If you want to import employee data from Sage HR into Sage 50cloud Payroll, then you can do so by generating a Payroll employee export report.
Some of the data on the export columns is collected directly from existing fields on the employee profile. You can see a full list below.
The export also has built-in functionality that automatically identifies custom fields by their names, and if a custom field's name matches one on this list, it will include the value in the export. You can find a list of custom fields you can set up for your employee exports below.
📌TIP: If you use the Core HR module, if you want to make the most out of your employee exports, make sure you have set up all the available custom fields supported by the export and that employees are up to date with their data.
📎NOTE: In order to ensure that fields are correctly identified by the export feature, it will not recognise fields that don't exactly match the expected name, please be careful with spaces and invisible characters.
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Employee fields supported by the Payroll employee export
In order to successfully import the employee details into Sage 50 Payroll, not all fields are mandatory. Below, you will find required fields marked with an asterisk.
📎NOTE: Some of these required fields must be added as custom fields.
(*) mandatory fields on Sage 50 Payroll's advanced import
Column name on export | Field on employee profile | Additional info |
Title (*) | Title |
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Forename (*) | First Name |
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Surname (*) | Last Name |
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Address 1 | Street 1 + Street 2, City, Country |
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Address 2 | Street 1 + Street 2, City, Country |
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Address 3 | Street 1 + Street 2, City, Country |
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Address 4 | Street 1 + Street 2, City, Country |
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Address 5 | Street 1 + Street 2, City, Country |
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Post Code | Postcode |
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Telephone Number | Work phone/Home phone | If work phone exists, then work phone will be exported. Else, home phone will be exported |
Mobile Number | Mobile phone |
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E-mail Address | Work email address/personal email address
| If work email address exists, then work email address will be exported. Else, personal email address will be exported |
Gender (*) | Gender | Format in export will be: M = Male |
Marital Status (*) | Marital status | Format in export will be: Married Divorced Widowed Other |
Previous Surname (last surname change old value) | Last Name | Old value of most recent Last Name change on Sage HR |
Date of Birth (*) | Date of Birth | Format in export will be: |
Nationality | Nationality |
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Contact (emergency contact full name) | Emergency Contact Full Name |
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Contact Relationship | Emergency Contact Relationship | Format in export will be: |
Contact Telephone No. | Work phone/Home phone | If work phone exists, then work phone will be exported. Else, home phone will be exported |
Contact Address 1 | Emergency Contact Address 1 + Address 2, City, Region |
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Contact Address 2 | Emergency Contact Address 1 + Address 2, City, Region |
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Contact Address 3 | Emergency Contact Address 1 + Address 2, City, Region |
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Contact Address 4 | Emergency Contact Address 1 + Address 2, City, Region |
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Contact Address 5 | Emergency Contact Address 1 + Address 2, City, Region |
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Contact Postcode | Emergency Contact Postcode |
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Contact Mobile | Emergency Contact Mobile Phone |
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Contact Email | Emergency Contact Email |
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Payment frequency (*) | Current salary payment frequency | Format in export will be
Weekly Fortnightly Monthly Annually |
Work Start Date (*) | Employment start date | Format in export will be: DD/MM/YYYY |
Work End Date | Employment termination date | Format in export will be: DD/MM/YYYY |
Gross Salary | Current Salary |
|
Job title | Position |
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Employment Type | Employment status | Format in export will be: ”Full-time” → Full Time “Part-time” → Part Time “Contract” → Contractor |
Right To Work Confirm Status (*) | Existing document of type “Right to Work” | 0 will be exported if no valid document exists. 2 will be exported if valid document exists (permanent or not yet expired). |
Custom fields on an employee profile supported by the Payroll export report
(*) mandatory fields on Sage 50 Payroll's advanced import
Column Name | Field on employee profile | Return Value |
Employee Reference (*, mandatory when updating existing employee) | Custom field with the name: Sage 50 Employee Reference |
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Tax Code (*) | Custom field with the exact same name |
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NI Category (*) | Custom field with the exact same name |
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NI Number (*) | Custom field with the exact same name |
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Starter Form | Custom field with the exact same name | Format in export will be:
1 = P45 2 = P46 3 = P46 (Expat) 4 = P46 (Pen)
Make sure your employees have their field filled with the values on the right. You can use the type "dropdown" for this custom field to ensure values are correct. |
Works Reference | Custom field with the exact same name |
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Payment Method | Custom field with the exact same name |
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Bank Account Number | Custom field with the exact same name |
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Bank Account Name | Custom field with the exact same name |
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Bank Account Type | Custom field with the exact same name |
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Building Soc Number | Custom field with the exact same name |
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BACS Reference | Custom field with the exact same name |
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Bank Name | Custom field with the exact same name |
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Bank Address 1 | Custom field with the exact name Bank Address |
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Bank Address 2 | Custom field with the exact name Bank Address |
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Bank Address 3 | Custom field with the exact name Bank Address |
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Bank Address 4 | Custom field with the exact name Bank Address |
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Bank Address 5 | Custom field with the exact name Bank Address |
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Bank Post Code | Custom field with the exact same name |
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Bank Telephone | Custom field with the exact same name |
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Department Reference | Custom field with the exact same name |
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Cost Centre Reference | Custom field with the exact same name |
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IBAN | Custom field with the exact same name |
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BIC | Custom field with the exact same name |
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Second Bank Account Number | Custom field with the exact same name |
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Second Bank Account Name | Custom field with the exact same name |
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Second Bank Account Type | Custom field with the exact same name | Values supported by Sage 50's import:
You can use the type "dropdown" for this custom field to ensure values are correct. |
Second Building Soc Number | Custom field with the exact same name |
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Second BACS Reference | Custom field with the exact same name |
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Second Bank Name | Custom field with the exact same name |
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Second Bank Address 1 | Custom field with the exact name Second Bank Address |
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Second Bank Address 2 | Custom field with the exact name Second Bank Address |
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Second Bank Address 3 | Custom field with the exact name Second Bank Address |
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Second Bank Address 4 | Custom field with the exact name Second Bank Address |
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Second Bank Address 5 | Custom field with the exact name Second Bank Address |
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Second Bank Post Code | Custom field with the exact same name |
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Second Bank Telephone | Custom field with the exact same name |
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Second Bank Account IBAN | Custom field with the exact same name |
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Second Bank BIC | Custom field with the exact same name |
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Tax Code Effective From Date | Custom field with the exact same name | Format in export must be: DD/MM/YYYY
Use field of type text instead of date in order to ensure input is in correct format |