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Import employees from my Sage 50 platform on Payroll classic FAQ

Updated

Available for the following plans: Plus, Unlimited, Engage, Elite
Available for the following Payroll classic plans: Standard, Premium

Question

How do I import employees from my Sage 50 platform on Payroll classic?

Answer

You can use the Employee Importing feature in the Payroll Settings module to bulk import your Sage 50 employee file data.

Helpful Hint

Using the Sage payroll import feature will allow you to import the following data:

  • Company pension details
  • Employee details
  • Opening balances
Import my Sage 50 employee data
  1. Log into your Sage 50 platform.
  2. Click the Wizards menu.
  3. Click the Data Export button.
  4. Click the Payroll Data Export button.
  5. Choose from one of the following three supported templates:
    • Company pension scheme
    • Employee details
    • Employee year to date figures
  6. Select the Create a CSV File with Payroll Fields as Column Headings tick box.
  7. Click the Finish button.
  8. Log into your Employment Hero classic platform.
  9. Click the  Business Settings menu.
  10. Click the Payroll Settings submenu.
  11. Click the Import Employees button.
  12. Click the Import Employees From drop-down field and select Sage 50 File Upload.
  13. Click the File Type drop-down field and choose one of the following file import options:
    • Employee import
    • Opening balances
    • Pensions
  14. Click the   Select File button.
    Sage__UK__1.jpg 

  15. Click the   Confirm Upload? button.
    Sage__UK__2.jpg
     

    Helpful Hint

    You will now see a status message that your Sage 50 employee data has been successfully uploaded to your Payroll classic platform.

    Sage__UK__3.jpg 

Further information

Sage 50 vs Employment Hero: Company pension scheme

The table below maps each Sage 50 company pension scheme field to its Employment Hero payroll field, with notes.

Sage 50 Field name EH Payroll Field name Notes
Description. Plan name.  
Reference. Contribution Group ID.  
EE Deduct before tax. Pension type. 1 = Net pay arrangement.
Use qualifying earnings. Calculate pension of qualifying earnings. 1 = Set pension to qualifying earnings.
E cont. details. Employer/employee contributions or salary sacrifice plan.  
EE pension value. Salary sacrifice. Maps to this field if you have set up a salary sacrifice plan.
EE pension value. Employee contribution. Maps to these two fields if you have set up an employer/ employee contribution plan. Please note we will only import the employees' first pension scheme.
ER pension value. Employer contribution.
Sage 50 vs Employment Hero: Employee details

The table below maps each Sage 50 employee details field to its Employment Hero payroll field, with notes.

Sage 50 Field name. EH Payroll Field name. Notes.
Employee reference. External ID.  
Title. Title.  
Forename. First name.  
Surname. Surname.  
Address 1. Residential address line 1.  
Address 2. Residential address line 2.  
Address 3. Residential city.  
Post code. Residential post code.  
Mobile number. Mobile phone.  
Telephone number. Home phone.  
E-mail address. Email.  
Gender. Gender.  
Previous surname. Previous surname.  
Date of birth. Date of birth.  
Nationality. Nationality.  
Ethnic origin. Ethnicity.  
Contact. Primary emergency contact name.  
Contact relationship. Primary emergency contact relationship.  
Contact telephone no. Primary emergency contact, contact number  
Tax code. Tax code.  
Wk1Mth1 basis. Tax calculation method.  
NI category. National insurance category.  
Employee statement. Default selected which is This Employee Has Previously been Reported.  
Payroll ID RTI Payroll ID.  
NI number. National insurance number.  
Job title. Job title.  
Director status. Company director.  
Date directorship began. Appointment start date.  
Payment frequency. Pay schedule.  
Salary per period. Primary pay category.  
Gross salary. Rate.  
Contracted hours. Hours per week.  
Work start date. Start date.  
Work end date. End date.  
SLR plan type. Has student loan and student loan type.  
PGLR to date. Has postgrad loan.  
Pension 1. Pension contribution plan.  
Payment method. Account type  You can select either electronic, manual deposit or cash/cheque.
Bank account name. Bank account name.  
Sort code. Bank account sort code.  
Bank account number. Bank account number.  
Building Soc number. Bank account roll number.  
Department reference. Primary location.  
Sage 50 vs Employment Hero: Opening balances

The table below maps each Sage 50 opening balances field to its Employment Hero payroll field, with notes.

Sage 50 Field name. EH Payroll Field name. Notes.
Gross pay for tax. Gross earnings.  Will map to the default salary pay category.
Total tax TD. PAYE amount.  
Gross pay for NIC. Total NIable pay.  
Ees NIC TD. NI employee contribution.  
Ers NIC TD NI employer contribution.  
NIC to LEL. NIable pay at the LEL.  
NIC to PT. NIable pay LEL to PT.  
NIC to UEL. NIable pay PT to UEL.  
Er pens TD. Employer pension contribution.  
Ee pens TD. Employee pension contribution.  
Student loans TD. Student loan amount.  
Postgraduate loan TD. Postgrad loan amount.  
Taxable earnings. Total pay to date.  
PAYE withholding amount. Total tax to date.  
What if an employee already exists in my platform?

To override the data of an existing employee, the external ID of the employee on your Employment Hero platform needs to match the Employee Reference number on your Sage 50 platform. We will only override data on your Employment Hero platform if you entered a value in the imported CSV file. If the value is blank, the original value will stay.

What if my organisation has no employees currently set up on the import?

If your business has no employees set up in the import file, then the following will occur:

  • A location based on the Department Reference will be auto-created.
  • Pay schedules based on the Payment Frequency will be auto-created.
  • Pension 1 will be linked to the corresponding Contribution Group ID in the pension scheme settings.
What other considerations do I need to make when importing this data?

There are a few other considerations you need to think of when importing this data:

  • Ongoing parental payment information is not set up, but opening balance data is transferred.
     
  • Cost centre data is not imported.
     
  • All pay categories are set to pensionable.
  • The fourth and fifth lines of uploaded addresses will not be imported.

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