Skip to main content
English (Australia) English (Canada) English (Malaysia) English (New Zealand) English (Singapore)

Manage payroll payment file configurations

Updated

Available for the following plans: Users with Payroll
Available for the following user access levels: Admins, Users with view or edit payment file settings permission

It is important that your payroll payments match your bank's requirements, so they are processed smoothly and accurately. Payment file configurations let you set up, edit and manage the details needed to generate those payment files.

This article explains how to add, edit, view and delete payment file configurations, and answers common questions about banking details and multiple bank files.

Manage payroll payment file configurations

This section covers how to view, add, edit and delete payroll payment file configurations for your organisation.

Add a payment file configuration
  1. Log in to Employment Hero and go to Settings > Payroll > Payment File.
  2. Click Add or Add some now.
  3. In the Payment File form, choose the required file format: Standard BACS, HSBC BACS, Barclays CSV or NatWest Bankline CSV. The available fields update based on your selection.
  4. Complete the required fields for your file format:
    • Standard BACS: Payment File Name, File Format, Sort Code (6 digits), Account Number (8 digits), Account Name, Submission Reference, Service User Number (up to 6 digits), Exclude Footer Record (optional), and the Submission Reference "and append" option.
    • HSBC BACS: All Standard BACS fields, plus Contra Identification (up to 12 alphanumeric characters).
    • Barclays CSV: Submission Reference and the Submission Reference "and append" option only.
    • NatWest Bankline CSV: Sort Code (6 digits), Account Number (8 digits), Submission Reference and the Submission Reference "and append" option.
  5. Set the Submission Reference and select an "and append" option if required.
  6. Click Save to create the payment file configuration, or Cancel to discard changes and return to the list.

Note: The maximum Submission Reference length depends on the "and append" option you select.

"And append" option selected Maximum characters
Nothing 18
Pay Period Ending, Payment Date or Employee ID 9
Pay Run ID No limit

Helpful Hint

Sort Codes must be 6 digits and Account Numbers must be 8 digits. Check both before you save, because an entry of the wrong length shows an error.

Edit a payment file configuration
  1. Go to Settings > Payroll > Payment File.
  2. Select the Account Name of the payment file you want to edit.
  3. Update the details as needed.
  4. Click Save.
Delete a payment file configuration
  1. Go to Settings > Payroll > Payment File.
  2. Click the trash icon next to the payment file you want to delete.
  3. Review the confirmation dialog, then click Delete to remove the payment file, or Cancel to keep it.
View your payment file configurations

All configured payment files are displayed in a table. The most recently added file appears at the bottom. You can view, edit or delete payment files from this table as needed.

Further information

What happens if I enter invalid banking details?

If you enter a Sort Code or Account Number that does not meet the required length, or a Service User Number or Contra Identification that exceeds the character limit, you will see an error message and must correct the entry before saving.

Can I configure multiple payment files for different banks?

Yes, you can add and manage multiple payment file configurations to support different banks or payment processes. All configurations appear in the Payment File table for easy management.