If you are moving from another payroll system, or just want to add several employees at once, you can import them from a file instead of typing each one in. Moonworkers accepts a CSV file or an FPS XML file you previously submitted to HMRC.
Starting the import
Go to your employee list, click Add employee, then choose Import from file. Select CSV or FPS XML depending on your file.
Mapping your fields
Your file appears in a mapping table. On one side are the Moonworkers fields; in the dropdowns you choose which column of your file matches each one. Map the fields you have, and leave anything without an equivalent unmapped, for example an internal works number that Moonworkers does not use.
Common fields to map are the payroll ID, which becomes the Payroll Code in Moonworkers, the first, middle and last name, National Insurance number, title, gender, marital status, date of birth, the address lines, postcode, email and tax code, the Week 1 / Month 1 basis, the director status and director National Insurance method, any student or postgraduate loan, the start and leaving dates, and the working hours or pay frequency. One thing to watch: the field labelled address line 3 maps to the Town or City.
Field names in other payroll systems
All UK payroll software ultimately maps to the same HMRC Full Payment Submission data items, so the meaning of each field is the same even when the column heading differs. Exact headings vary by product and version, so use this as a guide and match on meaning.
The Moonworkers Payroll Code is the Works Number in BrightPay, the Payroll Code or Employee ID in Staffology, and the Payroll ID or Employee Reference in Sage 50 Payroll. The National Insurance number, date of birth, gender, marital status, address lines, postcode and email carry the same meaning in all three. The Moonworkers NI category is the National Insurance Table in BrightPay, the NI table in Staffology, and the NI Category in Sage. The Week 1 / Month 1 basis is the Week/Month 1 Basis in BrightPay, W1/M1 in Staffology, and Wk1Mth1 Basis in Sage. Director status maps to Is a Director in BrightPay, a director flag in Staffology, and Director Status in Sage, and the alternative director National Insurance method appears as Is Using Alternate Director NI Calculation in BrightPay. The student loan plan maps to Student Loan Plan in BrightPay and Student Loan Set in Sage. Start and leaving dates map to the join and leave dates in each.
After the import
Import the selected rows. Your employees then appear in the Onboarding tab, not in Active, because their profiles are usually incomplete after an import. For example, a missing country, a working pattern, or a pay schedule may still need to be set, since Moonworkers cannot guess which schedule an employee belongs to. Complete the missing details on each profile and save to publish the employee.
Get started
In Moonworkers, go to People > Employee list > Add employee > Import from file. Not signed in yet? Log in at https://payroll.moonworkers.co.uk/auth/login