If you are migrating from another payroll system or managed payroll, you need to make sure you select Existing Employee - migrated from another payroll system when adding the employee to the starter wizard so that you can set up the following details:
RTI Pay ID
If you have this set up in your previous system, you need to make sure you use the same ID, so that a duplicate record is not set up when you submit your information to HMRC.
If you are using RTI Payroll ID's , each employee will have a unique ID and you should be able to find this information in your employee details in your previous payroll software or in the last FPS you submitted. If a PayID has not been used, you can choose to create one or leave it blank. Make sure that each employee has a unique ID. They can be numbers, letters or a combination.
If you think an ID was used but you have no idea what it is, select Payroll ID not known. We will generate a new payroll ID for you, HMRC will be notified that the ID has changed in your next FPS.
Put in the employees current tax code and if they have a W1, M1 or X next to their number, for example 1257L X, this would indicate that it is a Week1/Month 1 and the box should be ticked.
If you have paid the employee this tax year, you need to select yes and enter the year to date values as shown below.
Year to Date Values
If you have paid the employee this financial year, you need to put in the year to date figures so that tax, national insurance, student loans and pensions can be correctly worked out going forward. You should be able to find these details on your last submitted FPS or P11 if your previous software produces it. Use the YTD (Year to Date) values and enter all relevant information.
Sometimes employees have more than one National insurance category within the same tax year, for example, they may have previously been an apprentice.
If the employee has previous employment in the current tax year (6th April to 5th April), you need to make sure this is added to the previous employment section within the employee's screen. Do not add it to the migrating values above as the employee could end up paying too much tax.
Migrated Fixed Fee Support
If you wish for support with migrating your data into Shape, we do offer a fixed fee for this service. Please contact firstname.lastname@example.org if you would like more information.