <Line>Belsize Park</Line>
              <Line>London</Line>
              <UKPostcode>NW3 4BU</UKPostcode>
            </Address>
            <BirthDate>1981-02-09</BirthDate>
            <Gender>M</Gender>
          </EmployeeDetails>
          <Employment>
            <DirectorsNIC>AN</DirectorsNIC>
            <TaxWkOfApptOfDirector>1</TaxWkOfApptOfDirector>
            <PayId>2</PayId>
            <FiguresToDate>
              <TaxablePay>8000.00</TaxablePay>
              <TotalTax>809.20</TotalTax>
              <StudentLoansTD>0.00</StudentLoansTD>
              <EmpeePenContribnsPaidYTD>0.00</EmpeePenContribnsPaidYTD>
              <EmpeePenContribnsNotPaidYTD>179.68</EmpeePenContribnsNotPaidYTD>
            </FiguresToDate>
            <Payment>
              <PayFreq>M1</PayFreq>
              <PmtDate>2018-08-02</PmtDate>
              <MonthNo>4</MonthNo>
              <PeriodsCovered>1</PeriodsCovered>
              <HoursWorked>D</HoursWorked>
              <TaxCode>1185L</TaxCode>
              <TaxablePay>2000.00</TaxablePay>
              <NonTaxOrNICPmt>0.00</NonTaxOrNICPmt>
              <DednsFromNetPay>-44.92</DednsFromNetPay>
              <PayAfterStatDedns>1797.80</PayAfterStatDedns>
              <EmpeePenContribnsNotPaid>44.92</EmpeePenContribnsNotPaid>
              <TaxDeductedOrRefunded>202.20</TaxDeductedOrRefunded>
            </Payment>
            <NIlettersAndValues>
              <NIletter>A</NIletter>
              <GrossEarningsForNICsInPd>2000.00</GrossEarningsForNICsInPd>
              <GrossEarningsForNICsYTD>8000.00</GrossEarningsForNICsYTD>
              <AtLELYTD>2012.00</AtLELYTD>
              <LELtoPTYTD>796.00</LELtoPTYTD>
              <PTtoUELYTD>5192.00</PTtoUELYTD>
              <TotalEmpNICInPd>0.00</TotalEmpNICInPd>
              <TotalEmpNICYTD>0.00</TotalEmpNICYTD>
              <EmpeeContribnsInPd>0.00</EmpeeContribnsInPd>
              <EmpeeContribnsYTD>0.00</EmpeeContribnsYTD>
            </NIlettersAndValues>
          </Employment>
        </Employee>
        <Employee>
          <EmployeeDetails>
            <NINO>JM111111A</NINO>
            <Name>
              <Ttl>Ms</Ttl>
              <Fore>Keira</Fore>
              <Initials>K</Initials>
              <Sur>Knightley</Sur>
            </Name>
            <Address>
              <Line>Somerset House</Line>
              <Line>London</Line>
              <UKPostcode>WC2R 1LA</UKPostcode>
            </Address>
            <BirthDate>1985-03-26</BirthDate>
            <Gender>F</Gender>
          </EmployeeDetails>
          <Employment>
            <PayId>4</PayId>
            <LeavingDate>2018-08-02</LeavingDate>
            <FiguresToDate>
              <TaxablePay>8000.00</TaxablePay>
              <TotalTax>809.20</TotalTax>
              <StudentLoansTD>0.00</StudentLoansTD>
              <EmpeePenContribnsPaidYTD>0.00</EmpeePenContribnsPaidYTD>
              <EmpeePenContribnsNotPaidYTD>179.68</EmpeePenContribnsNotPaidYTD>
            </FiguresToDate>
            <Payment>
              <PayFreq>M1</PayFreq>
              <PmtDate>2018-08-02</PmtDate>
              <MonthNo>4</MonthNo>
              <PeriodsCovered>1</PeriodsCovered>
              <HoursWorked>D</HoursWorked>
              <TaxCode>1185L</TaxCode>
              <TaxablePay>2000.00</TaxablePay>
              <NonTaxOrNICPmt>0.00</NonTaxOrNICPmt>
              <DednsFromNetPay>-44.92</DednsFromNetPay>
              <PayAfterStatDedns>1642.04</PayAfterStatDedns>
              <EmpeePenContribnsNotPaid>44.92</EmpeePenContribnsNotPaid>
              <TaxDeductedOrRefunded>202.20</TaxDeductedOrRefunded>
            </Payment>
            <NIlettersAndValues>
              <NIletter>A</NIletter>
              <GrossEarningsForNICsInPd>2000.00</GrossEarningsForNICsInPd>
              <GrossEarningsForNICsYTD>8000.00</GrossEarningsForNICsYTD>
              <AtLELYTD>2012.00</AtLELYTD>
              <LELtoPTYTD>796.00</LELtoPTYTD>
              <PTtoUELYTD>5192.00</PTtoUELYTD>
              <TotalEmpNICInPd>179.12</TotalEmpNICInPd>
              <TotalEmpNICYTD>716.48</TotalEmpNICYTD>
              <EmpeeContribnsInPd>155.76</EmpeeContribnsInPd>
              <EmpeeContribnsYTD>623.04</EmpeeContribnsYTD>
            </NIlettersAndValues>
          </Employment>
        </Employee>
        <Employee>
          <EmployeeDetails>
            <Name>
              <Ttl>Miss</Ttl>
              <Fore>Emma</Fore>
              <Initials>W</Initials>
              <Sur>Watson</Sur>
            </Name>
            <Address>
              <Line>7 Heathgate</Line>
              <Line>Hampstead Garden</Line>
              <Line>London</Line>
              <UKPostcode>NW11 7AR</UKPostcode>
            </Address>
            <BirthDate>1990-04-15</BirthDate>
            <Gender>F</Gender>
          </EmployeeDetails>
          <Employment>
            <PayId>5</PayId>
            <FiguresToDate>
              <TaxablePay>1252.80</TaxablePay>
              <TotalTax>0.00</TotalTax>
              <StudentLoansTD>0.00</StudentLoansTD>
              <EmpeePenContribnsPaidYTD>0.00</EmpeePenContribnsPaidYTD>
              <EmpeePenContribnsNotPaidYTD>0.00</EmpeePenContribnsNotPaidYTD>
            </FiguresToDate>
            <Payment>
              <PayFreq>M1</PayFreq>
              <PmtDate>2018-08-02</PmtDate>
              <MonthNo>4</MonthNo>
              <PeriodsCovered>1</PeriodsCovered>
              <HoursWorked>D</HoursWorked>
              <TaxCode>1185L</TaxCode>
              <TaxablePay>313.20</TaxablePay>
              <NonTaxOrNICPmt>0.00</NonTaxOrNICPmt>
              <DednsFromNetPay>0.00</DednsFromNetPay>
              <PayAfterStatDedns>313.20</PayAfterStatDedns>
              <TaxDeductedOrRefunded>0.00</TaxDeductedOrRefunded>
            </Payment>
            <NIlettersAndValues>
              <NIletter>A</NIletter>
              <GrossEarningsForNICsInPd>313.20</GrossEarningsForNICsInPd>
              <GrossEarningsForNICsYTD>1252.80</GrossEarningsForNICsYTD>
              <AtLELYTD>1252.00</AtLELYTD>
              <LELtoPTYTD>0.00</LELtoPTYTD>
              <PTtoUELYTD>0.00</PTtoUELYTD>
              <TotalEmpNICInPd>0.00</TotalEmpNICInPd>
              <TotalEmpNICYTD>0.00</TotalEmpNICYTD>
              <EmpeeContribnsInPd>0.00</EmpeeContribnsInPd>
              <EmpeeContribnsYTD>0.00</EmpeeContribnsYTD>
            </NIlettersAndValues>
          </Employment>
        </Employee>
      </FullPaymentSubmission>
    </IRenvelope>
  </Body>
</GovTalkMessage>

Import an FPS file

First create the employer. If the starting year you choose for the employer matches the tax year for the FPS then we'll import opening balances, otherwise they'll be ignored.

After creating the employer choose the option to upload an FPS.

Alternatively, at any time you can click the "Employees" tab and then click the link to "import data from another system" followed by the option to import from an FPS XML file.

You'll now be able to locate the XML file on your computer and upload it.

Import Options

You'll now be shown a preview of the data.

You can choose whether or not you want us to set your RTI Credentials, HMRC Details and Payment Schedule with the values we found in your FPS file.

Don't worry if the Payment Schedule dates aren't correct, you can edit them before you start your payrun.

We'll also show you a list of employees that we will import.

Scroll to the bottom of the page and click the button to import the information.

After Importing

You should now be good to go.

Your employees will have been imported along with any opening balances and director information.

If you click the "Payroll" tab you'll be able to start the next payrun or edit the payment schedule.

Notes

  • We will set the pay options for your employees to be paid the same gross amount as was set in the FPS.
    You can change this if you need to.
  • If you've pasted the XML data into Notepad or similar, be sure to save it with the encoding option set to "UTF8" to avoid errors when importing it.
  • FPS files don't contain Pension Scheme information, so you may need to manually create these.


Need more help? Email hello@staffology.co.uk