Importing Employees from an XLSX or CSV file is a great way to get set up and running quickly. It is also a handy way to perform bulk updates of employee data. A short video on this setup can be found here. Please be aware if your business has over 200 locations configured, the export feature will not automatically apply a lookup table to relevant data. You can find the Import Employees feature in the menu under the 'Add Employee' tab:
The best way to get started is by exporting the XLSX or CSV template file, adding data to it and then re-importing it. To export the template, click the Export button and then click on the down arrow to choose an Empty Template; then choose whether you want to work with an XLSX or CSV Template.
Warning
Please do not delete any of the columns in your XLSX/CSV file. If you delete or remove columns in your XLSX/CSV file and upload it into the platform, this will result in clearing some of your data on the platform too. This will lead to errors and affect your records and system.
This file contains the column headers for the import. You simply need to add a row for each employee that you wish to import. Once you have finished editing the XLSX or CSV file, you can upload it by clicking the "Select File…" button.
Take note of the setting Automatically create missing locations. Selecting this means that any location names listed in the PrimaryLocation and Locations column in the import that are not already set up in the platform, will automatically be created. If this setting is not selected, there will be an import error if there are location names contained in the import not already created in the platform. Once you select your file, click on "Confirm Upload" and the import will begin.
When the import is complete, the results will be displayed on the screen advising the status of each employee updated.
File Specification
There are quite a few fields in the file however, they are broken into sections as shown below and not all sections are mandatory.
Core DataNOTE: either Tax File Number or First Name+Surname+Date of birth must be present in the file to uniquely identify the employee |
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| Field Name | Data Type | Notes |
|---|---|---|
| EmployeeId | Number | This column must stay blank for new employees as the system will auto generate the next available unique number |
| TaxFileNumber | Number | |
| Title | Text | Valid values: Mr, Mrs, Miss, Ms, Dr |
| PreferredName | Text | |
| FirstName | Text | |
| MiddleName | Text | |
| Surname | Text | |
| DateOfBirth | Date | |
| Gender | Text | Valid values: Male, Female, Unspecified, Non-Binary |
| ExternalId | Text |
Can be the id of the employee in some other system (eg: HR). N.B. If an external Id is used that has been used before you won't be able to save it for a new employee if the 'unique external ID' setting is switched on. If the ID is linked to an existing employee their record will be updated. This setting is located on the Payroll settings > Advanced settings page. See here for more information. |
| ResidentialStreetAddress | Text | |
| ResidentialAddressLine2 | Text | |
| ResidentialSuburb | Text | |
| ResidentialState | Text | |
| ResidentialPostCode | Number | |
| ResidentialCountry | Text | This field only needs to be completed if ResidentialAddressIsManuallyEntered = True |
| ResidentialAddressIsManuallyEntered | Text | Valid values: True, False |
| PostalStreetAddress | Text | |
| PostalAddressLine2 | Text | |
| PostalSuburb | Text | |
| PostalState | Text | |
| PostalPostCode | Number | |
| PostalCountry | Text | This field only needs to be completed if PostalAddressIsManuallyEntered = True |
| PostalAddressIsManuallyEntered | Text | Valid values: True, False |
| EmailAddress | Text | |
| HomePhone | Text | |
| WorkPhone | Text | |
| MobilePhone | Text | |
| StartDate | Date | |
| EndDate | Date | date that employment was terminated (If employee has finalised their employment) |
| AnniversaryDate | Date | eg: the date the employee received their qualifications |
| TerminationReason | Text | This field contains a pre-determined drop down list. This field can only be used if the EndDate field has been completed |
| Tags | Text | Pipe (‘|’) separated list of tags to associate with this employee |
Tax File Declaration |
Data Type | Notes |
| EmployingEntityABN | Number | You cannot change an employee's employing entity using this import file. Rather, you can find instructions on how to do this from here. |
| EmploymentType | Text | Valid values: Full Time, Part Time, Casual, Labour Hire, Superannuation Income Stream |
| PreviousSurname | Text | |
| AustralianResident | TrueFalse | |
| ClaimTaxFreeThreshold | TrueFalse | |
| SeniorsTaxOffset | TrueFalse | |
| OtherTaxOffset | TrueFalse | |
| StslDebt | TrueFalse | |
| StslCalculationType | Taxable Earnings/Repayment Income | Enter a value here where 'StslDebt' = True. If this field is left blank and 'StslDebt' = True, the default calculation type will be used, being 'Taxable Earnings'. |
| IsExemptFromFloodLevy | TrueFalse | Only used for 2011/2012 financial year. |
| HasApprovedWorkingHolidayVisa | TrueFalse | |
| WorkingHolidayVisaCountry | Select from dropdown | This field is only required if 'HasApprovedWorkingHolidayVisa' = True. The country selected here must be the country stated in the employee's Visa. |
| IsSeasonalWorker | TrueFalse | |
| HasWithholdingVariation | TrueFalse | |
| TaxVariation | Number | Should only be specified if HasWithholdingVariation is 'Yes' |
| TaxCategory | Select from dropdown | |
| MedicareLevyExemption | Text | Valid values: None, Full, Half |
| MedicareLevySurchargeWithholdingTier | Select from dropdown | If a value is selected here for an employee, the employee cannot also claim a medicare levy exemption or medicare levy reduction |
| ClaimMedicareLevyReduction | TrueFalse | Valid values: True, False |
| MedicareLevyReductionSpouse | TrueFalse | True must only be entered for if ClaimMedicareLevyReduction = True and the employee has a spouse who is wholly or partly maintained by the employee. |
| MedicareLevyReductionDependentCount | Number | This field is only required if 'ClaimMedicareLevyReduction' = True. |
| DateTaxFileDeclarationSigned | Date | Date that the tax file declaration was signed |
| DateTaxFileDeclarationReported | Date | Date that the tax file declaration was reported to the ATO |
Pay Run Setup |
Data Type | Notes |
| JobTitle | Text | |
| PaySchedule | Text | Corresponds to the name of a Pay Schedule that you have already created. For example ‘Weekly’ |
| PrimaryPayCategory | Text | Corresponds to the name of a Pay Category that you have already created. For example ‘Full Time – Standard’ |
| PrimaryLocation | Text | Corresponds to the fully qualified name of a Location that you have already created. See below for details on Fully Qualified Locations. |
| PaySlipNotificationType | Text | Valid values: Email, SMS, Manual, None |
| Rate | Number | How much is the employee paid (may be specified as a ‘per hour’ or ‘per annum’ value) |
| RateUnit | Text | Valid values: Hourly, Annually, Daily |
| OverrideTemplateRate | Text | Valid values: True, False |
| HoursPerWeek | Number | Standard number of hours per week for this employee |
| HoursPerDay | Number | Standard number of hours worked per day for this employee. Value cannot be '0'. |
| AutomaticallyPayEmployee | TrueFalse | Determines whether the employee's “standard weekly hours” are automatically added as earnings lines to a new pay run |
| LeaveTemplate | Text | Name of the Leave Allowance Template to apply to this employee |
| PayRateTemplate | Text | Name of the Pay Rate Template to apply to this employee |
| PayConditionRuleSet | Text | Name of the pay condition rule set to assign to this employee |
| EmploymentAgreement | Text | Name of an existing employment agreement to associate with this employee |
| IsEnabledForTimesheets | Text | Valid values: Enabled, Disabled, EnabledForExceptions |
| IsExemptFromPayrollTax | TrueFalse | |
| Locations | Text | Pipe (‘|’) separated list of Fully Qualified Locations that this employee works at |
| WorkTypes | Text | Pipe (‘|’) separated list of work types to enable this employee to submit timesheets for |
Emergency Contacts |
Data Type | Notes |
| EmergencyContact1_Name | Text | |
| EmergencyContact1_Relationship | Text | |
| EmergencyContact1_Address | Text | |
| EmergencyContact1_ContactNumber | Text | |
| EmergencyContact1_AlternateContactNumber | Text | |
| EmergencyContact2_Name | Text | |
| EmergencyContact2_Relationship | Text | |
| EmergencyContact2_Address | Text | |
| EmergencyContact2_ContactNumber | Text | |
| EmergencyContact2_AlternateContactNumber | Text | |
Bank Accounts
|
Data Type | Notes |
| BankAccount1_BSB | Text | This field also maps to the BPAY Biller Code. |
| BankAccount1_AccountNumber | Text | This field also maps to the BPAY Customer Reference Number. |
| BankAccount1_AccountName | Text | For a BPAY account, the value here must be 'BPAY'. |
| BankAccount1_AllocatedPercentage | Text | Use 100 to nominate remaining balance |
| BankAccount1_FixedAmount | Text | Percentage or Fixed amount may be specified. |
| BankAccount2_BSB | Text | |
| BankAccount2_AccountNumber | Text | |
| BankAccount2_AccountName | Text | |
| BankAccount2_AllocatedPercentage | Text | Use 100 to nominate remaining balance |
| BankAccount2_FixedAmount | Text | Percentage or Fixed amount may be specified. |
| BankAccount3_BSB | Text | |
| BankAccount3_AccountNumber | Text | |
| BankAccount3_AccountName | Text | |
| BankAccount3_AllocatedPercentage | Text | Use 100 to nominate remaining balance |
| BankAccount3_FixedAmount | Text | Percentage or Fixed amount may be specified. |
Super Funds
|
Data Type | Notes |
| SuperFund1_ProductCode | Text | |
| SuperFund1_FundName | Text | |
| SuperFund1_MemberNumber | Text | |
| SuperFund1_AllocatedPercentage | Text | Use 100 to nominate remaining balance |
| SuperFund1_EmployerNominatedFund | TrueFalse | Value can only be TRUE if the employer nominated fund has been set up via the Superannuation screen |
| SuperFund1_FixedAmount | Text | Percentage or Fixed amount may be specified. |
| SuperFund2_ProductCode | Text | |
| SuperFund2_FundName | Text | |
| SuperFund2_MemberNumber | Text | |
| SuperFund2_AllocatedPercentage | Text | Use 100 to nominate remaining balance |
| SuperFund2_FixedAmount | Text | Percentage or Fixed amount may be specified. |
| SuperFund2_EmployerNominatedFund | TrueFalse | Value can only be TRUE if the employer nominated fund has been set up via the Superannuation screen |
| SuperFund3_ProductCode | Text | |
| SuperFund3_FundName | Text | |
| SuperFund3_MemberNumber | Text | |
| SuperFund3_AllocatedPercentage | Text | Use 100 to nominate remaining balance |
| SuperFund3_FixedAmount | Text | Percentage or Fixed amount may be specified. |
| SuperFund3_EmployerNominatedFund | TrueFalse | Value can only be TRUE if the employer nominated fund has been set up via the Superannuation screen |
| SuperThresholdAmount | Number | |
| MaximumQuarterlySuperContributionsBase | Number | |
Miscellaneous |
Data Type | Notes |
| RosteringNotificationChoices | Text | Valid values: Email, SMS, None |
| LeaveAccrualStartDateType | Text | Valid values: LeaveAccrualStartDateType, SpecifiedDate |
| LeaveYearStart | Date | A date should only be entered here if the LeaveAccrualStartDateType setting is set as "SpecifiedDate". Otherwise keep blank. |
| CloselyHeldReporting | Text | Enter a value here if 'SingleTouchPayroll' = Closely held employee. Valid values: Per quarter, Per pay run. If 'SingleTouchPayroll' = Closely held employee and this value is blank, the default reporting option will be per quarter. |
| SingleTouchPayroll | Select from dropdown | Complete this field if your employee is classified with an income type that is NOT salary and wages, working holiday maker or seasonal worker. Further information on income types can be found here. |
| PayrollId | Text | This ID can only be changed if the business has changed the BMS ID in accordance with these procedures. |
Minimum Required Fields
To setup an employee to be processed in a pay run the following fields are required as a minimum:
- TaxFileNumber
- FirstName
- Surname
- DateOfBirth
- ResidentialStreetAddress
- ResidentialSuburb
- ResidentialState
- ResidentialPostCode
- PostalStreetAddress
- PostalSuburb
- PostalState
- PostalPostCode
- StartDate
- EmploymentType
- PaySchedule
- PrimaryPayCategory
- PrimaryLocation
- PaySlipNotificationType
- Rate
- RateUnit
- HoursPerWeek
- BankAccount1_BSB
- BankAccount1_AccountNumber
- BankAccount1_AccountName
- BankAccount1_AllocatedPercentage
- SuperFund1_FundName
- SuperFund1_MemberNumber
- SuperFund1_AllocatedPercentage
Once an employee is set up in the platform, import files may contain a smaller subset of fields but the following must always be included in order to be able to identify the employee to update:
EITHER:
- Tax File Number
OR:
- Employee ID
NB: Gender information will revert to Unspecified if the gender field is deleted prior to uploading.
Fully Qualified Locations
Since locations may be nested, When importing from the CSV file, it is important to specify the Fully Qualified Location. For the following set of locations:
- All Offices
- NSW Offices
- Strathfield
- QLD Offices
- Logan
- NSW Offices
The fully qualified location for ‘Strathfield’ would be All Offices / NSW Offices / Strathfield
Deleting Data
If you want to use an import file to remove data from the employee records, in bulk, you'll need to use the value "(clear)" without the quotes in the appropriate field on your import file to remove it from the matching field on the employee record.
If you have any questions or feedback, please let us know via support@yourpayroll.com.au
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