Guidance

(From April 2027) Enterprise Management Incentives (EMI): technical note

Updated 2 November 2026

1. How to create ERS templates for ‘EMI’ schemes 

 This technical note explains how to create your own Employment Related Securities (ERS) templates for reporting Enterprise Management Incentive (EMI) ERS schemes. 

You only need to create your own templates if you do not want to use the HMRC templates published on GOV.UK. 

If you are creating an ERS return template, you must ensure that all required information is included and the file you submit matches the technical specification exactly. 

If any column, format, worksheet name or question does not match the specification in this document, the file will not be submitted successfully.

How to use this document alongside guidance 

Use the technical note to:

• create templates
• check formatting
• confirm mandatory fields

Use (From April 2027) Enterprise Management Incentives (EMI): guidance notes. to:

• understand what each question means
• know how to complete each question correctly
• confirm mandatory fields

1.1 File formats you can use 

You can submit ERS templates in OpenDocument Spreadsheet (ODS) format (.ods template) either by

• downloading the HMRC template
• creating your own version if it exactly match the technical specifications

Alternatively you can submit the template in Comma Separated Values (CSV) format either by:

• creating it from the HMRC ODS templates
• creating your own version — the formatting of the answers must match the technical specifications

Most spreadsheet applications, including Microsoft Excel, Google Sheets and OpenOffice, support ODS and CSV formats.

2. General rules for ODS templates

If you choose to create your own version of an ODS template rather than download the HMRC ODS template, it must match the requirements set out in this guide.

You must not:

• rename any worksheet
• change the order of columns
• alter column headings or any text within the document (all text and formatting requirements are set out in this guide).

If you do, the system will reject your file.

When saving your file, you must not include:

• empty file names
• more than 240 characters

For ODS templates there are no other restrictions on the file name and the following special characters can also be used: full stop, hyphen, underscore, semi-colon, exclamation mark, equals sign and round brackets.

2.1 Table headings explained

Section 4 contains tables for each worksheet within the template. There are six column headings on each table, and you must follow the specifications detailed in this section to create your ODS template.

The following information explains the six column headings of the tables.

Column title

All column titles must match the required HMRC formatting detailed in section 4. You must ensure that each question heading is contained within a single cell and column, and that all spelling and formatting exactly match the specification below.

 If the column heading does not accurately match the technical specification, it will not be possible to submit the file successfully.

Data type

This details whether your response to the question should be numbers, characters (that is letters), or a combination of numbers and characters, and details the maximum amount of numbers and characters you can provide per cell.

Numbers will either be whole or decimal, the data type column in the section 4 tables show what format they should be in. The maximum size of the number is the whole number part plus any decimal.

For example, ‘NUM11V2’ means data can be up to 14 characters in length. ‘NUM11’ means you can have a maximum of 11 numbers, followed by the ‘V’ which represents the decimal place and the ‘2’ following the ‘V’ means you can have up to 2 numbers following the decimal place, for example 12345678910.12.

Characters (letters) are represented by the term CHAR followed by a number, for example ‘CHAR3’, this is the maximum number of characters (letters) a field can contain, for example YES.

Formatting

This details how the data should be formatted and shown in the template. If the formatting does not match the technical specification exactly, this will result in errors and until corrected you will be unable to successfully upload your ERS return.

Example data

This gives an example of the data format required. For example, 2023-10-31.

Mandatory, Conditional Mandatory or Optional

This shows if a response to the question is either Mandatory (M), Conditional Mandatory (CM) or Optional (O).

Mandatory means a response is always required regardless of any other information provided.

Conditional Mandatory means a response is only required if you have provided the relevant response on a previous question.

Optional means this field can be left blank but should be completed if you know the information requested.

Leave fields blank if they are not mandatory or do not apply. 

CSV position

‘CSV position’ is only applicable for CSV files. The CSV position refers to the question number.

3. General rules for Creating CSV files

The sections below explains the general rules used when creating a CSV file. 

If you have a large amount of data, or you are a Mac user, you may choose to create your return using CSV files rather than the HMRC ODS template. Mac users may find that the HMRC ODS template is not compatible with Mac software.

You can create CSV files using Microsoft Excel or LibreOffice.

You can create a CSV file:

• using an HMRC ODS template as a starting point, or
• from scratch.

Be aware that when you save an ODS or Excel file as a CSV and then reopen it, formatting may be lost.

3.1 Creating CSV files from an HMRC ODS template

To create CSV files from the HMRC ODS template, you must first select and download the relevant template for your scheme type.

Before entering any data, delete all pre‑filled content in the first four rows (guidance and headers). The data you input must start from column A row 1.

When using the ODS template, complete one worksheet at a time. Once a worksheet is complete, save it as a CSV file before moving on to the next worksheet.

For example, the EMI template contains 5 worksheets. If you need to complete all 5, you must:

• open the ODS template
• complete the first worksheet
• save it as a CSV file
• reopen the ODS template
• complete the next worksheet and save it as a separate CSV file, and repeat for each required worksheet

Each CSV file must be saved using the correct worksheet name.

When converting or exporting the existing ODS template to CSV, unintended blank rows may be generated. These blank rows should be removed before the file is uploaded for checking.

When submitting your return, you must upload all required CSV files for that scheme at the same time. For example, an EMI scheme may require up to 5 separate CSV files, which must all be uploaded together.

3.2 Creating CSV files from scratch

If you are using Microsoft Excel or LibreOffice to create a CSV file from scratch, your data must:

• start in column  A row 1
• follow the column order, structure and formatting set out in section 4

Each row must contain one complete record, and each column must contain one value only.

Once all required data has been entered, save the file in CSV format.

Tables describing the required format for each column (question) are provided in section 4. When completing your CSV, you must follow the information in the table columns starting from Data type onwards when entering your data.

3.3 CSV sheet and file names

CSV file names must:

• match the worksheet name exactly
• end with .csv

For example:
EMI40_Replaced_V7.csv

The worksheet name is displayed when you open the HMRC ODS template. Worksheet names are case sensitive and must be used exactly as shown for both the CSV worksheet name and the CSV file name.

3.4 Saving a file as a CSV

You should save each CSV file in a location that is easy to find, such as your desktop or a local drive. You will need to upload the file as part of your ERS return.

To save a file as a CSV:

1. Select ‘File’, then ‘Save As’
2. Enter the file name as described in section 4, ensuring it ends with .csv (for example: EMI40_Replaced_V7.csv).
3. From the ‘Save as’ type drop-down menu, select CSV (Comma delimited)
4. Select ‘Save’.

3.5 Formatting CSV files

CSV files use commas to separate values.

You must not include commas within a cell value, as this will cause the file to be rejected. For example, an address containing a comma will result in an error.

If a value must include a comma (for example, a company name), you must enclose the entire value in double quotation marks.

For example:   “10 Downing Street, London”.

4. Table information to help you create templates

The following sections explain the information you need to create your own templates for Enterprise Management Incentives (EMI) schemes.

Although the questions are shown vertically in the tables, when creating your ODS template you must enter them horizontally, with:

• each question as a column heading, and
• each row showing the data of each individual employee you are reporting on

The EMI template contains 5 worksheets.

Worksheet names must be entered exactly as shown, including capital letters and underscores.

Sheet number	Sheet title
1	EMI40_Adjustments_V7
2	EMI40_Replaced_V7
3	EMI40_RLC_V7
4	EMI40_NonTaxable_V7
5	EMI40_Taxable_V7

4.1 EMI adjustment of options formatting guide (EMI40_Adjustments_V7)

This table shows the information required and the format to use when creating your own ODS template for adjustments to EMI options.

This worksheet contains 14 questions, so the column headings should appear from cell A to N in row 4.
If you are reporting adjustments for 3 employees, enter their details in 3 rows, for example row 5 to row 7.

Column Title	Data Type	Formatting	Example Data	Mandatory/ Conditional Mandatory or Optional	CSV Position
1. Has there been any adjustment of options following a variation in the share capital of the company? Enter yes or no.	CHAR3	YES/NO	YES	M	1
2. Has there been a change to the description of the shares under option? Enter yes or no.	CHAR3	YES/NO	YES	CM	2
3. Is the adjustment a disqualifying event? If it is a disqualifying event, enter yes and go to question 4. If it is not a disqualifying event, enter no and go to question 5.	CHAR3	YES/NO	YES	CM	3
4. If yes, enter a number from 1 to 8 depending on the nature of the disqualifying event. Follow the link at cell A3 for a list of disqualifying events.	NUMBER	See ‘Nature of disqualification event’ list in guidance	3	CM	4
5. Date option adjusted. Enter the date in the correct format. For example, 2023-10-31	DATE	yyyy-mm-dd	2023-10-31	M	5
6. Employee first name.	CHAR35		John	M	6
7. Employee second name (optional).	CHAR35		S	O	7
8. Employee last name.	CHAR35		Smith	M	8
9. National Insurance number. Enter in the correct format. For example, QQ123456C	CHAR9	The NINO should be in the format AANNNNNNA, the last character should be alpha	QQ123456B	M	9
10. PAYE reference of employing company.	CHAR14		123/XZ55555555	M	10
11. Exercise price per share under option before adjustment. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	12.1201	O	11
12. Number of shares under the option after adjustment. Enter the total number of shares to 2 decimal places. For example, 100.00	NUM11V2	2 decimal places	25.25	O	12
13. Exercise price per share under option after the adjustment. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	15.7845	O	13
14. Actual market value of a share at the date of grant. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	16.1234	O	14

4.2 EMI replaced formatting guide (EMI40_Replaced_V7)

This table shows the information required and the format to use when creating your own ODS template for replaced EMI options.

This worksheet contains 17 questions, so the column headings should appear from cell A to Q in row 4.
If you are reporting replaced options for 3 employees, enter their details in 3 rows, for example row 5 to row 7.

Column Title	Data Type	Formatting	Example	Data Mandatory/ Conditional Mandatory or Optional	CSV Position
1.    Date of grant of old option. Enter the date in the correct format. For example, 2023-10-31	DATE	yyyy-mm-dd	2023-10-31	M	1
2. Date of grant of new option. Enter the date in the correct format. For example, 2023-10-31	DATE	yyyy-mm-dd	2023-10-31	M	2
3.  Employee first name.	CHAR35		John	M	3
4.   Employee second name (optional).	CHAR35		S	O	4
5.  Employee last name.	CHAR35		Smith	M	5
6.  National Insurance number. Enter in the correct format. For example, QQ123456C	CHAR9	The NINO should be in the format AANNNNNNA, the last character should be alpha	QQ123456A	M	6
7.  PAYE reference of employing company.	CHAR14		123/XZ55555555	M	7
8.  Actual market value of original shares at the date the options were replaced. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	250.1234	O	8
9.  Name of the company whose shares are the subject of the new option.	CHAR120		Option text	M	9
10.  Company address line 1.	CHAR27		1 Beth street	M	10
11.  Company address line 2.	CHAR27		Bucknall	O	11
12.  Company address line 3.	CHAR27		Stoke	O	12
13.  Company address line 4.	CHAR18		Staffordshire	O	13
14.  Country.	CHAR18		United Kingdom	O	14
15.  Postcode.	CHAR8		SE1 2AB	M	15
16.  Corporation Tax reference (Unique Taxpayer Reference).	CHAR10		1234567890	O	16
17.  Company Reference Number (CRN).	CHAR10		AC097609	O	17

4.3 EMI released, lapsed or cancelled formatting guide (EMI40_RLC_V7)

This table shows the information required and the format to use when creating your own ODS template for EMI options that were released, lapsed or cancelled.

This worksheet contains 12 questions, so the column headings should appear from cell A to L in row 4.
If you are reporting events for 3 employees, enter their details in 3 rows, for example row 5 to row 7.

Column Title	Data Type	Formatting	Example	Data Mandatory/ Conditional Mandatory or Optional	CSV Position
1.  Date of event. Enter the date in the correct format. For example, 2023-10-31	DATE	yyyy-mm-dd	2023-10-31	M	1
2.   Is the release, lapse or cancellation the result of a disqualifying event?	CHAR3	YES/NO	YES	M	2
3.  If yes, enter a number from 1 to 8 depending on the nature of the disqualifying event. Follow the link at cell A3 for a list of disqualifying events.	NUMBER	See ‘Nature of disqualification event’ list in guidance	5	CM	3
4.   Employee first name.	CHAR35		John	M	4
5.  Employee second name (optional).	CHAR35		S	O	5
6.  Employee last name.	CHAR35		Smith	M	6
7.  National Insurance number. Enter in the correct format. For example, QQ123456C	CHAR9	The NINO should be in the format AANNNNNNA, the last character should be alpha	QQ123456B	M	7
8.  PAYE reference of employing company.	CHAR14	–	123/XZ55555555	M	8
9.    Number of shares subject to the option which have been released, lapsed or cancelled? Enter the total number of shares to 2 decimal places. For example, 100.00	NUM11v2	2 decimal places	12.52	O	9
10.   Was money or value received? If yes go to question 11. If not, enter no. No further information is needed.	CHAR3	YES/NO	NO	M	10
11.  If yes enter the amount. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13v4	4 decimal places	25.1234	CM	11
12.  Was PAYE operated? Enter yes or no.	CHAR3	YES/NO	YES	CM	12

4.4 EMI non‑taxable exercise of options formatting guide (EMI40_NonTaxable_V7)

This table shows the information required and the format to use when creating your own ODS template for non‑taxable exercises of EMI options.

This worksheet contains 15 questions, so the column headings should appear from cell A to O in row 4.
If you are reporting non‑taxable exercises for 3 employees, enter their details in 3 rows, for example row 5 to row 7.

Column Title	Data Type	Formatting	Example	Data Mandatory/ Conditional Mandatory or Optional	CSV Position
1.  Date of option exercise. Enter the date in the correct format. For example, 2023-10-31	DATE	yyyy-mm-dd	2023-10-31	M	1
2.   Employee first name.	CHAR35		John	M	2
3.  Employee second name (optional).	CHAR35		S	O	3
4.  Employee last name.	CHAR35		Smith	M	4
5.  National Insurance number. Enter in the correct format. For example, QQ123456C	CHAR9	The NINO should be in the format AANNNNNNA, the last character should be alpha	QQ123456B	M	5
6.  PAYE reference of employing company.	CHAR14		123/XZ55555555	M	6
7.  Total number of shares employee entitled to on exercise of the option before any cashless exercise or other adjustment. Enter the number to 2 decimal places. For example, 100.00	NUM11V2	2 decimal places	2500.23	O	7
8.  Actual market value (AMV) of a share at the date of grant of the options exercised. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	10.2567	O	8
9.  Exercise price per share. Enter the price the employee will pay for each share on the exercise of the share option. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	8.0055	O	9
10.   AMV of a share at date of exercise. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	11.5123	O	10
11. Are the shares listed on a recognised stock exchange? Enter yes or no. If no, go to question 12. If yes, go to question 14.	CHAR3	YES/NO	NO	M	11
12.  If no, was the market value agreed with HMRC? Enter yes or no. If yes, go to question 13. If no, go to question 14.	CHAR3	YES/NO	NO	CM	12
13.  If yes, enter the HMRC valuation reference given.	CHAR 10		12345678 or qq123456	CM	13
14.  Total amount paid for shares. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	5.1234	O	14
15.   Were all shares resulting from the exercise sold? Enter yes if they were either sold on the same day as the exercise in connection with the exercise or sale instructions were given for all shares to be sold on exercise.	CHAR3	YES/NO	YES	M	15

4.5 EMI taxable exercise of options formatting guide (EMI40_Taxable_V7)

This table shows the information required and the format to use when creating your own ODS template for taxable exercises of EMI options.

This worksheet contains 20 questions, so the column headings should appear from cell A to T in row 4.
If you are reporting taxable exercises for 3 employees, enter their details in 3 rows, for example row 5 to row 7.

Column Title	Data Type	Formatting	Example	Data Mandatory/ Conditional Mandatory or Optional	CSV Position
1.  Date option exercised. Enter the date in the correct format. For example, 2023-10-31	DATE	yyyy-mm-dd	2023-10-31	M	1
2.  Is this as a result of a disqualifying event? If it is a disqualifying event, enter yes and go to question 3. If it is not a disqualifying event, enter no and go to question 4.	CHAR3	YES/NO	YES	M	2
3.  If yes, enter a number from 1 to 8 depending on the nature of the disqualifying event. Follow the link at cell A3 for a list of disqualifying events.	NUMBER	See ‘Nature of disqualification event’ list in guidance	2	CM	3
4.  Employee first name.	CHAR35		John	M	4
5.  Employee second name (optional).	CHAR35		S	O	5
6.  Employee last name.	CHAR35	Smith	M	6
7.  National Insurance number. Enter in the correct format. For example, QQ123456C	CHAR9	The NINO should be in the format AANNNNNNA, the last character should be alpha	QQ123456B	M	7
8.  PAYE reference.	CHAR14		123/XZ55555555	M	8
9.  Total number of shares employee entitled to on exercise of the option before any cashless exercise or other adjustment. Enter the number to 2 decimal places. For example, 100.00	NUM11V2	2 decimal places	2500.12	O	9
10.  Actual market value (AMV) of a share at date of grant. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	72.2589	O	10
11.  Exercise price per share. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	15.1234	O	11
12.  AMV of a share at date of exercise. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	25.4321	O	12
13.  Unrestricted market value of a share at date of exercise. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	22.3456	O	13
14.  Total amount paid for the shares. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	5.8965	O	14
15.  Is the company listed on a recognised stock exchange? Enter yes or no. If no, go to question 16. If yes, go to question 18.	CHAR3	YES/NO	YES	M	15
16.  Has the market value been agreed with HMRC? Enter yes or no.	CHAR3	YES/NO	YES	CM	16
17. If yes, enter the HMRC valuation reference given.	CHAR 10	12345678 or qq123456	—	CM	17
18.  Has an election under Section 431(1) been made to disregard restrictions? Enter yes or no.	CHAR3	YES/NO	YES	M	18
19.   Has a National Insurance Contribution election or agreement been operated. Enter yes or no.	CHAR3	YES/NO	NO	M	19
20.  Amount subjected to PAYE. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	12.5365	O	20