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Exporting a finished pay run as payment ready files

Download three files from Payroll View, each ready for where it needs to go.

Once a pay run is finished, the figures still have to reach three different places. The bank needs to know what to pay each worker, HMRC needs the tax and National Insurance, and the pension provider needs the contributions. Rekeying all of that by hand is slow, and every retyped number is a chance to get one wrong.

The Download button on Payroll View now produces three files straight from the completed run, each formatted for its own destination.

 

Before you begin

  • You need access to Payroll in Agency Accelerator.
  • The pay run needs to be complete, as the exports are built from the calculated run.
  • The run is the source of truth. Hours or shifts are multiplied by the rate to give gross pay, then PAYE tax, National Insurance and pension are deducted to give net pay. Every file below is drawn from that.
  • Worker bank details and National Insurance numbers need to be on the worker's record, as they are carried into the files.

 

Exporting the run

  1. In the left hand menu, select Payroll, then open Payroll View.
  2. Check the run over. The Show zero rates toggle is useful here for seeing or hiding zero rated lines while you review.
  3. Select Download.
  4. Choose the file you need: Download Payroll, Employer NI Contribution Breakdown or Employer Pension Contribution.
  5. Repeat for the other files, as each one goes to a different place.

Payroll View shows an Exported on date recording when the run was last exported, so you can tell whether the files for a run have already been produced.

 

The bank payment file

Chosen from Download Payroll. This is the file you upload to your banking portal as a bulk payment, so every worker is paid in one go rather than one transfer at a time.

  • One row per worker.
  • Carries the worker's name and ID, their sort code and account number, and the amount to pay.
  • The amount is net pay. Tax, National Insurance and pension have already been deducted, so the figure in the file is what lands in the worker's account.

 

The HMRC tax summary

Chosen from Employer NI Contribution Breakdown. This is what you reconcile against your HMRC payment for the period.

  • One row per worker, with their name and National Insurance number.
  • The period start and end dates.
  • PAYE tax and employee National Insurance for that worker for the period.
  • Zero rated workers stay in the file, so the number of rows matches the pay run rather than quietly dropping people.

 

The pension contribution file

Chosen from Employer Pension Contribution. This is formatted for upload to your pension provider's portal, so the provider knows how much to collect and add. Providers such as NEST and The People's Pension then collect by Direct Debit.

  • Only workers enrolled in the scheme are included, so the file is usually shorter than the other two.
  • Carries each worker's name, National Insurance number and date of birth.
  • Shows pensionable earnings, and both the employee and the employer side of the contribution.

 

Points worth knowing

  • The exact columns depend on your providers. Banks and pension providers each expect their own layout, so the precise columns in your files reflect the bank and the pension provider you use.

  • The upload itself stays with you. The platform produces the files. Sending them to the bank, the pension provider or HMRC is still done by you from those files, in each of those portals.

  • Export after the run is settled. If you correct something in the run after exporting, download the files again so what you upload matches the corrected figures.

  • Payslips are separate. These three files are for paying and reporting on the run as a whole. Individual payslips and payment advices come from each worker's row in Payroll View.

 

If something looks wrong

  • A worker is missing from the bank file. Check they are in the pay run, and that their sort code and account number are held on their record, as the file is built from what is on the worker's record.

  • A worker is missing from the pension file. The pension file only includes workers enrolled in the scheme, so a worker who is not enrolled will not appear.

  • The bank has rejected the file. Check the file matches the format your banking portal expects, and check for a worker whose bank details are incomplete or have been entered with spaces or extra characters.

  • The row count does not match your payroll. The HMRC summary keeps zero rated workers, while the pension file only carries enrolled workers, so the three files will not all have the same number of rows.

  • The figures have changed since you exported. Check the Exported on date against when the run was last amended, and export again if the run has moved on.

 

If something still does not look right, get in touch with the Care Hires support team with the pay period and the file you were working from.