Unintended employee duplicate records can create a real problem for everybody. To ensure that you don’t have duplicate records within Gateway, it’s important that you check your records regularly. The faster you can catch them, the easier the system is to clean and the smaller the impact on the employee(s) involved.
The way you handle your files before uploading them into the employer portal will depend on whether this issue will arise. The first time you see an employee on the file, a combination of the Employer code, Pay Code and Payroll Number will create a unique record Gateway and they will be given a contract ID number.
Unintentional duplicate records can sometimes occur when key fields such as Payroll Numbers or Pay Codes are input differently into the system. Other reasons for duplications include formatting issues within the CSV file, employees changing from one payroll to another or employees re-joining the company. If this happens, additional unique member records are created.
Employees that end up with more than one record in the employer portal will suffer from the following consequences:
- a split in pension pots
- multiple charges
- misleading communications