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 

IMPORT
Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)
ROUTINE
Select the Import routine to run: I - Private medical treatment or insurance click NEXT


Standard Import Mode
This will add new benefit transactions in the normal manner

Replace Selected Benefits
Please note that any existing benefit records currently held in the system can be removed rather than adding additional records by selecting the replacement import mode of the import wizard (either inherited records as a result of running the merge/archive process or by importing records that need to be removed/replaced) - Please see the specific section in the Importing Data in Replacement Mode Guide that covers this topic

SELECT SOURCE FOLDER TO USE
Navigate to and select the location of the folder that contains the import .CSV file to be used in the import process


The system will also display all other spreadsheet import files that are saved in the the same directory.CLICK NEXT

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 CSV 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 “TARGET FIELD SELECTION” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) - CLICK HERETO DOWNLOAD THE TEMPLATES



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 DESCRIPTION and PAYROLL)
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.

Example: Missing employee record (not recognized by PAYROLL or NI_NUMBER number)


Example: Invalid benefit available TO date




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.



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  save and proceed.


The benefit profile properties that can be set include:-
Class 1A NIC
Ordinarily system pre-set and unchangeable (greyed out) as being clearly 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
Set 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 “counter claim” 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 01/01/2014  and TO date to 31/12/2014 in the 2013-14 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 01/01/2014  and TO date to 31/12/2014 in the 2013-14 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



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


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.NOTE - Backup DATAFolder is recommended as it gives you a restore point prior to committing the changes being made during the import.

CLICK FINISH


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)


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 incorectly 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 PRMIUM 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)



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.