What is a payment file?
The payment file is formatted to meet your payment provider’s requirements. It is usually a .txt or .csv file and includes employee bank details and payment amounts. The file can be used for BACS payments, which must be uploaded two working days before payday, or Faster Payments, which can be made on the same day. Your bank or payment provider can confirm which payment type applies.
When is the payment file generated?
The payment file is automatically generated when you run your payroll. To find the generated file:
From the left, choose Documents, then Company documents.
Open the Bank files folder, then the relevant month's folder.
Click the Actions button (three dots), then Download to save a copy of the file.
Tip: You should avoid opening the file before uploading it. This is because the software may reformat some values, invalidating the file format. If you do need to edit the file, you should use a text editing software.
If you'd like to preview the payment file before running payroll, please get in touch.
Choosing your payment file type
Before running your payroll, you must choose your bank or payment provider and the file format (.xlsx, .csv, or .txt). To do this:
From the left, choose Company settings then Payroll set-up.
Under the Payment and payslips section, click Edit.
Under the Paying my employees section, change the Payment method to Bank file.
From the Do you need a bank file drop-down, select Yes.
From the Bank file name drop-down, select your payment provider.
From the Bank file format drop-down, choose the relevant format. If you're not sure which to choose, please contact your payment provider.
Enter a Payment reference. This appears on your employee's bank statement when they receive their pay.
If applicable, select whether you'd like a Bank file for HMRC too.
Click Save.
If your employees aren't already paid via a bank file, you'll now need to change their payment method.
Changing employee payment methods
You may have some employees who you don't want to be paid through their bank, so you may need to change the payment method for an individual employee. Otherwise, if you usually pay your employees using another payment method, you can change the payment method in bulk.
Change an employee's payment method
Change an employee's payment method
To change an individual employee's payment method:
From the employee's record, click the Employment tab.
Under the Contract section, click Edit Contract.
Under the Salary & payments section, change the How do you pay the employee? Drop-down to bank file.
Click Save.
Change a payment method in bulk
Change a payment method in bulk
To change the payment method for multiple employees:
From the left, choose Imports, then More Imports.
Under the Personal details section, click Bank account and payment method information.
Download and complete the template, before adding the completed template to PayFit.
For further information about bulk imports, please refer to our Help Centre article.
Organising a penny test
If you're using a payment file type for the first time, you might prefer to test that the payment file works with your bank or payment provider. To test this, we can perform what's known as a 'penny test'. A penny test sends £0.01 to selected employees in advance of your payday. This confirms that your payment details and file format are correct and accepted by the bank.
To arrange a penny test, please get in touch and include the following information:
Note: Please allow for around 5–7 working days for the penny test before your payroll is run. This ensures that the payment file can be created on time, and that the penny can be received and confirmed by the employee(s) in advance of your pay date.
FAQs
What if my bank file isn't listed?
If your payment file is not listed in PayFit, we may still be able to add it to the list. To do this, we'll need a 'file specification document', from your bank or payment provider. This usually confirms the exact format of every field and value in your payment file.
Which payment files can I use on PayFit?
The following table displays the payment provider or bank name, the file format, and the type of payments that the file can be used for. Please get in touch if your payment file is not listed, as we may still be able to add it for you.
Payment Provider | File format(s) | Payment type(s) |
Barclays | .txt, .csv | Faster Payments |
HSBCnet | .txt, .csv | BACS, Faster Payments |
Santander | .txt, .csv | BACS, Faster Payments |
SVB | .txt, .csv | BACS, Faster Payments, CHAPS |
Metrobank | .txt | Faster Payments |
Enumis | .csv | Faster Payments |
Bankline | .txt | BACS, Faster Payments |
Lloyds | .csv | BACS |
TransferWise | .csv | Faster Payments |
Coutts | .xlsx, .txt | Faster Payments |
JP Morgan | .xlsx, .txt | BACS, Faster Payments |
Clearbank | .csv | Faster Payments |
NatWest | .txt, .csv | Faster Payments |
Nordea | .csv | BACS |
Citibank | .txt | BACS, Faster Payments |
Danske | .txt | BACS, Faster Payments |
Bank of America | .txt | BACS, Faster Payments |
Airwallex | .xlsx | BACS |
Nook | .csv | BACS |
Apron | .csv | BACS |
Yorkshire Bank | .csv | BACS |
Virgin Money | .csv | Faster Payments |
Bottomline PTX | .csv | BACS |
Bank of Scotland | .csv | BACS |
Monzo | .csv | Faster Payments |
C Hoare & Co | .csv | BACS |
Handelsbanken | .txt | Faster Payments |
Bank of Ireland | .txt | BACS |
BNP | .csv | BACS |
Revolut | .csv | Faster Payments |
RBS | .txt | Faster Payments |
Telleroo | .csv | Faster Payments |
Smarter Pay | .csv | BACS |