Help Centre for Employers

Setting up Pay Periods using a CSV file

We provide a facility for you to upload multiple Pay Periods for each payroll that you have. This can save you time if you are familiar with spreadsheet software such as Microsoft Excel.


To make things easier for you please use this payroll details template. This has all of the required fields already entered and you simply need to populate the spreadsheet (click on the icon to the left to see an example of what the spreadsheet should look like).

Step 1
Prepare the CSV file

To upload the pay periods into the system by CSV file you need to make sure the spreadsheet contains the following columns (the headers should be entered as per the format below):

  • Payroll Code – this is the code you have set up in the website

  • • Commonly known as – this is the familiar name you have assigned to the payroll when you signed up online or the name you generated for new payrolls

  • Pay Period – this is the tax week/month for the relevant pay period

  • Pay Period Start Date – this is the date the pay period commenced, and this should replicate the date that will be entered in the files that are produced from your system

  • Pay Year – to enable us to identify which tax year the pay period relates to please enter the starting year of the tax year in this field. For example the pay year for any pay period in the 2015/2016 tax year would be 2015.

  • Processing Date – this is the last date you would expect to upload a file for any given pay period. If a file has been uploaded it is also the date the system will lock the pay period and process the data. No changes will be allowed to the data once the pay period has been locked.

  • Pay Date – this is the date the employees are paid

  • Company Code – this is the company’s unique code (provided by NOW: Pensions)

  • Payroll Type – this is the payroll frequency, i.e. Weekly

  • Please note, a minimum of 3 months’ and a maximum of 12 months’ future pay periods should be entered in the site at any one time.

    Step 2
    Import Data


    Once you have created the spreadsheet you need to go to the Import Data option, select the Payroll Details option from the drop down box, locate the file that you have just created, enter your email address and select import data.


    You will then be shown the payroll importer options screen, no action is required on this screen and you just need to select ‘Begin Loading Data into the Database’


    Once the import process has run an import summary screen will appear (click the icon to the left to see an example). Please note the content of the screen which will indicate whether or not your import was successful. Please note the ‘Status Detail’ field – which should read as complete and (Success). If you do encounter any errors then you will need to correct these on the CSV file and then re-upload the file using the process above.

    I am excited to be joining such a distinguished Board of Trustees, over-seeing a modern, transparent, cost efficient and high-performing pension fund. — Win Robbins, former Head of European Fixed Income Barclays Global Investors
    Over a short period of time, NOW: Pensions has established itself as a respected and credible player in the UK workplace pensions market attracting thousands of employers and hundreds of thousands of members. Joining the team at such a crucial time… — Jocelyn Blackwell, Founder of Dunnett Shaw and Raising Standards in Pensions Administration
    I am backing NOW: Pensions, the ATP project, because I believe it will encourage transparency, low costs and decent returns for millions of British employees. — Nigel Waterson, former Shadow Pensions Minister
    ...its simple design means the pressure is taken off us as the employer and avoids costly administration charges, whilst removing the burden of choice and ensuring the best possible retirement outcome for our employees. — Matthew Johnson, Head of Compensation and Benefits at Adecco Group UK & Ireland
    …We pride ourselves on our abilities to make the perfect match for both clients and workers. Our decision to appoint NOW: Pensions came as a result of wanting a quality workplace pension scheme that is structured, simple and easy for us to… — Ian Naylor, Legal Director of Randstad