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KB Category: Sage Payroll (Micropay)

How to transfer employees mid-year from one company payroll to another

Written by Pimbrook Support on .

How to transfer employees mid-year from one company payroll to another

If you have a multi-company licence, you can transfer employees from one company to another. The way you would transfer your employee depends on if the tax registration number is the same as the company you’re transferring the employee from.

Note: Before you begin the transfer process, you should take a full system backup of the affected companies.
The following sections contain everything you need to help you transfer an employee from one company to another in Micropay.

 

If the tax registration number is different

You must mark the employee as a leaver in their current company and add the employee as a starter in the second company. To do this:

1. Open Micropay > log in to the company you want to move the employee from.
2. Mark the employee as a leaver with a finish date and finish period
3. If you have paid employees this period and on the submission that will mark the employees as left

If you need any assistance with this process, please contact the ROS technical help desk on 01-7383638

4. Employees need to go onto ‘My Account’ and move the employment to the new company number or continue to step 5, 6 & 7 which will allow you pull a new rpn.5. Open Micropay > log in to the company you want to move the employee to.
6. Set up the employee as a new starter with a start date.
7. You can then download the New RPN file from the revenue – New employees with a start date, this will link the employees to the new prem number

If the tax registration number is the same

 

Tip: The best time to transfer employees is at the beginning of a new tax year, before you start processing their pay. However, you can carry out this process during the course of a tax year if required.

You must manually transfer the employee’s year to date values from their current company into the second company. We recommend that you print the employee’s Earnings Tax & PRSI report. This report details their personnel details and year to date values for the current company.

1. Open Micropay > log in to the company you want to move the employee from.
2. Reports > Payroll Reports > Employee tab > select Earnings Tax & PRSI.
3. Selection > Sequence > Employee Code > enter the employee’s number in the From and To boxes.

Tip: If you’re unsure of what the employee’s number is, you should check the employee’s record.

4. Print > Cancel.
5. Login > Login to a Payroll > log in to the company you want to move the employee to.
6. Processing > Employee Details.
7. Set up the employee and enter their year to date values, using the printed Earnings Tax & PRSI report as a point of reference.

8. Make sure the employees PPS number, Employment ID, and RPN number on the Tax/Prsi/ USC tab of the Employee Details are correct

9.Finally, log back into the payroll you moved the employee from, and delete the employee’s record.

Click here for detailed instructions for entering in Year to Date Values

Set up new employees

Written by Pimbrook Support on .

Set up new employees

 

To help you manage your employees’ information, you create records for them. You can enter their personal details, employment details, payment method and much more.
If you’re moving to Sage Micropay part-way through the year from another software provider, you must also enter your employees’ year to date values. Find out how >>
Add a new employee to your payroll

1. On the menu bar, click Processing then click Employee Details.
2. Click New.
3. Enter the employee’s personal details, then click Next.

If the details you entered:

  • Match an existing employee record, a Matching Employee Records window appears. To reactivate an existing employee record, click Use Record then click Next and OK.
    If an employee left your company then rejoins in the same tax year, you must reactivate their existing employee record. Don’t create a new record for them.
  • Do not match an existing employee record, the standard Employee Details window appears. If you want to, you can change the automatically allocated employee code by clicking into the Code field then enter the relevant value.
    Once you save the record, you can’t manually change their employee code anymore

4. If you want to pay the employee by bank transfer, under Bank Details, enter the employee’s Account name, IBAN and BIC.
5. Click the Tax / PRSI / USC tab.

 

Has the employee provided you with P45 information that’s relevant to the current tax year?

 

YES

 

  1. Click the Tax/USC Status arrow, then click Week 1.
  2. Click the Tax Credits Yearly box, enter the yearly amount from the employee’s P45.
  3. In the Tax Rate 1 Cut-Off Point Yearly box, enter the yearly amount from the employee’s P45. – Until Revenue issues a P2C tax credit certificate stating otherwise, you should use the default universal social charge (USC) details in Sage Micropay – All pay at 8%.
  4. Click the PRSI Code arrow, then click the relevant code.
  5. Click the Pay / YTD tab.
  6. Click the Pay Type arrow, then click either Hourly or Salary.
  7. Click the Pay Method arrow, then click the relevant payment option.
  8. Click Save, then click Cancel.
  9. Click the Tax/USC Status arrow, then click Emergency.
  10. Click the PRSI Code arrow, then click the relevant code.
  11. Click the PRSI Code arrow, then click the relevant code
  12. Click the Pay / YTD tab.
  13. Click the Pay Type arrow, then click either Hourly or Salary.
  14. Click the Pay Method arrow, then click the relevant payment option.
  15. Click Save, then click Close.
No
  1. Click the Tax/USC Status arrow, then click Emergency.
  2. Click the PRSI Code arrow, then click the relevant code.
  3. Click the PRSI Code arrow, then click the relevant code.
  4. Click the Pay / YTD tab.
  5. Click the Pay Type arrow, then click either Hourly or Salary.
  6. Click the Pay Method arrow, then click the relevant payment option.
  7. Click Save, then click Close.

You’ve now set up the new employee on your payroll. Next, you must notify Revenue to let them know this employee has joined your company. Read more >>

Allow Tax Agents to record their Agent TAIN (Required for PAYE Modernisation returns) (v21.1)

Written by Pimbrook Support on .

Allow Tax Agents to record their Agent TAIN (Required for PAYE Modernisation returns)

If you’re a tax agent running a payroll on behalf of an employer, you must enter your Tax Advisor Identification Number (TAIN) in Sage Payroll. This is a requirement for PAYE Modernisation returns to Revenue in 2019.

Before you begin, check your version is 21.1 or higher. You can find this in the top left-hand corner of your software. If it’s not, please install the latest Sage Payroll (Micropay) update now.

To apply the same TAIN to all companies set up in Sage Payroll

1. Open Sage Payroll and log into a payroll as normal.
2. On the menu bar, click Company/Payroll then click Tax Agent Details.

3. In the TAIN box, enter the tax advisor identification number assigned to you by Revenue.

4. From the Apply to drop-down list, click All companies. Then click Ok.

 

5. When asked if you wish to continue, click Yes to save the changes. Alternatively, if you want to return to the previous window and make further changes, click No then repeat steps 3 and 4.
6. Enter the Sage Payroll administrator password, then click Continue.
7. When prompted that the process has completed successfully, click OK.

To apply the same TAIN to all payrolls associated with this company

1. Open Sage Payroll and log into a payroll as normal.
2. On the menu bar, click Company/Payroll then click Tax Agent Details.

3. In the TAIN box, enter the tax advisor identification number assigned to you by Revenue.

4. From the Apply to drop-down list, click All payrolls in the company. Then click Ok.

5. When asked if you wish to continue, click Yes to save the changes. Alternatively, if you want to return to the previous window and make further changes, click No then repeat steps 3 and 4.
6. When prompted that the process has completed successfully, click OK.

To only apply the TAIN to the payroll you’re currently logged into

1. On the menu bar, click Company/Payroll then click Tax Agent Details.

2. In the TAIN box, enter the tax advisor identification number assigned to you by Revenue.

3. From the Apply to drop-down list, click This payroll only. Then click Ok.

4. When asked if you wish to continue, click Yes to save the changes. Alternatively, if you want to return to the previous window and make further changes, click No then repeat steps 2 and 3.
5. When prompted that the process has completed successfully, click OK.

 

Click here to view the new features in V21.1

 

 

PRSI Exemption feature [V21.1 and Higher]

Written by Pimbrook Support on .

Sage Payroll – PRSI Exemption

PRSI Exemption feature Director (Required for PAYE Modernisation returns)

Most employees (aged between 16 and 65) make social insurance contributions. The amount they pay is based on their earnings each period and the type of work they do. For this reason, it is called Pay Related Social Insurance (PRSI).

As an employer, you must deduct PRSI contributions directly from your employees’ wages. However, if the Department of Employment Affairs and Social Protection authorises you to not deduct PRSI from an employee’s pay, you must mark the employee as PRSI exempt within your Sage Payroll software.

Before you begin, check your version is 21.1 or higher. You can find this in the top left-hand corner of your software. If it’s not, please install the latest update now.

 

To mark an employee as PRSI exempt within their record

  1. On the menu bar, click Processing then click Employee Details.
  2. Next to the Surname box, click browse  and click the relevant employee.
  3. Click the Tax / PRSI / USC
  4. Under Exceptions & Exclusions, select the PRSI Exempt check box.
  5. From the PRSI Exempt Reason drop-down list, click one of the following:
A1 Portable Doc If the employee holds an A1 portable document from an EU member state, click this option.
Soc Sec Bilat Agree If the employee holds a certificate of coverage under the Social Security Bilateral Agreement, click this option.
Exempt posted Ees If the employee holds a notification of exemption for posted workers (other than the two mentioned above), click this option.
Family member If the employee is employed by a family member, click this option.
Under 16 If the employee is under 16 years of age, click this option.
Social Welfare If the employee works for a social welfare scheme, click this option.
Other If none of the exempt reasons above apply, click this option.

 

1. If you chose the PRSI Exempt Reason ‘Other’, you must now select either M or NA in the PRSI Code If unsure, please contact the Department of Employment Affairs and Social Protection.
If you chose another PRSI Exempt Reason, your Sage Payroll software automatically updates the employee’s PRSI Code to match the chosen exempt reason. You don’t need to do anything else.

2. Click Save.
3. Repeat steps 2 to 7 for any other employees you want to mark as PRSI exempt, then click Cancel.

If the PRSI exemption started on a date that fell in a previous period, you may need to manually refund overpayments of PRSI back to the employee. Read more >

 

Option to indicate if an employee is being paid via a Shadow Payroll [V21.1 and Higher]

Written by Pimbrook Support on .

Option to indicate if an employee is being paid via a Shadow Payroll (Required for PAYE Modernisation returns)

Shadow payroll is a term used to report compensation data that is actually paid from another country. If you have an employee on assignment in a foreign country, their wages may need to be reported in both the home and host countries via a shadow payroll. If relevant, select this check box to indicate that the employee is being paid via a shadow payroll.

  1. Select Employee Details and Tax/PRSI/USC
  2. Tick the Box for Shadow Payroll

 

Click here to view the new features in V21.1

 

More Information on the Shadow Payroll

Support Employment IDs for existing, new and reinstated employees (Required for PAYE Modernisation returns) (V21.1)

Written by Pimbrook Support on .

Support Employment IDs for existing, new and reinstated employees (Required for PAYE Modernisation returns)

 

Within the Employee Details window of Sage Payroll (v21.1 or higher), there is a field titled Employment ID. This holds a unique value for each separate employment for an employee and is a requirement for Revenue’s PAYE Modernisation Project which comes into effect from 1 January 2019.

 

To save you time, Sage Payroll has automatically allocated each of your employees with a default Employment ID value of 1. You should only change the Employment ID value for an employee, if one or both of the following scenarios apply:

 

  • The employee has multiple employments with your company.
  • The employee left and re-joined your company in the same tax year.

To change an employee’s Employment ID

  1. Open Sage Payroll 2018 and log into the payroll as normal.
  2. Check your version number is 21.1 or higher. You can find this in the top left-hand corner of your software. If it’s 21.0 or lower, you must install the latest Sage Payroll (Micropay) update
  3. On the menu bar, click Processing then click Employee Details.
  4. Next to the Surname box, click browse  and click the relevant employee.
  5. Next to the Employment ID box, click Edit.
  6. In the New Employment ID isbox, enter a value using any combination of the following:
  • Upper and lower case letters.
  • Digits 0 to 9, and the following special characters – \ _

The New Employment ID must be different to the value that is held in the Current Employment ID box. Also, the following special characters cannot be used:

^ & ‘ @ * £ € { } [ ] . ? , $ = “! # ( ) % . + ~

  1. Once you’ve entered the new employment ID, click Change.
  2. Click Save.
  3. Repeat steps 3 to 8 for each employee you need to edit the Employment ID for, then click Cancel.

 

Click here to view the new features in V21.1

Sage Payroll Update (Micropay) – Payroll is held on a Network

Written by Pimbrook Support on .

My Payroll is held on a Network

Please ensure you follow the preparation steps which include Backups and Administration rights before you continue

To install the latest version of Sage Payroll on a single computer, you must complete the following steps:

If you have followed the preparation steps which include Backups and Administration rights you should have the download available to run.  If not you can download it from our website here .

Server Install

1. Double click on the icon to start the installation

2. To accept the terms of the licence agreement, select the check box then click Next.

3. Select Server, then click Next.

 

4. Check the data folder location is correct.

If it’s not, click Browse, enter the correct folder then click OK.

5. Click Next, then click  Install and Finish.

 

 

Once the server is complete run the Client Install

1.Double click on the icon to start the installation

2. To accept the terms of the licence agreement, select the check box then click Next.

3. Select Client, then click Next.

4. Click Custom, then click Next.

5. Check the data folder location is correct.

If it’s not, click Browse, enter the correct folder then click OK.

6. Click Next, then click  Install and Finish.

7. Repeat steps 7 to 10 on all computers that operate Sage Payroll.

You’ve now completed the installation process and you must reboot your Computer/Server once you have completed the installation before you log in to Sage Payroll.

 

 

 

Sage Payroll Update (Micropay) – Payroll is held on this Computer

Written by Pimbrook Support on .

My Payroll is held on this Computer

 

Please ensure you follow the preparation steps which include Backups and Administration rights before you continue

To install the latest version of Sage Payroll on a single computer, you must complete the following steps:

If you have followed the preparation steps which include Backups and Administration rights you should have the download available to run. Alternatively, if you downloaded the update from our website, 

1. Double click on the icon to start the installation.

2. To accept the terms of the licence agreement, select the check box then click Next.

3. Select This Computer, then click Next.

4. Select Custom, then click Next.

5. Check the program and data folder locations are correct. Click Next

  

If not, click Browse, enter the correct folders then click OK.

 

6. Select the Add shortcuts to my desktop check box, then click Install.

7.  Click Finish to complete.

You’ve now completed the installation process and you must reboot your Computer/Server once you have completed the installation before you log in to Sage Payroll.

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