Employee and FPS Data Migration
When migrating a company into Buddy, you should import the Total Earnings to Date for each employee.
One way to do this is to include it as part of the employee importation (see: Migrating Employees into Buddy), especially if using the Buddy template.
There are other ways to import this data separately:
Importing from FPS .xml File
If you have an FPS .xml file used for the last payroll submission, then you will be able to import:
- Total Earnings to Date
- Title
- Name and Surname
- Legal Gender
- Payroll ID
- Tax Code
- Other details within the FPS. A complete list is provided at the bottom of this article.
From the People page, click on Import Employees.
Select FPS XML Upload, and select your file. Then click Import to start the process.
You will be informed if the importation is successful, or if there any errors that would need to be handled.
Importing Total to Date from Spreadsheet Data
If instead you can only export the Totals to Date into a spreadsheet report, then you can use the Mapping feature within Buddy.
From the People page, click on Import Employees.
- Select Excel Import
- Select the Totals to Date as the type
- Select the Tax Year
- Click "Replace employee details if found".
This is because employee details already exist as this is a requirement for this type of import. - Click Verify Field Mapping
- If you have multiple worksheets within the .xlsx file, then select the right worksheet and re-click Verify Mapping
Then, pair up each of your sheet's headers to Buddy's Previous Earnings/Totals to Date values.
Once done:
- Save Template so that it can be used if you need to re-import
- Then click Import
You'll be notified of any errors (e.g. employee not identified), and a confirmation of how many employees have been updated with the imported data.
Note: You can map employees using:
- Employee Reference
- Full Name
- NI Number
Audit Logs of Changes
In the Audit Logs section of each employee profile, you will find any changes done.
When clicking view on these logs, you will see the source (e.g. via FPS Import) after the time-stamp of the change, as seen below.
Details Updated via FPS File
The below are employee and total to dates items that will be updated via the FPS File.
Employee Details
- Title
- First Name
- Last Name
- Date of Birth
- Legal Gender
- Post Code
- NINO
- Payroll ID
- Engagement Date (if present in FPS)
- Termination Date (if present in FPS)
- Tax Code
- Student Loan
- W1M1
- Directors NIC Calculation
Totals to Date
Note that Employer Pensions and Salary Sacrifice are not imported as they are not included in the FPS file.
- Taxable Pay
- Total Tax
- Student Loans
- Postgrad Loans
- Benefits Taxed
- Employee Pension (Net Pay Arrangement)
- Employee Pension (Relief At Source)
- Class 1A NICs
- Statutory Shared Parental Pay
- Statutory Adoption Pay
- Statutory Paternity Pay
- Statutory Bereavement Pay
- Statutory Maternity Pay
- Nicable Income
- NI Letter
- Gross Earnings for NIC
- At LEL
- LEL to PT
- PT to UEL
- Total Employer NIC
- Employee Contributions