Current UK Employee HMRC Data

Activate User's Guide
Version
2025.1
Current UK Employee HMRC Data

Use the UK Employee HMRC Data wizard to upload tax information for the United Kingdom. HMRC is an abbreviation for His Majesty's Revenue and Customs.

This wizard validates tax codes according to the rules outlined by the UK government. Tax codes that use or include a “K” in the prefix are allowed. Examples include K475, SK873, and CK528.

Note: If this wizard doesn’t show under Load Your Data, check in Dayforce to make sure that you have a pay group and the corresponding (generated) pay calendar for the country you are attempting to load data for.

Before you begin

The United Kingdom employees included in the Current UK Employee HMRC Data template must exist in Dayforce. They must also meet the minimum requirements. Examples include having a hire date, work assignment, and employment status data.

Note: You can load employee data with these wizards: Getting Started, Employees, or Clean Up Data for Parallel or Go Live.

Using this wizard

Use the Current UK Employee HMRC Data template to upload employee data. The employee data then shows in an editable grid with the compensation-related fields to be populated. You can enter updates directly in the grid or you can download the template, populate it, and then upload the data. When you edit the data in the grid, Activate shows any applicable validation warnings or errors. If warnings or errors are shown, you must correct them by updating the data in the grid or uploading a corrected template.

It’s recommended that you enter required changes in the template to ensure that future uploads are accurate. If you make edits directly in the grid, click Save and download the updated file for record keeping purposes in case you need to refer to it later.

Tasks

To complete and upload the UK Tax Info Data template:
  1. In Activate Central, click Load Your Data. The Load Your Data wizards show.
  2. Click Current UK Employee HMRC Data.
  3. On the UK Tax Data page, click Download.

    Note: You can also download an empty UK Employee HMRC Data template from the Download Template Files page.

  4. Select the location where you want to save the template document.
  5. Open the TaxInfoDataTemplateUK.xlsx template on your computer.
  6. On the TaxInfoDataUK tab, complete all columns with the data for all employees in the organization.

    Note: The Activate release version shows in cell B3 on the Instructions tab of the template. This information helps you later determine the version of Activate you were using when you downloaded the template.

    Note: Instructions for populating the fields are in the UK Tax Info Data Template Fields section (below) and on the Instructions tab of the template.

  7. Click Save and close the template.

    You can use any file name for the template you upload. The file must be an Excel or CSV (Comma-Separated Value) document and contain the data in the required format.

    Important: Don’t change the name of the tab in the template. Activate uses the tab name to validate that the correct template is being uploaded. In addition, don’t change the column headings.

  8. On the UK Tax Data page, click Upload.
  9. Go to your completed UK Tax Info Data template in the location where you saved it.
  10. Click Open.

    Note: If the uploaded file has errors, a Validation Failed message shows in red at the bottom of the page. You must correct the errors in the file on your computer and upload the file again.

    Note: When you upload an Excel file, Activate includes the name of the uploaded file into the name of the XML file it generates and loads to the Dayforce File Server. The format of the generated XML file name is <NamespaceName>_<Import Type>_<file name provided>_YYY-MM-DD_HHMM. This information makes it easier to audit files later.

  11. Click Next.
To review and confirm the data:
  1. Review the information shown in the grid.
  2. To make updates to data on the page:

    • To insert a new row in the grid, click the row where you want to insert it and click New.

    • To delete a row, click the row and click Delete.

    • To download the error message list and save it to your computer, click Download Errors File.
    • To correct errors in the grid, click in the field containing the error. Click Tab to move to the right and Shift+Tab to move to the left in the row. Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.

    • To save information in the grid to your computer, click Download File and save it to the location you want.

    • To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid.

    • To remove changes that you don’t want to save, click Refresh.

  3. When the data is complete, click Done & Install. When you leave the page, the selected values stay in the grid.
To install UK tax information:

When the tax information is complete in Activate, you must install the data in Dayforce.

  1. After making any necessary corrections, on the UK Tax Review page, click Load.

    The Load page opens with a list of the steps to complete and an estimate of how long the installation usually takes. During the installation, the current step in the process is bolded so you can monitor the progress.

  2. Click one of the following:
    • Add Email and enter your email address to receive an email when the installation process ends, instead of waiting for it to finish.
    • Next w hen the installation is complete.

    Activate Central opens with the name of the Wizard now shown in green text and a green checkmark to the left of the wizard’s name. The current day, date, and time of completion are included, along with your name as the user who completed the Wizard. The environment in which the installation was applied (Stage, Config, or Train) is also shown.

    Note: If you want to add more information, click I want to add more. See Executing a Rollback When Using the “Add More“ Feature in the Payroll Wizards.

Results

Fields populated in Dayforce

The data uploaded from the UK Tax Info Data template populates the fields on the following pages in Dayforce.

Note: You must select an employee if you haven’t already done so.

Dayforce fields populated by the UK Tax Info Data template
Field in Template Field in Dayforce Page in Dayforce
Employee Identifier Employee Reference / Number Employee (People icon)
First Name First Name
Last Name Last Name
Effective Start Date Effective From Tax Definitions
(People icon > Payroll > Tax Definitions)

 

 

 
Tax Code Tax Code
NI Letter NI Letter
Tax Basis Tax Basis
Student Loan Plan Student Loan Plan Type

Postgraduate Loan

Postgraduate Loan
Previous Taxable Gross Previous Taxable Gross Paid To Date
Previous Tax Paid Previous Tax Paid To Date
Director Director
Director Annual NI Calc Annual
Director Start Date Director Start Date
Reported On FPS Backend field that tells Dayforce whether
to send that record to HMRC

Legal Entity

Legal Entity
File generated by the current UK Employee HMRC Data wizard

After completing the Current UK Employee HMRC Data wizard, a single import file is automatically generated and placed on the customer's FTP site.

HR Import

  • FTP Subdirectory: Import/HRImport
  • Filename: <Namespace>-HRImport-<DateTime>.xml
For an example illustrating how translates the template data to XML, click here.
Copy 
<?xml version="1.0" encoding="utf-8"?>
<EmployeeImport>
    <Employee>
        <XRefCode>001001</XRefCode>
        <EmployeeNumber>001001</EmployeeNumber>
        <FirstName>Versie</FirstName>
        <LastName>Jeter</LastName>
        <UKTax>
            <EffectiveStart>2018-01-21</EffectiveStart>
            <TaxCode>SNT</TaxCode>
            <TaxBasis>0</TaxBasis>
            <NILetterXrefCode>B</NILetterXrefCode>
            <IsTaxExempt>false</IsTaxExempt>
            <IsDirector>true</IsDirector>
            <DirectorStartDate>2017-01-26</DirectorStartDate>
            <Annual>true</Annual>
            <StudentLoan>true</StudentLoan>
            <PreviousTaxableGrossPaidToDate>3478.43</PreviousTaxableGrossPaidToDate>
            <PreviousTaxPaidToDate>1134.23</PreviousTaxPaidToDate>
            <StudentLoanPlan>1</StudentLoanPlan>
            <PreviouslyReportedOnFPS>false</PreviouslyReportedOnFPS>
        </UKTax>
    </Employee>
    <Employee>
        <XRefCode>001002</XRefCode>
        <EmployeeNumber>001002</EmployeeNumber>
        <FirstName>Alix</FirstName>
        <LastName>Coldren</LastName>
        <UKTax>
            <EffectiveStart>2018-01-21</EffectiveStart>
            <TaxCode>SNT</TaxCode>
            <TaxBasis>0</TaxBasis>
            <NILetterXrefCode>B</NILetterXrefCode>
            <IsTaxExempt>false</IsTaxExempt>
            <IsDirector>true</IsDirector>
            <DirectorStartDate>2017-01-26</DirectorStartDate>
            <Annual>true</Annual>
            <StudentLoan>true</StudentLoan>
            <PreviousTaxableGrossPaidToDate>3478.43</PreviousTaxableGrossPaidToDate>
            <PreviousTaxPaidToDate>1134.23</PreviousTaxPaidToDate>
            <StudentLoanPlan>1</StudentLoanPlan>
            <PreviouslyReportedOnFPS>true</PreviouslyReportedOnFPS>
        </UKTax>
    </Employee>
</EmployeeImport

Next steps

Complete the next wizard, as appropriate.

UK Tax Info Data template fields

All templates have the same basic structure:

  • Instructions tab: Helps you understand the purpose of the data and complete the fields in the template.
  • Data tab: Contains headers for the data to be included in the template. The headers remain the same, but you can change the column order. If you add more columns, Activate ignores them.

All number ranges in the templates include the numbers at both ends of the range.

To see a list of the fields in the template, click here.
Employee Identifier (Required)
Order Data Type Description Examples Why This Is Needed
1 Alphanumeric. Unique value between 1-40 characters.

For Canadian pay groups, a unique value between 1-9 characters.

Enables Dayforce to identify employees uniquely. Use the same number assigned to the employee in the Getting Started HR data loads. 3241245
000000006
abc123499 		The Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates that the data being loaded is assigned to the correct employee record. The values given must exactly match an existing employee record in Dayforce.
First Name (Required)
Order Data Type Description Examples Why This Is Needed
2 String1 between
1-64 characters. 		Legal first name of the employee. Joe The Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates that the data being loaded is assigned to the correct employee record. The values given must exactly match an existing employee record in Dayforce.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name (Required)
Order Data Type Description Examples Why This Is Needed
3 String1 between 1-64 characters. Legal last name of the employee. Smith The Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates that the data being loaded is assigned to the correct employee record. The values given must exactly match an existing employee record in Dayforce.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Effective Start Date (Required)
Order Data Type Description Examples Why This Is Needed
4 Date. Excel right-justified date format or Excel text format
yyyy-mm-dd.		 Start date for the tax record.

Note: Activate validates that the Effective Start Date is within the effective dates of the National Insurance letter.

Date formatted cells:
09/24/2015
24/09/2015

Text formatted cells:
2015-09-24

This date is used to identify when this tax begins.
Tax Code (Required)
Order Data Type Description Examples Why This Is Needed
5 Alphanumeric. Unique value between 1-10 characters. Determines how much Income Tax to take from pay or pension. 1150L Required for payroll calculation to determine the correct Income Tax amounts.
NI Letter (Required)
Order Data Type Description Examples Why This Is Needed
6

Accepted Values:

  • A
  • B
  • C
  • F
  • G
  • H
  • J
  • M
  • S
  • X
  • Z
Determines the National Insurance tax rate for the individual. B
F		 Required for payroll calculation to determine the correct National Insurance Tax amounts.
Tax Basis (Required)
Order Data Type Description Examples Why This Is Needed
7 Accepted Values:
Cumulative Non-Cumulative/Week 1/Month 1 		Used to determine if the tax calculation looks at the entire tax year. Cumulative
Non-Cumulative 		Required to determine the tax calculation method. Week 1 and Month 1 represent a noncumulative tax basis.
Student Loan Plan
Order Data Type Description Examples Why This Is Needed
8 Accepted Values:
Plan 1
Plan 2 		The current student loan plan number that applies to the employee. Plan 1
Plan 2 		Required when the employee has an active student loan plan.
Postgraduate Loan
Order Data Type Description Examples Why This Is Needed
9 Accepted Values:
YES
NO 		Indicates whether the employee is repaying a postgraduate loan. YES
NO 		Required when the employee has an active postgraduate loan payment.
Previous Taxable Gross
Order Data Type Description Examples Why This Is Needed
10 Numeric. Less than 9999999999.99   3478.43  
Previous Tax Paid
Order Data Type Description Examples Why This Is Needed
11 Numeric. Less than 9999999999.99   1134.23  
Director (Required)
Order Data Type Description Examples Why This Is Needed
12 Accepted Values:
YES
NO 		Flag to record if the employee record is considered a Director. YES
NO		 This information is used to report Director status on the employee personal tax record.
Director Annual NI Calc
Order Data Type Description Examples Why This Is Needed
13 Accepted Values:
YES
NO		 Used to determine the calculation method for NI calculation. Click Yes to set as an annual calculation. YES
NO 		This information indicates if the NI calculation method for Director is annual or periodic. Only populate this value if you’re assigning to a Director.
Director Start Date
Order Data Type Description Examples Why This Is Needed
14 Date. Excel right-justified date format or Excel text format yyyy-mm-dd. Start date for the director calculation method. Date formatted cells:
09/24/2015
24/09/2015

Text formatted cells:
2015-09-24		 This date is used to identify when the director calculation begins.
Reported On FPS (Required)
Order Data Type Description Examples Why This Is Needed
15 Accepted Values:
YES
NO		 Flag that indicates whether the employee record has previously been reported in an FPS to the HMRC. YES
NO 		If an employee has been previously reported/included in an FPS, select YES. This information prevents the HMRC from creating additional employment records.
Legal Entity (Required)
Order Data Type Description Examples Why This Is Needed
16 String1 between 1-128 characters. The legal name of the legal entity. XYC Co This associates the provided legal entity information with tax information.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &