Guidance

(From April 2027) Share Incentive Plan: technical note

Updated 2 November 2026

1. How to create ERS templates for SIP schemes

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

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

If you are creating an ERS return template, you must ensure that: 

• all required information is included
• 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 the guidance

Use the technical note to:

• create templates
• check formatting
• confirm mandatory fields

Use (From April 2027) Share Incentive Plan: guidance note 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 either by:

• downloading the HMRC template
• creating your own version if it exactly match the technical specifications set out in this guide

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 match the technical specifications set out in this guide

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 6 column headings on each table. You must follow the specifications detailed in this section to create your ODS template.

The following information explains the 6 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 (this means 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 explain 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 or create your own version.

The advantages of producing your CSV from the HMRC ODS template means all the formatting will be applied to the sheet.

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 the first 4 rows of text in the excel document (guidance and headers). The data you input must start in 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 SIP template contains 2 worksheets. If you need to complete all 2, 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

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.

3.2 Creating CSV files from scratch

If you are using Microsoft Excel or LibreOffice to create your own CSV file, 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: SIP_Awards_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: SIP_Awards_V7.csv).
3. From the ‘Save as’ 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. Share Incentive Plan Sheet titles

The following section contains the information you require to create your own templates.

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
• each row showing the data of each individual employee you are reporting on

Worksheet names for Share Incentive Plan (SIP) schemes

The Non‑Tass template contains 2 worksheets.

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

Worksheet number	Worksheet name
1	SIP_Awards_V7
2	SIP_Out_V7

4.1 Share Incentive Plan Shares awarded formatting guide (SIP_Awards_V7)

This table details the information and the format in which it is required when creating your own ODS template.

This worksheet has 17 questions therefore the questions should be shown from cell A to Q in row 4, and if you report changes to 3 employees this would require the information to be entered in 3 rows, from 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 of the event in the correct format. For example, 2023-10-31	DATE	yyyy-mm-dd	2023-10-31	M	1
2. Number of employees who acquired or were awarded shares.	NUM6	—	1000	O	2
3. Type of shares awarded. Enter a number from 1 to 4 depending on the type of share awarded. Follow the link at cell A3 for a list of the types of share which can be awarded.	NUMBER	See ‘Shares awarded’ list in guidance notes	2	M	3
4. If free shares, are performance conditions attached to their award?   Enter yes or no.	CHAR3	YES/NO	YES	CM	4
5. If matching shares, what is the ratio of matching shares to partnership shares? Enter ratio in the correct format. For example, 2:1 or 2/1	CHAR4	1:2 or 1/2	2:1	CM	5
6. Unrestricted market value (UMV) per share on acquisition or award. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	10.1234	O	6
7. Total number of shares acquired or awarded. Enter the number to 2 decimal places. For example, 100.00	NUM11V2	2 decimal places	2.50	O	7
8. Total value of shares acquired or awarded. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	25.1123	O	8
9. Total number of employees whose award of free shares during the year exceeded the limit of £3,600. Enter the number of employees whose free share awards exceed the annual limit.	NUM6	—	1000	O	9
10. Total number of employees whose award of free shares during the year was at or below the limit of £3,600.	NUM6	—	1000	O	10
11. Total number of employees whose award of partnership shares during the year exceeded the limit of £1,800.	NUM6	—	1000	O	11
12. Total number of employees whose award of partnership shares during the year was at or below the limit of £1,800.	NUM6	—	1000	O	12
13. Total number of employees whose award of matching shares during the year exceeded the limit of £3,600.	NUM6	—	1000	O	13
14. Total number of employees whose award of matching shares during the year was at or below the limit of £3,600.	NUM6	—	1000	O	14
15. Are the shares listed on a recognised stock exchange?   Enter yes or no.	CHAR3	YES/NO	YES	M	15
16. If no, was the market value 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

4.2 Share Incentive Plan Shares Out formatting guide (SIP_Out_V7)

This table details the information and the format in which it is required when creating your own ODS template.

For example, this sheet has 17 questions therefore the questions should be shown from cell A to Q in row4, and if you report changes to 3 employees this would require the information to be entered in 3 rows, from 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 of the event 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	This should be in the format AANNNNNNA, the last character should be alpha	QQ123456A	M	5
6. PAYE reference of the employing company.	CHAR14	—	123/XZ55555555	M	6
7. Number of free shares ceasing to be part of the plan. For example, 100.00	NUM11V2	2 decimal places	25.00	O	7
8. Number of partnership shares ceasing to be part of the plan. For example, 100.00	NUM11V2	2 decimal places	50.22	O	8
9. Number of matching shares ceasing to be part of the plan. For example, 100.00	NUM11V2	2 decimal places	150.50	O	9
10. Number of dividend shares ceasing to be part of the plan. For example, 100.00	NUM11V2	2 decimal places	250.11	O	10
11. Unrestricted market value per free share at date ceased to be part of the plan. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	1250.1000	O	11
12. Unrestricted market value per partnership share at date ceased to be part of the plan. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	125.8758	O	12
13. Unrestricted market value per matching share at date ceased to be part of the plan. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	250.0000	O	13
14. Unrestricted market value per dividend share at date ceased to be part of the plan. Enter the value in pounds to 4 decimal places. For example, 10.1234	NUM13V4	4 decimal places	7540.1234	O	14
15. Have all the shares been held in the plan for 5 years or more at the date they ceased to be part of the plan? Enter yes or no. If yes, no more information is needed for this event. If no, go to question 16.	CHAR3	YES/NO	YES	M	15
16. If no, for other than dividend shares, was PAYE operated? Enter yes or no.	CHAR3	YES/NO	NO	CM	16
17. If no, does this withdrawal of shares qualify for tax relief? Enter yes or no.	CHAR3	YES/NO	YES	CM	17