We're simplifying how our payroll document works day-to-day. Nothing you currently use is being removed - the existing sheets are all still there - we've simply added a new, simpler view on top.
This guide covers what's on the new tab, how to read the columns, and the few things that look unusual but are working as intended.
How to use the new combined payroll tab?
This tab combines everything an employee is on into at most two rows, whether that's a car on its own or a car plus charging plus insurance.
Gross salary sacrifice
The total to deduct from gross salary this month, combining The Electric Car Scheme, The Charge Scheme and Independent Vehicle Insurance.
Shown in brackets, e.g. £(1,022.28), because it reduces pay.
Net salary adjustment
The total adjustment to net salary this month. This covers expense reimbursements and business mileage, plus any one-off net items such as fines or cancellation fees.
An employee only has this row in months where something applies. Most employees won't have one most months.
Reading the columns
| Column | What it means |
|---|---|
| Payroll month | The payroll run this instruction belongs to. Every row in the file shares the same payroll month. |
| Calendar month | The month the cost itself relates to. Usually the same as the payroll month, but not always — see "(Multiple)" below. |
| Employee name | As held on your employee record. |
| National Insurance number | Use this to match the row to your payroll record rather than matching on name. |
| Car registration number | The vehicle the instruction relates to. |
| Row type | Gross salary sacrifice, or net salary adjustment. |
| Amount | The figure to process. |
| BIK | The monthly benefit in kind on the company car, for your P11D or payrolling reporting. This is reporting information, not something to deduct. |
Reading the file
"(Multiple)" in the Calendar month column
Two products are being collected in the same payroll run but relate to different calendar months.
"(Multiple)" in the Car registration column
The employee has more than one vehicle on the scheme, and the summary row combines them. The per-vehicle split is on the Payroll – split by product tab.
Two rows for the same employee
Normal. One will be the gross salary sacrifice and one the net salary adjustment. Process both.
A deduction that has changed since last month
Check the Payroll – split by product tab and look at the Status column, which tells you what changed. The usual causes are a new product starting, an insurance policy renewing at a different price, or a one-off item.
Common questions
Which tab should I work from? Payroll – Combined, for normal months. The other tabs are for checking.
An employee has queried their deduction. Where do I look? Payroll – split by product, matching on National Insurance number. The Status column will show what changed.
Something doesn't look right. Contact us at support@electriccarscheme.com before processing, and include the employee's National Insurance number and the payroll month.