Transfer employee data

Go to Employee files > Leavers > Transfer to another payroll > Transfer employee data

Individuals can be transferred between payrolls which are run on the same IRIS Payrite system and have the same HMRC reference number. This avoids the necessity to make them a leaver on one payroll, issue a P45 and set them up on a new payroll.

The Year to Dates figures will be removed from the original payroll and added to the new payroll; the Yellow Book figures for both payrolls should be added together to balance.

Payroll - Select the payroll the individual is to transfer to

As number - Enter the employee number to use. If you are transferring the employee to a payroll with the same PAYE you must use the same employee number to avoid HMRC creating a duplicate record.

If you are unable to use the same employee number, the appropriate indicator as well as the old employee number will be reported in the next FPS.

In department - Select the individual’s department number

Amend base data after transfer? – enter a '' in the box if the information on the individual’s Base Data record is to be amended as part of the transfer; the Base Data information screens will display after the transfer has taken place.

Clear component values - When this is selected, the employee will be transferred to the new payroll with all the year to date values required for RTI and with their pay history. The individual components and deductions set up in the source payroll will not be transferred but the year to date values will transfer and will be held in adjustment fields within pay history. This will ensure that the history/YTD check report will balance. The additional fields will be in Pay History | Pay History | View/Amend History Data | Information

Click on the [Do it] button to continue.

IRIS Payrite will run checks and give warning messages that should be noted and adhered to.

Click on the [Yes] button to continue.

IRIS Payrite runs a series of checks to ensure that all the relevant information is available in the new payroll

If errors / problems are detected and the individual cannot be transferred the system will highlight which areas are preventing the transfer.

The user will see a list of elements that have values but do not match up in the target payroll.

The user then must use the drop lists on the right-hand side of that screen to select which elements in the target payroll should be used instead of the non-transferable ones.

If no errors / problems are detected the individual can be transferred.