Import people CSV columns

Email address
(required)

E.g.: john@yourco.co.uk

This is your main login email. Use it, in combination with your password, every time you log in.

Title

Mrs
Miss
Ms
Dame
Lady
Mr
Master
Sir
Lord
Father
Mx
Dr
KC
Professor
Reverend
Commander
Brigadier
Sergeant
Major

How'd you like to be formally addressed? This setting is used in some docs and tax forms.

First name
(required)

E.g.: John

First, middle, and last names as they'd show on tax and legal documents.

Middle name

E.g.: Smith

Last name
(required)

E.g.: Doe

Job title

E.g.: Account Manager

Date joined

YYYY-MM-DD
DD/MM/YYYY
E.g.: 2024-12-14

To have payslips paid, a "Date joined" is required. The "Date joined" is usually the same as their first working day.

Date employment ended

YYYY-MM-DD
DD/MM/YYYY
E.g.: 2024-12-14

When did this person end employment? Leave empty if employment is on-going.

Date of birth

YYYY-MM-DD
DD/MM/YYYY
E.g.: 1989-08-30

An accurate date of birth is an essential piece of info for both payroll and government submissions.

Legal gender

f = Female
m = Male

Setting your legal gender is sometimes required to verify your tax identity with the government.

Mobile

E.g.: 07712 345678

For security reasons, this mobile phone number may require verification.

Personal email

E.g.: john@yourco.co.uk

What's your personal email? This may be used after you've ended employment to send you additional tax documents and other post employment info.

Home phone

E.g.: 07712 345678

What's your home phone number? This number may be used to reach you in an emergency.

Street number

Street name

Address line 2

E.g.: Apt 4B

Town / city

E.g.: London

Postcode

E.g.: EC1Y 8SY

Payroll group

E.g.: Main payroll group

The payroll group groups pay settings, holidays, currency, and more. It also sets tax calculations and defaults.

Employment type

notPaid = Not paid
employee = Employee
zeroHourWorker_gb = Zero-hour worker
offPayrollWorker_gb = Off-payroll worker
independentContractor = Independent contractor
cisSubcontractor_gb = CIS subcontractor
directorOnly_gb = Non-executive director

Select if a person's a contractor or an employee, and whether they get holiday pay, pensions, and more.

Pay period

m = Monthly
w = Weekly
b = Fortnightly
s = Semi-monthly
f = Four-weekly

How long each pay period lasts. Select the pay period that suits you best.

Rate amount

E.g.: 35000

Set how much this person's paid. Also, be sure to set the time frame.

Rate type

y = Per year
m = Per month
r = Per hour ... fixed targets

Minimum wage

n = Not paid minimum wage
y = Tracking minimum wage
a = Tracking apprentice min. wage

Once turned on, this person's rate amount is set to the minimum wage. It's then auto-updated when a new minimum wage is set, or the employee's age changes.

Target working hours ... Monday

E.g.: 8

Select the person's usual weekly working hours. Used by paid time off, repeat payables, and the estimation on the pay summary tab.

Target working hours ... Tuesday

E.g.: 8

Select the person's usual weekly working hours. Used by paid time off, repeat payables, and the estimation on the pay summary tab.

Target working hours ... Wednesday

E.g.: 8

Select the person's usual weekly working hours. Used by paid time off, repeat payables, and the estimation on the pay summary tab.

Target working hours ... Thursday

E.g.: 8

Select the person's usual weekly working hours. Used by paid time off, repeat payables, and the estimation on the pay summary tab.

Target working hours ... Friday

E.g.: 8

Select the person's usual weekly working hours. Used by paid time off, repeat payables, and the estimation on the pay summary tab.

Target working hours ... Saturday

E.g.: 0

Select the person's usual weekly working hours. Used by paid time off, repeat payables, and the estimation on the pay summary tab.

Target working hours ... Sunday

E.g.: 0

Select the person's usual weekly working hours. Used by paid time off, repeat payables, and the estimation on the pay summary tab.

PTO top up (per month)

E.g.: 18.67

How many hours is the person's "PTO balance available" to be topped up by?

PTO year's starting allowance hours

E.g.: 0

Don't set this for new employees. We'll automatically handle "Unused PTO" each year (on Jan 1st). Watch the video to learn more about negative hours.

Bank

E.g.: Barclays

Bank account number

E.g.: 12345678

The unique 8-digit number for your bank account.

Sort code

E.g.: 123456

The sort code, or routing transit number (RTN), is a unique identifier for the bank.

Name on bank account

E.g.: JOHN SMITH

The bank account owner's name, spelt exactly as it's spelt on the bank's records.

Student loan, plan 1 repayment

1 = Yes
0 = No

Student loan, plan 2 repayment

1 = Yes
0 = No

Student loan, plan 4 repayment - Scottish

1 = Yes
0 = No

Student loan, plan 5 repayment

1 = Yes
0 = No

Postgraduate loan, repayment

1 = Yes
0 = No

Passport number

E.g.: 123456789

Date directorship started

YYYY-MM-DD
DD/MM/YYYY
E.g.: 2024-12-14

Taxes are worked out cumulatively if this person's a director at any time in the tax year. Read more on GOV.UK

RTI Payroll ID

If this person's being transferred from previous payroll software, get their previous "RTI Payroll ID" from that software. Once you've got it, enter it here, otherwise leave the suggested ID as is.

Leaving date ... in previous employment (P45)

YYYY-MM-DD
DD/MM/YYYY
E.g.: 2024-12-14

Find it on this person's P45. Look for: "Leaving date". An estimate is ok

Total pay to date ... in previous employment (P45)

E.g.: 1234.56

Only include income paid since the start of the current tax year. Find it on this person's P45. Look for: "Total pay to date"

Total tax to date ... in previous employment (P45)

E.g.: 123.45

Only include Income Tax paid since the start of the current tax year. Find it on this person's P45. Look for: "Total tax to date"

Tax code

E.g.: 1257L

National Insurance number

E.g.: AB 12 34 56 C

National Insurance numbers can be found on past payslips, tax forms, or letters from HMRC.

National Insurance ... category letter

A = Everyone else
B = Reduced NI
C = Over state pension age
J = Deferring NI
H = Apprentice
M = Under 21
V = Veteran's first job
Z = Under 21 and deferring
X = National Insurance exempt
F = Freeport ... Everyone else
I = Freeport ... Reduced NI
L = Freeport ... Deferring NI
S = Freeport ... Over state pension age
N = Investment Zone ... Everyone else
E = Investment Zone ... Reduced NI
D = Investment Zone ... Deferring NI
K = Investment Zone ... Over state pension age
R = Mariner ... Everyone else
T = Mariner ... Reduced NI
W = Mariner ... Over state pension age
Q = Mariner ... Deferring NI
G = Mariner ... Apprentice
Y = Mariner ... Under 21
P = Mariner ... Under 21 and deferring

This sets how much National Insurance is to be paid. The National Insurance category letter can be found on an employee's past payslips. Read more on GOV.UK

Starting declaration

A = This is their only job
B = They've had other jobs this year
C = They've got another job or pension

This is how HMRC works out a new employee's tax code. The starting declaration gets sent on the first payday FPS you send for a new employee. Read more on GOV.UK

Employee pension %

E.g.: 5

The percentage of pay that'll be deducted and put towards pensions. The combination of both "Employee %" + "Employer %" can't go below 8%.

Employer pension %

E.g.: 3

The percentage of pay that'll be additionally paid from the employer's funds and put towards employee pensions. The minimum is 3%.

Pension enrolment status

notEnrolled = Not enrolled in a pension
enrolled = Enrolled in a pension
optedOut = Not enrolled in pension (opted out)
ceasedMembership = Not enrolled in pension (ceased)
optedIn = Enrolled in pension (opted in)
voluntaryJoined = Enrolled in pension (joined voluntarily)

Date opted out

YYYY-MM-DD
DD/MM/YYYY
E.g.: 2024-12-14

"Opting out" is leaving the pension during the first month of being auto-enrolled. If so, they ARE due a pension refund. Read more on TPR.

Director NICs using alternative method

y = Yes ... using alternative method
n = No ... not using alternative method

The alternative method's common for directors who are paid regularly. Read more on GOV.UK

Seconded from company in another country

n = Not seconded
M = Plans to live in the UK for 183 days or more
L = Plans to live in the UK for less than 183 days
B = Working in & out of the UK, living abroad

Turn on if this person is still employed by a separate overseas employer ("seconded") while they're working in the UK. Read more on GOV.UK

EEA citizen

1 = Yes
0 = No

Turn on if this person's a European Economic Area citizen. Read more on GOV.UK

Included in an EPM6 scheme

1 = Yes
0 = No

Turn on if this person's in an EPM6 (Employment Procedures Modified, Appendix 6) scheme. Read more on GOV.UK

Earnings are for more than one job

1 = Yes
0 = No

Turn on if this person has multiple jobs (each with their own payslips) with this company, or with associated businesses. Read more on GOV.UK

Payments are to a non individual

1 = Yes
0 = No

Turn on if the bank account that Payroll Payments are made to is in the name of "a personal representative, trustee or corporate organisation". Read more on GOV.UK

Irregular employment payment pattern

1 = Yes
0 = No

Turn on if this person isn't being paid regularly, or they won't be paid for 3+ months. E.g., they're a casual employee, or they're on long-term sick leave. Read more on GOV.UK

Opening amounts ... Taxable pay this employment

Opening amounts ... Income tax this employment

Opening amounts ... NI category letter

A = Everyone else
B = Reduced NI
C = Over state pension age
J = Deferring NI
H = Apprentice
M = Under 21
V = Veteran's first job
Z = Under 21 and deferring
X = National Insurance exempt
F = Freeport ... Everyone else
I = Freeport ... Reduced NI
L = Freeport ... Deferring NI
S = Freeport ... Over state pension age
N = Investment Zone ... Everyone else
E = Investment Zone ... Reduced NI
D = Investment Zone ... Deferring NI
K = Investment Zone ... Over state pension age
R = Mariner ... Everyone else
T = Mariner ... Reduced NI
W = Mariner ... Over state pension age
Q = Mariner ... Deferring NI
G = Mariner ... Apprentice
Y = Mariner ... Under 21
P = Mariner ... Under 21 and deferring

Opening amounts ... NI taxable

Opening amounts ... Total EE NI

Opening amounts ... Total ER NI

Opening amounts ... LEL earnings

Opening amounts ... LEL-PT earnings

Opening amounts ... PT-UEL earnings

Opening amounts ... 2nd NI category letter

A = Everyone else
B = Reduced NI
C = Over state pension age
J = Deferring NI
H = Apprentice
M = Under 21
V = Veteran's first job
Z = Under 21 and deferring
X = National Insurance exempt
F = Freeport ... Everyone else
I = Freeport ... Reduced NI
L = Freeport ... Deferring NI
S = Freeport ... Over state pension age
N = Investment Zone ... Everyone else
E = Investment Zone ... Reduced NI
D = Investment Zone ... Deferring NI
K = Investment Zone ... Over state pension age
R = Mariner ... Everyone else
T = Mariner ... Reduced NI
W = Mariner ... Over state pension age
Q = Mariner ... Deferring NI
G = Mariner ... Apprentice
Y = Mariner ... Under 21
P = Mariner ... Under 21 and deferring

Opening amounts ... 2nd NI taxable

Opening amounts ... 2nd Total EE NI

Opening amounts ... 2nd Total ER NI

Opening amounts ... 2nd LEL earnings

Opening amounts ... 2nd LEL-PT earnings

Opening amounts ... 2nd PT-UEL earnings

Opening amounts ... 3rd NI category letter

A = Everyone else
B = Reduced NI
C = Over state pension age
J = Deferring NI
H = Apprentice
M = Under 21
V = Veteran's first job
Z = Under 21 and deferring
X = National Insurance exempt
F = Freeport ... Everyone else
I = Freeport ... Reduced NI
L = Freeport ... Deferring NI
S = Freeport ... Over state pension age
N = Investment Zone ... Everyone else
E = Investment Zone ... Reduced NI
D = Investment Zone ... Deferring NI
K = Investment Zone ... Over state pension age
R = Mariner ... Everyone else
T = Mariner ... Reduced NI
W = Mariner ... Over state pension age
Q = Mariner ... Deferring NI
G = Mariner ... Apprentice
Y = Mariner ... Under 21
P = Mariner ... Under 21 and deferring

Opening amounts ... 3rd NI taxable

Opening amounts ... 3rd Total EE NI

Opening amounts ... 3rd Total ER NI

Opening amounts ... 3rd LEL earnings

Opening amounts ... 3rd LEL-PT earnings

Opening amounts ... 3rd PT-UEL earnings

Opening amounts ... Total student loan repayments

Opening amounts ... Total postgraduate loan repayments

Opening amounts ... Statutory Maternity Pay (SMP)

Opening amounts ... Statutory Adoption Pay (SAP)

Opening amounts ... Statutory Paternity Pay (SPP)

Opening amounts ... Statutory Shared Parental Pay (ShPP)

Opening amounts ... Statutory Parental Bereavement Pay (SPBP)

Opening amounts ... Statutory Neonatal Care Pay (SNCP)

Opening amounts ... Total benefits taxable by PAYE

Opening amounts ... Total employee pension deductions

Opening amounts ... Total employer Class 1A NI