If you want to bulk import other income/benefits data, you can do this by going to the Payroll settings > Import other income/benefits page. From there, you can click the link to be be re-directed to the data extracts page so that you can export a template in the correct format, in order to be able to import it via this page.
You may find it helpful to add other income/benefits data to an individual employee first (via their Employee file > other income/benefits page) so that when you export the template it will contain data, and this will give you an idea of what needs to be entered.
You are able to import the following:
- Benefits in kind
- Gains/profits from employee share plans
- Income from overseas employment/pension fund
- Income tax borne by employer
Benefits in kind
The file will contain the following fields:
- EmployeeId - this is the system generated employee ID which you'll find at the top of the Employee file > Details page
- EmployeeFirstName
- EmployeeSurname
- EmployeeExternalId - this is an optional field and only applies if the employee has an external ID add on their Employee file >Details page (down the bottom)
- BasisPeriod - enter the basis period that the earnings belong to
- AddressLine1 - Address line 1 must be completed at a minimum. Only applicable for the place of residence benefit type
- AddressLine2 - Only applicable for the place of residence benefit type
- AddressLine3 - Only applicable for the place of residence benefit type
- PeriodOfOccupationFromDate - This is a compulsory field and must fall within the selected basis period. Only applicable for the place of residence benefit type
- PeriodOfOccupationToDate - This is a compulsory field and must fall within the selected basis period. Only applicable for the place of residence benefit type
- EmployeesSharingPremises - Compulsory number field, number provided must be greater than 0. Only applicable for the place of residence benefit type
- Benefit - mandatory RM value. Only applicable for the place of residence benefit type
- BenefitType - This is a drop down cell and allows you to select from 'rent' (rent paid by employer for period provided) or 'value' (value of premises for period provided). Only applicable for the place of residence benefit type
- FurnishedType - This is a drop down cell and allows you to select from 'fully' or 'partially'. This option is only relevant for place of residence benefits if the 'value' option has been selected in the 'benefit type' field
- TotalRentPaidByEmployee - This field is compulsory if the benefit type of 'rent' has been selected. A RM value must be provided. RM0 is accepted. Only applicable for the place of residence benefit type
- UtilitiesGadgets - Between the 3 fields of UtilitiesGadgets, Driver and ServantUpkeepOfCompound, at least one field must be completed with a value greater than RM0. Only applicable for the utilities and housekeeping cost benefit type
- Driver - Between the 3 fields of UtilitiesGadgets, Driver and ServantUpkeepOfCompound, at least one field must be completed with a value greater than RM0. Only applicable for the utilities and housekeeping cost benefit type
- ServantUpkeepOfCompound - Between the 3 fields of UtilitiesGadgets, Driver and ServantUpkeepOfCompound, at least one field must be completed with a value greater than RM0. Only applicable for the utilities and housekeeping cost benefit type
- CostOfAccommodation - Mandatory field if adding a hotel accommodation provided benefit. Value must be greater than $0. Only applicable for the hotel accommodation provided benefit type
- PaidByEmployee - Mandatory field if adding a hotel accommodation provided benefit. RM0 value accepted. Only applicable for the hotel accommodation provided benefit type
- InsurancePremiumsPaidByEmployer - In regards to this field and the below 7 other fields, at least one of them must have a value greater than RM0 added. These options are only applicable for the other benefit type
- InterestPaymentMadeByEmployer -
- FreeOrSubsidisedHolidays
- EducationalExpense
- EntranceTransferFeesAnnualSubscription
- GainsFromAsset
- CostOfMotorVehiclesGivenToEmployee
- CarBenefits
- CostOfHomeLeavePassagesIncidentalBenefits
- OtherNonMonetaryAwardsBenefits
Gains/profits from employee share plans
The file will contain the following fields:
- EmployeeId - this is the system generated employee ID which you'll find at the top of the Employee file > Details page
- EmployeeFirstName
- EmployeeSurname
- EmployeeExternalId - this is an optional field and only applies if the employee has an external ID add on their Employee file >Details page (down the bottom)
- BasisPeriod - enter the basis period that the earnings belong to
- Scheme type - Mandatory, options: EEBRScheme, ERISSME, ERISAll, ERISStartup
- CompanyName - Mandatory, name of company which granted the share plan
- UEN - of the company - Optional
- PlanType - Mandatory, options: ESOP, ESOW
- IncorporationDate - Conditional, only applicable for ERIS start up scheme type
- GrantDate - mandatory date field, cannot be a future date, in addition:
- If ERIS SME scheme type and ESOP plan type: must be later than or = to 01/06/2000 but = or less than 31/12/2013
- If ERIS SME scheme type and ESOW plan type: must be later than or = to 01/01/2002 but = or less than 31/12/2013
- If ERIS All Corporations scheme type and ESOP plan type: must be later than or = to 01/04/2001 but = or less than 31/12/2013
- If ERIS All Corporations scheme type and ESOW plan type: must be later than or = to 01/01/2002 but = or less than 31/12/2013
- If ERIS Start up scheme type: must be within 3 years of date of incorporation and between 16/02/2008 and 15/02/2013
- ExerciseVestingDate - Mandatory date field, date must fall within selected basis period and be later than or = to ‘date of grant’ provided
- ExercisePriceAmount - Exercise price/price paid per share - mandatory, RM field, RM0 accepted
- MarketValuePerShareDateOfGrantAmount - RM field, optional for EEBR scheme, mandatory for other scheme types
- MarketValuePerShareDateOfExerciseVestingAmount - Mandatory, RM field
- NumberOfSharesAcquired - Mandatory, number, must be greater than 0, decimals allowed
Income from overseas employment/pension fund
The file will contain the following fields:
- EmployeeId - this is the system generated employee ID which you'll find at the top of the Employee file > Details page
- EmployeeFirstName
- EmployeeSurname
- EmployeeExternalId - this is an optional field and only applies if the employee has an external ID add on their Employee file >Details page (down the bottom)
- BasisPeriod - Enter the basis period that the earnings belong to
- IncomeType - Options: TaxRemission, Seaman, Exemption, OverseasPensionFund, IncomeOverseasEmployment, IncomeOverseasEmploymentPensionFund
- IncomeAmount - RM field, conditional - value must be greater than $0 if not ‘income from overseas employment’
- PeriodOfOverseasPostingType - Options: Full, Part, mandatory field
- ExemptIncomeAmount - RM field, mandatory, RM0 accepted
- ContributionsToOverseasFunds - Options: True, False, mandatory field. If True selected the following need to be completed:
- OverseasFundName - Name of overseas fund contributions were paid into
- ContributionsWithoutTaxConcession - RM field, mandatory, RM0 accepted
- ContributionsWithTaxConcession - RM field, mandatory, RM0 accepted
- ContributionsMandatory - Options: True, False, mandatory field
- ContributionsChargedDeductionsClaimedSingaporeEstablishment Options: True, False, mandatory field
Income tax borne by employer
The file will contain the following fields:
- EmployeeId - this is the system generated employee ID which you'll find at the top of the Employee file > Details page
- EmployeeFirstName
- EmployeeSurname
- EmployeeExternalId - This is an optional field and only applies if the employee has an external ID add on their Employee file >Details page (down the bottom)
- BasisPeriod - enter the basis period that the earnings belong to
- TaxBorneByEmployerType - Options: Fully, Partially, Fixed
- BorneByEmployeeAmount - RM field, conditional - only applicable if ‘Fixed’ selected. Value must be greater than RM0
- BorneByEmployerAmount - RM field, conditional - only applicable if ‘Partially’ selected. Value must be greater than RM0
Importing the file
Once you have added the data as needed into the template, save the file to your computer. Then go back into the business file, Import other income/benefits page, and click the 'select file' option:
Once you have selected the file, confirm the upload:
If there are any errors, the system will show the reason and you'll need to fix these in the import file before saving and re-uploading. Otherwise, it will show a 'success' status and you'll then find the other income/benefits data within each employee file.
For instructions on how to add other income/benefits data to individual employees, see this article Other Income/Benefits
Please reach out to our support team should you have any questions or concerns support@yourpayroll.io