Within one PAYE scheme, an employer may pay their employees on different days, or even at different frequencies. For example, managers get paid monthly, but the rest of the team are paid on a weekly basis.
Within Paycircle, companies with different frequencies, or with the same frequency but with different pay dates, need to be set up as separate companies, regardless of whether they are on the same PAYE scheme or not. As a result, you may need to move team members between companies in Paycircle, if they are moving from one frequency to another, or to a company with a different pay date.
Moving a team member will archive their existing profile, and set up a new profile in the company they are moving to. Their personal information, company details, Year to Dates, and pension information will all be moved to their new profile.
Certain information won’t be carried over, such as pay information and work patterns. In some situations, pension data might not be transferred. This could be because the company they are moving to uses a different pension scheme, or because the pension group they are in doesn’t exist in the new company.
Note: You cannot move a team member that has left the company.
Moving a team member across a PAYE scheme
To move a team member to a different company, follow the steps below.
Click the Team tab and select the relevant team member.
Click the action cog ⚙️ and select the Move payrolls.
Click on the company you wish to move them to, then click Next. When you’re happy you want to move the team member, click Confirm.
Updating a moved team member’s information
When a team member has been moved, some of their information in their new profile is no longer editable., such as their HMRC submission ID. This is to ensure the continuation of the existing employment record with HMRC.
Some information is editable, but you need to be certain before updating it, for example, Year to Date information. In order to update it, you will need to confirm you are happy to make the changes before you are able to continue.
Cancelling a team member’s move
If you move a team member by accident, or they carry on working on the previous company, you can cancel the move. To do this follow the steps below.
In the company they have moved to click the Team tab.
Select the relevant team member and click on Cancel move. This will remove their profile from the company they’re in, and restore their archived profile in the company they moved from, including any data you updated since the move.
Additional information
If you are moving this team member to a company with a longer pay interval, please review and amend National Insurance contributions accordingly. Paycircle will not automatically aggregate earnings for previous pay periods.
If the company has a workplace pension set up, and the same one is operated by the company you are moving the team member to, you will need to confirm which pension group you wish to add them to.
Any of the following payments you may have previously saved for the team member will be deleted. We recommend making a note of them in case you wish to add them again later to their new profile.
Sick pay
Maternity pay
Paternity pay
Repayment schedules (cycle to work, company loan, season ticket loan)
Attachment of Earnings Orders
Benefits in Kind (company vehicle, healthcare)
Childcare vouchers
Future changes
There are several scenarios where moving a team member across a PAYE will not be possible:
No National Insurance number: You can only move a team member if they have a National Insurance number in the system. If they don’t have an NI number, one will need to be added before you can move them to a different company on the scheme.
Different tax month: You can only move a team member to a company that is in the same tax month as the one they are moving from. Before you are able to move them across the scheme, you will need to bring the companies up to date.
Incomplete profile: If a team member’s profile is incomplete, you cannot action a move. Before you are able to move them to a different company, you will need to complete all the information in their profile.
Marked as a leaver: If a team member is marked as leaving, they cannot be moved to a different company. To move the team member, you will need to remove their leave date.
CIS subcontractor: You cannot move CIS subcontractors between companies. Only PAYE team members can be moved across a PAYE scheme.
Attachment of Earnings Order: Team member’s with AEO’s in progress cannot be moved to a different company. To move them across the scheme, you will first need to cancel their Attachment of Earnings Order.