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: N - Expenses payments made to, or on behalf of, the employee click NEXT


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 HERE TO DOWNLOAD THE TEMPLATES

TARGET 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 and saved to an error log file at the end of the import process.


Example: Missing date value in record


Example: Unrecognised employee record (PAYROLL) number

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, Edit or Exclude 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:-

Type of Benefit/expenseA drop-down to make a selection from the available sub-categories under the expenses P11D section N
  • Travelling and subsistence payments
  • Entertainment
  • Payments for use of home telephone
  • Non-qualifying relocation expenses
  • Other expenses.
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”

Payroll 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. 
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 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.




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)

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.