Here you will find the definitions used in the initial data request explained and a data request email templated for you to send to your current payroll provider.
Data Request email
If you don't have access to some of the payroll data we've requested, you can use the email template below to ask your current payroll provider or accountant for help.
To use it:
- 📋 Copy and paste the Email Subject and Email Body into a draft email
- 🔍 Review the list of items
- ✂️ Remove anything you already have or don't need them to provide
- 📧 Send the email to your provider or accountant
Email Subject:
Request for payroll data and reports
Email Body:
Hi Team, We're pulling together a full set of payroll records on our side and would appreciate your help in gathering a few items. Would you be able to provide the following reports or exports related to our payroll at your earliest convenience? - Most recent FPS file (in XML format) - Pension scheme details - Employee data, including: name, date of birth, email address, home address, start date, pay rate, bank account details, and pay frequency - Year-to-date earnings and deductions - P32 report - Gross-to-net report from the last pay run - List of leavers this tax year (with time off dates) - Last payroll run (Excel or PDF, with pay period date) - Payslips for the current tax year - Any extra details like parental time off, court orders, or custom pension settings - A list of pay or deduction elements and how they're treated (e.g. taxed, pensionable, holiday-accruing, etc.) - Business bank account details used for payroll payments (bank name, sort code, account number, and payment reference) - HMRC registration details, including: Companies House reference, Accounts Office reference, PAYE reference, apprenticeship levy status, small employers' relief status, and employment allowance If you're missing something or don't have access to it, please just send through what you can and let me know if anything isn't available. Thanks so much for your help,
Definitions explained
What is this?
The Full Payment Submission (FPS) is a report generated by your payroll software and submitted to HMRC every time you process a pay run. It includes employee details such as names, National Insurance numbers, tax codes, gross pay, deductions, and pay period information.
Why are we asking for it?
The FPS provides structured employee and payroll data in the format required by HMRC. We use the FPS to extract baseline payroll information for system setup.
Where am I likely to find it?
You can download the FPS from most payroll software platforms such as Xero, Sage, Moneysoft, or BrightPay. If your payroll is outsourced, ask your payroll provider for the most recent FPS file. It is usually exported in XML format.
What is this?
Pension scheme details refer to the information about any workplace pension schemes your business uses. This includes the name of the provider (e.g. NEST, The People's Pension), scheme reference numbers, pension scheme type (relief at source, net arrangement, salary sacrifice), default employee and employer contribution percentages, and which employees are enrolled in which schemes.
Why are we asking for it?
We need these details to configure your payroll system so pension contributions are calculated and reported correctly. This ensures compliance with pension regulations and that employee contributions are processed accurately from the first pay run.
Where am I likely to find it?
You can usually find this information in your payroll software or in your pension provider's online portal. If your payroll is managed by an accountant or external provider, they should be able to supply this as a summary or export.
What is this?
Employee data includes the key personal and employment details for each team member. This typically covers full name, date of birth, email address, home address, start date, pay rate, pay frequency, and bank account details.
Why are we asking for it?
We need this information to accurately recreate your employee records in our payroll system. It ensures we assign the correct pay settings, contact details, and bank information for payments.
Where am I likely to find it?
This data can usually be exported from your current payroll software or HR system. If you use an outsourced payroll provider, they should be able to supply it as a report or spreadsheet. You can also complete the Employee Details template provided in your onboarding folder.
What is this?
This refers to the total amount each employee has been paid so far in the current tax year, along with deductions such as tax, National Insurance, student loan repayments, and pension contributions.
Why are we asking for it?
We need this information to carry over employee financial history accurately when setting up payroll mid-year, and to prevent incorrect deductions or reporting to HMRC.
Where am I likely to find it?
This data is usually available in a year-to-date or payroll summary report from your payroll software. If you use a provider, ask them for a report in Excel or CSV format.
What is this?
The P32 is a report that summarises what your business owes to HMRC each pay period, including Pay As You Earn (PAYE) tax, employer and employee National Insurance contributions, and other deductions.
Why are we asking for it?
It helps us cross-check payroll liabilities and ensures your setup is aligned with your actual HMRC submissions.
Where am I likely to find it?
You can generate a P32 report from your payroll software. If you outsource your payroll, request a copy in PDF format from your provider.
What is this?
The Gross-to-Net report shows the breakdown of each employee's earnings and deductions for a single pay run. It includes gross pay, each deduction (e.g. tax, National Insurance, pension), and the final net (take-home) pay amount.
Why are we asking for it?
We use this report to verify how your current payroll calculates each component of pay. It helps us identify which pay and deduction elements are being used, and how they are being applied, so we can replicate them accurately in your new payroll system.
Where am I likely to find it?
This report can usually be exported from your payroll software as part of the pay run summary. If your payroll is outsourced, ask your provider for the Gross-to-Net report from the most recent pay run.
What is this?
This is a list of employees who have left your business during the current tax year. It should include each leaver's full name, the date and their year to date figures when they left your employment.
Why are we asking for it?
We need this information to ensure that former employees are not included in your live payroll setup and that employer payments are correctly reflected and accounted for at the end of the tax year. It also allows us to accurately record their year-to-date data for reporting and compliance purposes.
Where am I likely to find it?
Most payroll systems can generate a leaver or termination report filtered by tax year. If you use a payroll provider, ask them for a list of leavers along with their final pay dates and figures.
What is this?
This is a full record of your most recent payroll run. It typically includes each employee's gross pay, deductions, and net pay, along with the date the payroll covered and when payments were issued.
Why are we asking for it?
We use this report to check your current pay structure and ensure everything in your new payroll system is aligned. It helps us match earnings, deductions, and pay periods accurately during setup.
Where am I likely to find it?
You can usually export this from your payroll software as an Excel or PDF report. If your payroll is outsourced, ask your provider to send the full report for the most recent pay run, and confirm the pay period it covers.
What is this?
Payslips show a breakdown of an employee's earnings and deductions for each pay period. Each one typically includes gross pay, tax and National Insurance deductions, pension contributions, and net pay.
Why are we asking for it?
We use payslips to identify all the pay and deduction elements you currently use, including how they are labelled. This helps us replicate your setup accurately and maintain consistency in naming and calculation rules.
Where am I likely to find it?
Most payroll platforms allow you to export payslips in bulk as a PDF. If your payroll is managed by a provider, ask them to send a PDF copy of all payslips issued so far in the current tax year.
What is this?
These are specific employee-level payroll settings that go beyond the standard configuration. This includes Statutory Maternity Pay or other forms of parental time off, Child Maintenance or other court-ordered deductions, and pension contribution rates that differ from your scheme's default.
Why are we asking for it?
We need this information to ensure employees with special payroll conditions are set up correctly from the start. This allows us to apply the right rules to their pay, tax, and deductions.
Where am I likely to find it?
These details are usually recorded in individual employee profiles or notes within your payroll software. If you work with a payroll provider, ask them to highlight any employees with these settings.
What is this?
This is a list of all the different pay types (e.g. overtime, bonus, commission) and deduction types (e.g. salary sacrifice, student loans) currently used in your payroll. For each item, we need to know how it is treated - for example, whether it is subject to tax, National Insurance, pension contributions, holiday accrual, or the 52-week average earnings rule.
Why are we asking for it?
This helps us replicate your pay structure accurately in the new system. We use this list to configure each element so calculations are applied correctly and consistently.
Where am I likely to find it?
Most payroll software platforms have a section for pay or deduction element configuration, where treatment rules are defined. If you use a payroll provider, ask them to export a list or take screenshots of your current setup.
What is this?
These are the bank account details your business uses to pay employee wages. This includes the account name, bank name, sort code, account number, and the payment reference that appears on employee bank statements.
Why are we asking for it?
We need this information to configure your payroll system so that wage payments are routed through the correct account with the appropriate reference, ensuring employees receive their pay accurately and on time.
Where am I likely to find it?
These details may be stored in your payroll software's payment settings or held by whoever manages wage transfers (e.g. your accountant or finance contact). If payroll is outsourced, your provider should be able to confirm the details.
What is this?
These are the official registration details your business holds with HM Revenue and Customs (HMRC) for payroll purposes. This includes your Companies House number (if you have one), PAYE reference, Accounts Office reference, and your business's status regarding the apprenticeship levy, employment allowance, and small employers' relief.
Why are we asking for it?
We need these details to correctly configure and register your payroll with HMRC. This ensures that submissions like the Full Payment Submission (FPS) and Employer P60 (EPS) are filed accurately and any allowances to which you are entitled are applied.
Where am I likely to find it?
You can find these details in your HMRC welcome pack, on your employer registration confirmation letter, or within the setup area of your payroll software. If you work with an accountant or outsourced provider, they can usually provide all of this information.