The Import P9 data utility allows you to bulk import tax code changes as issued within a downloaded P9 data file called download.csv from the HMRC-Government Gateway web pages.
Warning: This option should only be used after the general tax code uplifts have been applied at the start of a Pay As You Earn year.
The payroll types and companies accessible depend on your security access to the payroll types and companies. If your system is set up to use location security within the employee records module your security access within the employee records module also has a bearing on the import, only payroll records you have access to will be imported.
The option may not be used whilst the payroll type is confirmed since the import may alter the value of the payroll calculated.
To access the Import P9 data option:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Miscellaneous options option.
The PR MISCELLANEOUS OPTIONS menu is displayed.
Select the Utility options option.
The UTILITIES menu is displayed.
Select the Import P9 data option.
The Import P9 data form is displayed.
The Import P9 data form is displayed when the Import P9 data option is selected from the UTILITIES menu.
What do you want to do or be advised about?
Preparation steps prior to using the Import P9 data option
You should first register your PAYE office and employer reference on the Government Gateway, activate the registration and elect to receive forms such as P9 - Bulk issue and P9 - Daily issue.
You will receive an Email from HMRC directed to the Email address declared on your Government Gateway registration.
The EMail subject will read You have received new messages from HMRC.
The EMail text will read as below or similar:-
Please be advised that one or more tax notices (P9) has been issued.
If you access your PAYE notices and reminders through the HMRC Website:
- Go on line at www.hmrc.gov.uk or http://www.inlandrevenue.gov.uk and select 'PAYE for employers' from the 'do it online' menu.
- Enter your User ID and Password
- Select 'View latest tax codes'
Please do not reply to this e-mail.
In fact there are several internet addresses that can be used. Use an internet browser to connect to https://online.inlandrevenue.gov.uk/index.jsp
Enter the User ID and Password and click Login
Click PAYE
View latest tax codes
Click Download to download the file with the name download.csv into your C:\TMP folder on your PC or wherever you have defined your import directory within the payroll System maintenance option called System parameters.
Warning: Do not open and save the download.csv file in Excel since this may save the data file into an incompatible format.
You have now completed the preparatory stages and may now use the Import P9 data form.
Use of the Import P9 data form
The form shows the payroll companies, payroll types, tax districts, tax references, your access status, the confirmed status and a Selected column. Provided you have access to the payroll type and is un-confirmed it will default to you selecting the payroll type. You may however untick the Selected column for a payroll type if there is any reason for why it should not be data imported. Click the Select all check box to select all payroll types that you are allowed to import data to if you have earlier changed the selection.
Browse for the download.csv file and click the Open button to open the import file. The browser will go to the default client directory defined within the current payroll company system parameters but may be amended from the default of C:\TMP if required by amending the System parameters.
The result of the import is shown in a message such as #### P9 data lines processed out of a total of ####, see print out for details. Click OK to this message to return to the UTILITIES MENU and check the import report for errors. For information on the audit report click Import P9 data process and audit report.
Import P9 data process and audit report
Once the download.csv file has been copied to the server each record is read in turn and checked for validity. A valid record has to match the following criteria:-
- Field A is in the ###### format
- Field B is in the #### format
- Field D begins with the format ###/
- Field I reads P9
Once a valid record has been found further more detailed checks are performed with errors reported in a printed report. If the payroll record referred to on the download.csv sheet has been found with all criteria met the payroll record is updated.
The messages are shown in this help file in alphabetical order in order to make finding the message simpler. Find your message within this help file and then carry out the actions recommended below. Ensure for each record not updated that an appropriate action has been carried out.
The payroll change control log may be written to with the tax code, tax prefix/suffix and week/month 1 basis fields changes if the General 2 TAB payroll type parameter called Change control log file used is ticked and if the TAXCODE, TAXSUFFX and BASIS fields have been set up for audit within the Change log setup option.
Message Notes
Employee record not found An employee record within a payroll company of the matching tax district and employer reference and with the NI number in column F of the import sheet cannot be found. Note that if there are two or more employees satisfying the PAYE district, employer reference and NI number criteria each payroll record is updated.
Employer reference not found The tax district and employer reference in column D of the import sheet cannot be found in your employer records. See Employer records.
Error saving payroll record Saving the payroll has failed. Refer this message to the accounts software support team.
Not updated due to employee security restrictions If the employee record module has the location security field in the system parameters and the parameter is non blank a security check is performed. The employee record security record is loaded and the location security checked against the employee record LOCATION and GRADE fields. If you do not have the correct security access the message is reported. You should ask another user with the correct security to amend the payroll record by using the Import P9 data option or Utility option called Update tax details.
Not updated due to payroll security restrictions The employee record belongs to a payroll type that you do not have access to and therefore the access is blocked. You should ask another user with the correct security to amend the payroll record by using the Import P9 data option or Utility option called Update tax details.
Not updated - effective date is outside period date range If the effective date in field N is after the current payroll period end date defined by the payroll type parameters the import will not occur since it represents a future dated tax update. You should update the payroll record later.
Not updated - employee has left The payroll record has successfully been accessed but the employee is set as left and therefore the update will not take place.
Not updated, payroll has not been selected The employee record belongs to a payroll type that you have chosen not to update despite having the correct security access to update the record. You should update the payroll record later.
Not updated - payroll is confirmed The pay type for the correct payroll record has been loaded and found to be confirmed - updates are not allowed on confirmed payrolls. You should update the payroll record later.
Not updated - unable to read payroll record It has not been possible to read and lock the payroll record, check no other users are accessing the record. Contact the accounts software support team if this message persists.
Unrecognised tax code An unrecognised tax code has been found on the import sheet. Refer this message to the accounts software support team.
Update of own record blocked for security restrictions This is reported if the current payroll type blocks amendments to the users own record as defined by the payroll type parameter called Block edit of own record being ticked and if the user id on the employee record matches the current login user id. You should ask another user with the correct security to amend the payroll record by using the Import P9 data option or Utility option called Update tax details.
Updated The payroll has successfully been updated.
The download.csv file lay out
The download.csv file you have downloaded from HMRC - Government Gateway for use with the Import P9 data option is as follows for each column:-
Column Field Notes
A Event sequence This is validated as a 6 digit number.
B Tax year The end year such as 2007 for 2006-2007 - this is validated as a 4 digit number.
C Employer name Not used.
D Employer reference ###/XXXXXXXXXXXX format. Used to match the employer record tax district and tax reference fields. This is validated to ensure it begins with ###/.
E Employee name Not used.
F NI number XX######X format. Used to load the employee.
G Work no. Not used.
H Issue date Not used.
I Form type P9 - validated.
J Tax code Mixture of tax prefix/suffix and numeric tax code.
K Week1/Month1 Y or N or blank indicating N.
L Previous Pay #######.## format - not used.
M Previous tax #######.## format - not used.
N Effective date ##/##/## format - used with the period end date.
