The Transfer Employees tool moves an employee from one payroll frequency to another, carrying all their information across. Before you begin, confirm that all of the following conditions are met.
⚠️Important: The Transfer Employees tool only works when all three conditions below are true. If any condition is not met, follow the leaver and new starter process instead.
Both payrolls are in Start phase.
The employee's timesheets for the period have been cleared.
Both payrolls are in the same company (KCO) and share the same PAYE reference scheme.
Go to Payroll
Click Payroll Frequency
Select Maintenance
Open Transfer Employees
Select the destination payroll.
Use the employee tab to select the employee to be transferred.
Press Next
A report will be produced
Check Employee Maintenance
Go to Payroll
Select Weekly Payroll
Open Employee Maintenance
You can now process the destination payroll frequency as normal and the transferred employee will be processed accordingly
When the transfer tool cannot be used
If the payrolls are in different companies (KCOs) or have different PAYE reference schemes, the Transfer Employees tool will not work. Process the employee as a leaver on the original payroll and set them up as a new starter on the new payroll.
Process the employee as a leaver in the original payroll frequency.
Submit the leaving date to HMRC via a Full Payment Submission (FPS).
Add the employee as a new starter on the new payroll frequency.
Enter the new Sequence ID for the employee on the new payroll.
📌Note: Run an RTI report before submitting your FPS to confirm what will be reported to HMRC.