Moving to Parolla from Another Software Provider

When moving to Parolla from another software provider it is important to handle the transfer correctly so that employee year-to-date figures, Revenue Payroll Notifications, ERR notifications, MFF submissions, payslips, and payroll reports remain accurate.

Companies should allocate time and a resource (ideally the individual(s) who will process the payruns going forward) to the migration. Parolla will assist in advising how to migrate smoothly and review the set up and employee profiles, or the completed employee spreadsheet information (where applicable).

The amount of time a company should allocate to the migration depends on the complexity of the payroll. Simple payrolls with no benefits in kind will take 3-5 minutes per employee profile.

Some Key Points :

• If the employees are continuing to work for the same employer, they should not be treated as leavers simply because payroll is moving from another software provider to Parolla.
• Payroll can be completed simultaneously on two payroll software providers for comparison if wished – the submission to Revenue should be from one software only.
• Revenue only update an employment taxes YTD on their RPN when they change employment. The RPN information is not live. Therefore you must have access to the last payslips issued and ideally the total earning and taxes paid year to date per employee in the previous software.
• If employees have been with the company for the whole calendar year so far then all the earnings and tax details will be on the last payslips issued.
• If an employee had a job elsewhere earlier in the year you must use the figures from the total earnings and taxes paid ytd per employee report to avoid duplication of any previous taxable income. This does depend on how the other payroll system displays the tax information for mid year joiners.

For companies with under 30 employees

It is preferable to enter the details directly into Parolla in the employee Taxes & YTD page when there are fewer than 30 employees. It is also the best way to get to know how the system operates. Allow 3-5 mins per employee to enter the details to Parolla.

Steps 1-6

Step 1: Create Your Company in Parolla with your current ROS digital certifcate and your Employer registration number – Use our video or the guide . When setting up the payroll calendar avoid using year numbers as the calendar name will roll over automatically at the start of each January.

Step 2: Complete the employee profiles from the downloaded RPN with employees normal rate of pay and working hours.

Step 3: Add any Benefit in kind, *MyFutureFund is loaded automatically where applicable.

Step 4: Importing Year to Date Figures

• To input the taxes year to date to Parolla go to the employees taxes TYD screen and click on edit.

• Choose initial tax position to enter the data.

• Input data from the most recent payslip or the gross to nett report from the previous software used. If there is previous taxable income on the RPN for an employee use the figures from the gross to nett report only.

Step 5: Review the RPN in Parolla under Revenue >PAYE RPN’s paying attention to the following

• Ceased employees that match that are shown in green on the RPN page – ceased employments should not be used.
• Profiles that don’t have tax credits.
• In both of the above cases the employee may have another RPN available with a different EMP ID. Use Ctrl F and the employees name to find any additional RPN’s issued. Take a note of the EMP ID number and update the employees profile.

Step 6: Get in touch with Parolla who will review your set up free of charge. You can contact us via the onscreen chat box which is manned Monday to Friday 9.30am to 5pm or via email at info@parolla.ie. The previous payslips/ year to date figures paid in the previous software per employee will be required for the review.

For companies with over 30 employees

Importing employees into Parolla using a spreadsheet is the most flexible way to set up a new company.

Steps 1-6

Step 1: Create your company and set up your payroll calendar(s). Take a note of the payroll name set up – avoid using year numbers in the payroll name.

Step 2: Download and populate the Spreadsheet for companies with over 30 employees.

• Navigate to the Employee Import Section: From the left-hand menu, go to Employees > Import Employees.
• Download the Import Template: Click the Download Template Import Spreadsheet button. This template includes all necessary fields. Required fields are have red headings. To ensure a smooth data transfer the format of the form must be retained.
• Populate the Spreadsheet: Copy and paste data from your current payroll system or reports into the spreadsheet fields. Take care with Date formats. Make sure the Payroll Calendar column matches the exact names of the payroll calendars you created in Step 1 above.
• Use the RPN which is available in Parolla under Revenue > PAYE RPN to determine the Employment ID’s (usually EMP ID 1)

Step 3: Upload and Scan the Completed Spreadsheet

• Upload the Spreadsheet: Go back to Employees > Import Employees, select Parolla Spreadsheet as the input type, and upload the completed file by clicking the attachments button.
• Scan the Spreadsheet: Once uploaded, scan the spreadsheet to validate the data. Parolla will automatically create employee profiles based on the spreadsheet information.
• Do not scan the spreadsheet mulitple times, duplicate profiles and of duplicete taxes year to date will be created! If you are unsure of the details you have entered in the spreadsheet reach out to us on our onscreen chat box and we can review the details before they are uploaded.

Step 4: Importing Year to Date Figures

• Year to Date figures can be included in the spreadsheet data or input directly to Parolla after the spreadsheet is uploaded. The Taxes YTD information is available from the last payslips issued to employees and/or the gross to nett year to date report from the previous software provider – it is advisable to request the last payslips and the gross to nett year to date report for your reconciliation. Pay particular attention when the employee has previous taxable income on their RPN.
• To input the taxes year to date to Parolla manually go to the employees taxes YTD screen and click on edit.

• Choose initial tax position to enter the data.

Input data from the most recent payslip or the gross to nett report from the previous software used. If there are previous taxable income on the RPN for an employee use the figures from the gross to nett report only.

Step 5: Review the RPN in Parolla under Revenue > PAYE RPN’s paying attention to the following:

• Ceased employees that match as live in green on the RPN – ceased employments should not be used.
• Profiles that don’t have tax credits.
• In both of the above cases the employee may have another RPN available with a different EMP ID. Use Ctrl F and the employees name to find any additional RPN’s issued. Take a note of the EMP ID number and update the employees profile.

Step 6: Get in touch with Parolla who will review your set up free of charge. You can contact us anytime via the onscreen chat box which is manned Monday to Friday 9.30am to 5pm or via email at info@parolla.ie. The previous payslips or year to date figures paid in the previous software per employee will be required for the review.