If you are required to import your employer data file to BrightPay Cloud but are over the current
employee numbers limit, you will have to undertake different steps to import all the employer
and employee details.
Please follow the steps below and watch our tutorial guide - click here
5 Steps to Follow:
If you have been advised that you need to split your employer with the same Employer
Registration Number in BrightPay Cloud the following exact steps need to be undertaken:
1. Export employees from BrightPay Desktop
2. Create an employer data file(s) in BrightPay Cloud.
3. Edit and Import employees from a CSV File.
4. Set up additional details.
5. Manage RPNs (Revenue Payroll Notifications), PSRs (Payroll Submission Requests),
Automatic Enrolment, Reports, Benefit in kind (BIK) in Bright Pay Cloud.
1. Export employees from BrightPay Desktop
To export employees from BrightPay Desktop, go to the File tab> Import & Export Data >
Export Employees to a CSV File.
Select which columns to include in the CSV file for each employee, click ‘Export’.
Select a location to save your CSV file to, rename the file to for example ‘File 1.csv’ and press 'Save’.
Export employees’ details and year-to-date figures.
Please note that employees’ ‘Taxable pay to date’, ‘Tax to date’, ‘USC-able pay to date’, ‘USC to
date’, ‘ASC-able pay and ‘ASC to date’ include the previous employment if applicable.
2. Create an employer data file(s) in BrightPay Cloud.
Log in to BrightPay Cloud and create your organisation if not already done,
To manually create an employer in BrightPay select Add New Employer.
To manually create an employer in BrightPay select Add New Employer.
You can manually enter the name of your employer. This is the name you have registered with Revenue and will appear on the payslips for your employees.
Select 'Next'.
A new employer has to be assigned to an organisation. Select the organisation you wish to add your employer to.
If you wish, you can mark an employer as available to admin members of the organisation only. This means that only the owner and administrator members of the Organisation will be able to see this employer when they access BrightPay. Select ‘Next’.
You’ll be asked how would you like to use BrightPay – three options are available:
1. Start at the beginning of the tax year - select this option if you are running payroll from the
start of the tax year
2. Start Partway in the tax year – you should select this option if you are starting payroll
partway in the tax year with no previous payroll records in the same tax year
3. Continue Partway in the tax year – you should select this option if you have already payroll
records for the tax year up to this point and wish to continue from where you have left off.
Selecting this option will allow you to enter year-to-date figures for each employee. – To split the file mid-year, choose this option.
Select the option you require and Select 'Next'
Enter your PAYE reference number, your employer address – click 'Next'.
Employees can be organised into departments which can be used in payroll processing and
analysis. Enter the names of each department you require in the fields provided.
Additional departments can be added by selecting add. More departments can be added in the
future if required. Click 'Next'.
This section allows the user to create settings that will be used as the default when adding a new
employee record.
These settings are for the typical pay frequency, pay basis, pay method, annual leave year starts,
annual leave calculation method, annual leave entitlement, typical annual leave carry-over and
typical working days.
Select the settings you require and Select 'Next'.
For the Employee Self Service Portal, allow access to all employees is selected by default. This
can be unselected if required.
Select the date and time settings you wish employees to access payslips on their Employee Self
Service portal. Select 'Next'.
Select Create Employer in order to create the employer.
The employer was successfully created and will now be listed on the employer homescreen.
Go to the Employer Tab and Client details, in here you will see a Notes section.
This is where you can add a note to help identify the file on the home page.
Close the company and on the Home page, right click and select the option to choose columns
and tick Client Notes.
You will then be able to see the note you added in the employer section on
the home page.
3. Edit and Import employees from a CSV file.
3 a) Open each CSV file and remove employees you don’t need to include in relevant CSV file.
3 b) To import employees from a CSV file, open relevant data file and import employees.
To access this utility, go to Payroll > Import & Export Data > Import/Update Employees from a
CSV File.
To access this utility, go to Payroll > Import & Export Data > Import/Update Employees from a
CSV File.
3 c) Select the required file and click 'Upload'
3 d) Your employee information will be displayed on screen. For each column, choose the
employee data it represents. Ignore any columns and uncheck any rows you do not wish to be
imported.
-To assist with column selection, simply select 'Match Header Row'. BrightPay will try
and match as many columns as it can for you.
-Should you have employee CSV files to import for more than one company e.g. simply
instruct BrightPay to 'Remember Columns'. BrightPay will subsequently remember the
column selection used in the previous import when next importing a new employee CSV
file.
-Should you wish to reset your column selection at any time, select 'Reset All Columns'.
Please note that when you export employees to CSV file, employees’ ‘Taxable pay’, ‘Tax to
date’, ‘USC-able pay to date’, ‘USC to date’, ‘ASC-able pay and ‘ASC to date’ include their
previous employment if applicable.
As these previous employment amounts will already be catered for within
the Starter/Leaver section of the employee's record in BrightPay, users must ensure that the
employee's 'Gross Pay to date' amount, the 'Taxable Pay to date', 'Tax to date', ‘USC-able Pay to
date’ ‘USC’, ‘ASC-able pay to date’, ‘ASC’ amount within their 'Mid-Year Totals' utility are
reduced by these amounts prior to processing any payroll. This will avoid the overstatement of
gross pay and tax amounts going forward.
The Employee My Future Fund to date and Employer My Future Fund to date cannot be
imported from a CSV file to BrightPay Cloud. The amounts need to be entered manually for each
employee if applicable.
To do that go to the Employees tab> Mid-Year Totals.
3 e) Click ‘Import’ to complete the import of your employee information.
Repeat the same process as required. For example, if you split your employer's data files into
two, import the relevant employees into each data file.
Please check and review each employer file imported into BrightPay Cloud.
Employees will need to be reviewed before processing your payroll in BrightPay Cloud. Mark
any leavers and add any new starters to the relevant files of required.
4. Set up the additional details if applicable.
4 a) Add a Revenue Digital Certificate
or
4 b) Retrieve Revenue Payroll Notifications (RPNs),
RPN includes all employees. Do not add employees that are set up in additional data file(s), they
are in ‘To Be Added’ section.
4 c) Retrieve an Automatic Enrolment Payroll Notification (AEPN),
4 d) Set up a pension scheme
4 e) Set up the pay elements such as hourly rates, additions, deductions, etc.
4 f) Set up benefit in kind (BIK)
4 f) Apply parenting benefits, annual leave
4 g) Set up an employer’s bank details: For more details visit: https://payrollsupport.ie.brightsg.com/hc/en- gb/categories/39345842932881-BrightPay-Ireland-Cloud
5. Manage RPNs (Revenue Payroll Notification), PSRs (Payroll Submission Request),
Automatic Enrolment and Reports in Bright Pay Cloud.
Please note the following important points when operating multiple payroll data files under the
same Employer Registration Number:
5 a) RPN (Revenue Payroll Notification)
Before processing each payroll run, you will first need to retrieve the latest Revenue Payroll
Notifications (RPNs) for your employees from Revenue.
RPN includes all employees registered under the same Employer Reference Number.
Do not add employees set up in additional data file(s) into this one. They are listed in ‘To Be
Added’ section.
5 b) PSR (Payroll Submission Request)
PSR (Payroll Submission Requests) can be sent to Revenue from each employer file as
normal. The Payroll Submission Request will be available under the Payroll tab > Submit
Amounts.
5 c) Automatic Enrolment Payroll Notification (AEPN)
5 d) Auto Enrolment Contribution Submission (AECS)
AECS can be sent to the National Automatic Enrolment Retirement Savings Authority (NAERSA) from each employer file as normal.
5 e) Reports
You may need to combine some reports such as the payroll summary to see the total figures per
employer.
It is also recommended that all employee details are reviewed before processing any payroll to ensure information imported in is correct and applicable for the tax year in question.
Need more help? Email hellomigration@brightsg.com
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