Section I - Private Medical Treatment or Insurance - Importing

Modified on Fri, 6 Sep at 4:25 PM

For a video tutorial on how to import benefits into the P11D Organiser please click on the link below:

Importing benefits

Data elements/fields available for importing into this section

Please refer to the guide - Importing data - What fields of data are available to import

Step by step guide to importing data

STEP 1 – IMPORT
Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)

STEP 2 – ROUTINE
Select the Import routine to run: I - Private medical treatment or insurance click NEXT

STEP 3 - SELECT SOURCE FILE TO USE
Select the file from the list that you wish to import. If the file does not appear in the list click 'Browse' to navigate to the file location. You can use .CSV, .XLS and .XLSX files to import.

If you have multiple sheets in your file, simply select which sheet you want to import and press OK.

STEP 4 - MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source file (header row displayed on the left will match the correct target field displayed on the right)

TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.

Click NEXT

NOTE: If you are not using the template then you will need to manually select the correct target fields using the “MAP DATA COLUMNS” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column)

CLICK HERE TO DOWNLOAD THE TEMPLATES

For more information on the mapping screen, please refer to the help article Importing Data

STEP - 5 KEY FIELD & DATA VALIDATION
The system will display the data in a table. A key ID selection of must be made between either PAYROLL number or NI Number (unique reference for employee)

GREEN	entries are EXISTING benefit records in the system that will be updated/replaced (recognized by their DESCRIPTION and PAYROLL)
WHITE	entries are NEW records being added to the system benefit database (recognized by their PAYROLL number and DESCRIPTION)
YELLOW	entries are NEW Benefit descriptions records/categories being added the system benefit database. (not recognized by their DESCRIPTION)
PURPLE	entries are NEW employees so cannot be assigned benefits during this import process (not recognized by their PAYROLL number)

Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages.
Any resulting invalid records will be removed from the import and saved to an error log file at the end of the import process.

STEP 6 - BENEFIT DESCRIPTION CATEGORIES & PROFILE VIEW
The system now displays the total number of records being imported for each displayed description and provides an opportunity to Add, Change, Edit or Delete the benefit records displayed.

Any NEW benefit categories (not recognized by DESCRIPTION) will need to be added and defined - click Add to be do this to be able to continue to the next stage of the import process.

STEP 7 - CONFIRM & SAVE BENEFIT PROFILE
The new benefit description will be added and saved, additional properties such as Class 1A NIC settings or pay-rolled benefits can be defined here, once complete click OK to save and proceed.

The benefit profile properties that can be set include:-

Class 1A NIC	System is pre-set for benefit sections that ordinarily attract Class 1A NIC, these being defined by legislation (Brown or Blue boxes on the P11D form). Although for certain sections of the P11D, the setting can be user-defined so as to set to either “Pay” or “Not pay” Class 1A NIC for a specific benefit type. e.g. “Overseas Medical Insurance” = Class 1A NIC setting “NO”
Payrolled benefit	Set to “YES” where a benefit has already been taxed through the payroll. This will allow the system to adjust the values for employer Class 1A NIC liability for the payrolled benefits and therefore make the appropriate adjustment for Class 1A NIC on the P11D(b) facsimile report.
Optional Remuneration Arrangement	Change default "No" setting to "Yes" if this benefit category is to be included in the new OpRA arrangements for salary sacrificed benefits and the values compared with the traditional method of calculating a benefit in kind value.
Default value	A fixed value setting used for a common type of benefit. e.g. “Family Bupa cover” set to £750 will globally change/set ALL records in the system of this type for the selected Tax year.
Dispensation	Turning on/off and entering a percentage of a benefit value so that the value is still reported on employees benefit reports but NOT REPORTED TO HMRC either electronically (File by internet) or by any other means (P11D (b) facsimile report)
Part 5 ITEPA2003 expenses claim	A setting used to create a value to “counterclaim” where expenses values that are not covered by a dispensation but are “wholly and exclusively in the performance of the duties of the employment” to form a Part 5 ITEPA 2003 claim.
Prorata the dates to days available	An option for setting available FROM & TO dates for all matching benefit descriptions. The dates are then applied and used in conjunction with a pro rate setting to automatically calculate benefits based on the dates available. i.e. setting FROM date to 01/01/2021 and TO date to 31/12/2021 in the 2020-21 Tax year would calculate a total of 95 days availability of that benefit and then be used to calculate a benefit-in-kind value as such. e.g. a £750 annual premium divided 365 x 95 = £195.21
Available From & To dates	An option for setting available FROM & TO dates for all matching benefit descriptions. The dates are then applied and used in conjunction with a pro rate setting to automatically calculate benefits based on the dates available. i.e. setting FROM date to 01/01/2021 and TO date to 31/12/2021 in the 2020-21 Tax year would calculate a total of 95 days availability of that benefit and then be used to calculate a benefit-in-kind value as such. e.g. a £750 annual premium divided 365 x 95 = £195.21

STEP 8 - BENEFIT DESCRIPTIONS SUMMARY
The system displays a summary of the total number or records for each benefit description in the import. If you are happy with using the revised benefit categories and total of entries as shown, click Next

STEP 9 - COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.

If you would like to input some notes on the import you can do so in the Notes box inside of the window. Those notes will then be visible in the 'Log Files' screen.

CLICK FINISH

STEP 10 - EXIT IMPORT ROUTINE OR DEAL WITH ERRORS

EXIT IMPORT
If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.

ERROR HANDLING

Any records removed during the validation process will be saved as an “Error file”
These error files can then be viewed and saved in MS EXCEL. Having made the necessary corrections and changes to the invalid records contained in the "error file" it can be used as a new source file to import the corrected records and complete the import for ALL RECORDS (initial load plus the subsequent "fixed" error records)

SaveAS will allow you to save the error file to open and edit from File Explorer.

Sample Error file for I - Private medical treatment or insurance

The STATUS column (N) displays a code to explain the reason why the record was rejected, in the example above, we can see that:-
The record for employee with PAYROLL PR0007 was removed as the benefits available "TO" date was less than the expected date range (the TO date is incorrectly stated as 01/12/2014)

The records with PAYROLL in the status column cannot be imported as the employees PAYROLL number was not found in the system (the employee record should always be imported first!)

The records with PREMIUM in the status column cannot be imported as the benefit records PREMIUM value is invalid (e.g. 0 or negative values)

The records with MADEGOOD in the status column cannot be imported as the benefit records MADEGOOD value is invalid (e.g. 0 or negative values)