Data and security
The data we need, and how we keep it safe
One spreadsheet. Your payroll team can fill it in from standard payroll reports. We never need names, addresses or National Insurance numbers.
What goes in the spreadsheet
List everyone you employed on 5 April 2026, including part-time staff and people on leave. One row per person.
| Column | What to put in it |
|---|---|
| employee_ref | Your own ID or payroll number. Not a name. |
| sex | M or F, from your existing HR or payroll records. |
| full_pay | Y if they got their usual full pay in the pay period that includes 5 April 2026. N if they were paid less because of leave, such as maternity, sick or unpaid leave. |
| pay_period_days | How many days that pay period covers, for example 7, 14, 28, 30 or 31. |
| ordinary_pay | Pay in that period: basic pay, allowances, shift premiums and pay for leave. Use pay after any salary sacrifice. Leave out overtime, expenses and benefits in kind. |
| bonus_in_period | Bonus or commission paid in that same pay period. 0 if none. |
| bonus_covers_days | If that bonus covers a longer time, such as a year, how many days it covers. Leave blank if there is no bonus. |
| weekly_hours | Normal weekly hours, without overtime. If hours vary, the weekly average over the 12 weeks ending with the last full week of that pay period. |
| bonus_12_months | All bonus pay in the 12 months up to 5 April 2026. 0 if none. |
| grade | Optional. Pay grade or job level. It helps us explain your gap. |
| part_time | Optional. Y or N. |
The template has two example rows. Delete them before you fill it in. Not sure about a pay item? Send it anyway and we will sort it out with your payroll team.
How we keep it safe
ID numbers only
We never need names, addresses, dates of birth or National Insurance numbers.
Agreement first
You sign our data processing agreement before you send anything. It lists every service that handles your data.
Secure transfer
We send you a private upload link. Please do not email payroll files.
Deleted after sign-off
We delete the employee-level file once you have signed off. We keep only the final figures, which are published anyway.
Questions about your data?
Email us and we will walk your payroll team through it, step by step, in writing.