Return to BIK Module User Guides
Overview
The 'Configuring Company Benefits' section is used to define benefits that are available within a company, how they are processed, and who they apply to. Administrators can select a company and add benefit types based on HMRC definitions, covering benefits that may attract different Tax and National Insurance liabilities. For each benefit, an associated Event Type can be selected, determining how the benefit is processed and influencing its tax and NI treatment.
From April 2026, the initial launch will not yet include automated handling of National Insurance contributions. These elements will be introduced in later iterations of the BIK module. More information is available here.
Each benefit can also be customised with a company‑specific name, a default amount, internal notes (if required), and default stop‑date behaviour for leavers.
Please note: HMRC Benefit Type, Event Type and Default Stop Date for Leavers cannot be changed once a benefit has processed through a payroll
Contents
- Setting Up a Company Benefit
- Setting Up a Company Benefit via Data Imports
- Deleting a Company Benefit
- Configuring Benefit Groups
Before setting up company-level benefits, please check the relevant benefit type articles for any required settings. Some benefit types have mandatory rules. For example, 'Assets Transferred' must always have the setting 'Retain benefit until end of tax year' enabled.
Setting Up a Company Benefit
To add a new Company Benefit, go to:
- BIK > Administration > Company Setup and select the relevant Company
Any existing benefits will be listed onscreen (or an empty page if none yet created)
- Select Add New Benefit
A box will open, allowing a new benefit to be created.
- This section will supply the following for completion:
- HMRC Benefit Type - as defined by HMRC (these largely follow those from the previously-used P11D)
- Event Type - Event Types can refer to different applications of the same benefit, sometimes attracting different forms of Tax and National Insurance liability
- Benefit Name - enter a name for the benefit that is suited to the company, 'Health Plan' for example
- Set Default Amount - the monetary value of the benefit, leave unticked for 0
- Notes - optional area for additional information
-
Default Stop Date For Leavers - mandatory setting for how the benefit is treated when an employee becomes a leaver. The default value is Never Retain Benefit
- Never Retain Benefit - the benefit ends on the employee’s termination date. The benefit cash equivalent is calculated from the benefit start date up to the termination date and is prorated accordingly
- Retain the benefit to the end of the tax year - the benefit continues until 5 April of the current tax year, regardless of termination date. The benefit cash equivalent is calculated for the full tax year, with associated tax and National Insurance liabilities collected across the employee’s remaining pay periods
-
Retain the benefit X Number of Days after - the benefit continues for a specified number of days after the termination date, capped at the end of the current tax year. The benefit cash equivalent is calculated from the benefit start date up to the earlier of termination date plus configured days, limited to the end of the tax year
- Days - only appearing (and mandatory), if Retain the benefit X Number of Days after is selected, Enter the number of days to retain the benefit after termination
- Select Save when complete
Please note: HMRC Benefit Types and Event Types have been determined by P11D forms, as well as the HMRC Benefit A-Z Guidance.
- Click Save
- The completed benefit will now display in the list:
With the company benefit now created, the benefit will appear for selection at employee level (subject to 'Benefit Groups', see more below).
Setting Up Company Benefits via Data Imports
Company-level benefits can also be set up via Data Imports, allowing for the import of multiple benefits at once. A CSV template file can be downloaded, populated with benefits information as required, and then imported.
Go to:
- BIK > Administration > Data Imports
- Select Company Benefit Upload as the Upload Type
- Select Download CSV Template, and open it in Microsoft Excel
The template has 9 column headers (A-I). See the table below for guidance on each one.
Column |
Field |
Mandatory? |
Requirement |
Validations |
A |
Company Name |
Yes |
Enter the name of the company for the benefit to be uploaded to, exactly as it is spelt in the portal. |
Company must exist and must be exactly as the company is spelt in the Portal |
B |
HMRC Benefit Type |
Yes |
Enter the name of the HMRC Benefit Type, exactly as it is spelt in the portal. |
Must be spelt exactly as the HMRC Benefit Type is in the system. |
C |
Event Type |
Yes |
Enter the name of the Event Type, exactly as it is spelt in the portal. |
Must be spelt exactly as the Event Type is in the system and be applicable to the entered HMRC Benefit Type. |
D |
Benefit Name |
Yes |
Enter a desired Benefit Name. |
Cannot match the same name as any other benefit type configured under the same company, in the portal (Can have a benefit of the same name under different companies). |
E |
Set Default Amount |
Yes |
Enter Yes to enable a default amount or No not to. Enter No for Car & Car Fuel and Van & Van Fuel benefit |
Only enter Yes or No. Yes will fail validation if for Company Car & Car Fuel or Van & Van Fuel benefit. |
F |
Default Amount |
No* |
If Set Default Amount is Yes, then enter a monetary value for the default amount. |
*Mandatory if Set Default Amount is Yes. Monetary numerical value up to two decimal places only. If entered with Set Default Amount set to No, then it will default to blank. |
G |
Default Stop Date For Leavers |
No |
Enter exactly, one of the following:
|
Only enter one of the listed options. If left blank then Never Retain Benefit will be the default. |
H |
Days |
No* |
Enter a number of days to retain benefit after termination. |
*Mandatory if Retain the benefit X Number of Days after is selected Enter a number of days in whole numbers only. |
I |
Notes |
No |
Enter any additional notes, if required. |
None - Free Text |
Refer back to Fig.2 for further information on these fields.
Please note: The full list of supported HMRC Benefit Types and Event Types can be found in this article, allowing for simple copy and pasting into the upload. [Update to Published Link when ready]
- Complete the template and save (ensure it is saved as a CSV file)
- Return to BIK > Administration > Data Imports
- Select Company Benefit Upload as the Upload Type
- Select the template saved earlier, and select an If Validation Errors Occur option:
- Cancel Upload - even if just one error, the entire file will not be uploaded
-
Continue with Upload - all successful records in the template will load into the system and import the Company Benefit(s), whilst all unsuccessful ones will not
- If selecting this option, when importing data, be sure not to re-include successful rows
- Select Upload
Successful/unsuccessful (entirely or partially) uploading of the Company Benefits will be shown onscreen (see Fig.8 & Fig.9).
- If needed, correct any erroneous data and reattempt the upload
- If Continue With Upload was selected, successful records will be imported. When re-completing the upload, exclude successful records
- If Cancel Upload was selected, no records will be processed, and all records, including successful ones, should be included in the reattempted upload
- Return to BIK > Administration > Company Setup, and the imported benefit(s) will be visible - see Fig.10
Deleting a Company Benefit
Important: If a Benefit has not been processed, defined as processing through a payroll, it can be deleted if required.
To delete a company benefit, go to:
- BIK > Administration > Company Setup > Select Company
- Select the required Benefit and then Delete
- Via the po- up, select Ok to delete the benefit (or Cancel to stop it)
The benefit will then be deleted.
Configuring Company Benefit Groups
Benefit Groups let employers define which benefits are available to which employees, using criteria such as job title, location or contract type. Once set up, users configuring benefits for employees only see the benefits those employees are eligible for, and anything outside their criteria is hidden from selection.
The function is simply to reduce mistakes, enforce entitlement rules and prevent incorrect benefit assignments from flowing into payroll and tax calculations.
To configure a Benefit Group, go to:
- BIK > Administration > Company Setup > select Company
- Select View Benefit Groups
Any existing benefit groups will be listed onscreen (or an empty page if none yet created)
- Select Click to add a new group
Users will remain on the page, and a box will open.
- Enter a Benefit Group Name and Benefit Group Description
Then, Job Titles, Locations, and Contracts can be assigned to the benefit group as required.
- Use the Job Titles, Locations, and Contracts buttons and then double-click/use the arrow buttons to assign as required
- It is not mandatory to assign all Job Titles, Locations, or Contracts, but it is expected that at least one selection will be made
Please note: Users can expand the number of records in the list by updating the selection at the bottom left of the page. Depending on the resolution of the users monitor, the User Interface on screen will display more in one view.
- Finally, select Benefits
- It is mandatory to assign at least one benefit to the group
- Select Save to finalise and create the Benefit Group with its assignments
If a particular benefit type is never assigned to a Benefit Group, then that benefit will be available to all employees under the company for which it was created. Only until assigned to a group does it then depend on the criteria assigned.
Using Fig.18, Fig.19, Fig.20 and Fig.21 as examples here, the only employees who meet the following criteria will have the "Medical Insurance Gold Tier" benefit available to them:
- Job Title - is an Area Manager or Assistant Manager
- Location - at the Head Office or London LDN location
- Contract - on the Salaried contract
If a benefit is assigned to a group after already being assigned to an employee who is not entitled to the benefit, then the benefit will remain applied to the employee and will need manual review.
Comments
Please sign in to leave a comment.