Uploading Payroll Data
There are two ways to upload payroll data:
- Upload Payroll Data - upload a .csv or .xls of your summary payroll spreadsheet (recommended)
- Copy from Previous Month - manually add data by copying the prior period and making updates
With both of these options, you will need your summary payroll spreadsheet which should look similar to this, with employee names in the first column and payroll breakdowns in the other columns.
If you use payroll software (e.g. BrightPay) you will be able to download this payroll summary spreadsheet in .csv format. Alternatively, you will need to request this from your payroll provider.
Notes about the payroll spreadsheet:
(1) The employee name needs to be in one column (not split into 'First Name' and 'Last Name')
(2) Header rows are needed for all columns
(3) There must not be any blank rows between the header rows and the employee data
Upload Payroll Data File
This section covers how to upload a payroll data file.
(1) Uploading data file
Select the 'upload payroll data option'
Check the pay period you are uploading data for is correct. Check the pay date is correct, then attach the data file you wish to upload. Then select 'Upload File'.
(2) Specify Data Columns
ExpensePlus will try to auto-map the columns in the file, but if it is unable to do this, you will need to manually specify columns (which will then be automatically remembered for future uploads). When you are happy, click 'submit'.
If any of the required data columns are missing, ExpensePlus will alert you of this and you will need to go back and select the column.
Note: if the spreadsheet you are trying to upload doesn't contain the missing column, then you will need to re-download the file from your payroll software or re-request the correct file.
If any of the non-required data columns are missing, ExpensePlus will ask you to confirm that these columns are not relevant to any of your employees. If you are happy, click 'Yes, submit'.
Example: If no student loan column is present in the file, this isn't an issue as long as none of your employees have a student loan.
Note: where all data columns are present in the upload file, this step is skipped after the first month.
(3) Confirmation
Check that the date looks right and that the data rows are mapped to your employees correctly.
(4) Confirm Upload
The final step is to confirm the data is correct. We'd recommend you check that the Number of 'Employees' and 'Gross Pay Total' both match what you are expecting, before adding any HMRC allowances/contributions. Once done, click 'submit'.
Copy from Previous Month
This section covers how to manually enter payroll data (by copying data from a previous period then adding any changes).
(1) Select Payroll Period
Where you have a .pdf version of the payroll summary data, there is an option to manually enter data. To speed this up, after month 1, a 'copy from previous period' option is available.
Top Tip: Go back to your payroll provider / payroll software as it IS typically possible to get hold of a .csv or .xls version of the payroll summary data (which will save you time and avoid data entry errors).
Check the pay period you are uploading data for is correct. Check the pay date is correct, then click 'submit'.
(2) Enter Data
ExpensePlus will then copy the data from the previous pay period (where this exists), which you can then update. When you are happy the information is correct, select 'submit'.
(3) Confirm Upload
The final step is to confirm the data is correct. We'd recommend you check that the Number of 'Employees' and 'Gross Pay Total' both match what you are expecting, before adding any HMRC allowances/contributions. Once done, click 'submit'.
Note: if you incorrectly upload payroll data, you can delete and re-upload the data for the payroll period in question. To delete payroll data for a payroll period, click the 'delete' button to the right of the pay period on the payroll upload screen.
To help you better understand the Payroll module as a whole, please visit the module overview page.