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Fixing errors with your PAPDIS upload

Fixing errors in your PAPDIS file

If your PAPDIS file upload shows an "Errors detected" message, don’t panic. It means some data went through, but a few things need sorting.

We’ll show you each issue clearly on screen. You can fix them in the error file, then upload it again.

Tip: Once you’ve made the changes, make sure you also update your payroll software; that way you won’t see the same error next time.

Common errors and how to fix them

1. The Pay Period Start Date Must Be One Day After the End of the Previous Pay Period
What it means: The pay period doesn’t follow the last one submitted for that team member.

How to fix:

  • If the period has already been submitted, no action needed.

  • If it’s missing, add it first, then re-upload the current one.

2. Contribution Rates Are Below the Legal Minimum
What it means: The contributions don’t meet legal requirements.

How to fix:

  • Make sure the employer pays at least 3%, and the total is at least 8%.

  • If you’re using a certified scheme, check the rules.

  • Update the rates and re-upload.

3. This National Insurance Number Is Already Linked to an Employee
What it means: The NI number is already used in another record.

How to fix:

  • Check the employee ID is correct.

  • For rehires, remove the NI number (and email) from the old record before uploading again.

4. National Insurance Number Format Is Wrong
What it means: The NI number isn’t valid.

How to fix:

  • Check the format and correct it.

  • If it’s temporary or unknown, remove it for now and upload again.

5. The 'Ends On' Date Cannot Be Before Active Membership Starts
What it means: The leave date is before the start or opt-in date.

How to fix:

  • Adjust the ‘ends on’ date so it comes after the start date.

6. Start Date or Exit Date Format Is Wrong
What it means: The date format is incorrect.

How to fix:

  • Use DD-MM-YYYY or YYYY-MM-DD.

  • Correct the format and upload again.

7. You Can’t Change an Assessment Code
What it means: The assessment code changed for a period already submitted.

How to fix:

  • Delete the record from the Contributions page.

  • Match the code to the original and re-upload.

8. You Can’t Change an Event Code
What it means: Same as above, but for event codes.

How to fix:

  • Update the event code to match what was submitted before.

9. Employee Not Found
What it means: The system can’t find this person.

How to fix:

  • Check the employee exists.

  • If they’re new, upload their details first.

  • Or add them manually in the Employer Portal, then re-upload.

10. Contribution Date Mismatch
What it means: The date in the file doesn’t match the pay period.

How to fix:

  • Check the contribution date and make sure it aligns with the pay cycle.

11. Invalid Job Title
What it means: The job title has invalid characters or formatting.

How to fix:

  • Remove any special characters (like commas or apostrophes).

  • Update and upload again.

12. Invalid Salary Format
What it means: The salary figure is in the wrong format.

How to fix:

  • Use numbers only, with decimals where needed.

  • No currency symbols.

  • Fix and re-upload.

13. No Employer Contribution Found
What it means: A contribution is missing where one’s required.

How to fix:

  • Add the employer contribution.

  • Double-check it’s the correct amount.

  • Re-upload the file.

14. Missing Employee Email Address
What it means: The email is blank or not valid.

How to fix:

  • Make sure each record has a valid email address.

  • Add what’s missing and upload again.

15. Invalid Contribution Period
What it means: The contribution period doesn’t match the employee’s pay cycle.

How to fix:

  • Check and update the pay cycle for that person.

16. Missing or Invalid Date of Birth
What it means: The date of birth is either missing or not formatted right.

How to fix:

  • Add or fix the date. Use DD-MM-YYYY or YYYY-MM-DD.

17. Pensionable Earnings Not Specified
What it means: Pensionable earnings are missing or incorrect.

How to fix:

  • Add or correct the figures, then re-upload.

18. Invalid Postcode
What it means: The postcode doesn’t follow the correct format.

How to fix:

  • Use valid UK postcode format.

  • Fix and upload again.

19. Employment Type Is Missing or Incorrect
What it means: The employment type hasn’t been filled in correctly.

How to fix:

  • Check and update to a valid type (like full-time or part-time).

20. Duplicate Employee Record
What it means: The same employee appears more than once.

How to fix:

  • Remove any duplicates.

  • Upload the cleaned file.

21. Invalid Contribution Amount
What it means: The contribution amount is either too high, too low, or not formatted right.

How to fix:

  • Check it’s within the legal range and properly formatted.

  • Fix and re-upload.

Need a hand?

If you’re stuck or unsure, we’re here to help.
Contact Thrive Customer Support