Importing Employees from an XLSX or CSV file is a great way to set yourself up 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.
Getting started
- Log into your payroll platform
- From your dashboard, click on Add Employee.
- Select Import Employee.
- 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 select either a XLSX or CSV Template.
- 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 |
||
| EmployeeId | Number | This column must stay blank for new employees as the system will auto generate the next available unique number |
| Title | Text | Valid values: Mr, Mrs, Miss, Ms, Dr |
| PreferredName | Text | |
| FirstName | Text | |
| MiddleName | Text | |
| Surname | Text | |
| LegalName | Text | |
| DateOfBirth | Date | |
| Gender | Text | Valid values: Male, Female, Unspecified |
| 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. |
| ResidentialAddressType | Text | |
| ResidentialBlockNumber | Text | |
| ResidentialLevelNumber | Text | |
| ResidentialUnitNumber | Number | |
| ResidentialStreetName | ||
| ResidentialAddressLine1 | Text | This field only needs to be completed if ResidentialAddressIsManuallyEntered = True |
| ResidentialAddressLine2 | Text | Valid values: True, False |
| ResidentialAddressLine3 | Text | |
| ResidentialPostcode | Text | |
| ResidentialCountry | Text | |
| PostalAddressType | Text | |
| PostalBlockNumber | Number | |
| PostalLevelNumber | Number | This field only needs to be completed if PostalAddressIsManuallyEntered = True |
| PostalUnitNumber | Number | |
| PostalStreetName | Text | |
| PostalAddressLine1 | Text | |
| PostalAddressLine2 | Text | |
| PostalAddressLine3 | Text | |
| PostalPostcode | Text | |
| PostalCountry | Text | |
| JobTitle | Text | |
| EmailAddress | Text | |
| HomePhone | Number | |
| WorkPhone |
Number |
|
|---|---|---|
| MobilePhone | Number | |
| StartDate | Date | date that employment started. |
| EndDate | Date | date that employment was terminated (If employee has finalised their employment) |
| AnniversaryDate | Date | |
| TerminationReason | Text | |
| Tags | Text | |
| EmployingEntityCRN | Number | |
| EmergencyContact1_Name | Text | |
| EmergencyContact1_Relationship | Text | |
| EmergencyContact1_Address | Text | |
| EmergencyContact1_ContactNumber | Number | |
| EmergencyContact1_AlternateContactNumber | Number | |
| EmergencyContact2_Name | Text | |
| EmergencyContact2_Relationship | Text | |
| EmergencyContact2_Address | Text | |
| EmergencyContact2_ContactNumber | Number | |
| EmergencyContact2_AlternateContactNumber | Number | |
| BankAccount1_AccountName | Text | |
| BankAccount1_BankName | Select from drop down | |
| BankAccount1_BranchCode | Number | |
| BankAccount1_AccountNumber | Number | |
| BankAccount1_AllocatedPercentage | Percentage | |
| BankAccount1_FixedAmount | Percentage | |
| BankAccount1_IsEmployeeEditable |
Number |
|
| BankAccount2_AccountName | Text | |
| BankAccount2_BankName | Text | |
| BankAccount2_BranchCode | Text | |
| BankAccount2_AccountNumber | Text | |
| BankAccount2_AllocatedPercentage | Text | |
| BankAccount2_FixedAmount | Number | |
| BankAccount2_IsEmployeeEditable | Text | |
| BankAccount3_AccountName | Text | |
| BankAccount3_BankName | Number | |
| BankAccount3_BranchCode | Number | |
| BankAccount3_AccountNumber | TrueFalse | |
| BankAccount3_AllocatedPercentage | Text | |
| BankAccount3_FixedAmount | Text | |
| BankAccount3_IsEmployeeEditable | Text | |
| PaySchedule | Text | |
| PrimaryPayCategory | Text | |
| PrimaryLocation | Text | |
| PaySlipNotificationType | TrueFalse | |
| Rate | Number | |
| RateUnit | Number | |
| HoursPerWeek | Number | |
| HoursPerDay | Text | |
| AutomaticallyPayEmployee | Text | |
| TieredLeaveTemplate | Text | |
| LeaveTemplate | Text | |
| PayRateTemplate | Text | |
| PayConditionRuleSet | Text | |
| OverrideTemplateRate | Text | |
| IsEnabledForTimesheets | Text | |
| Locations | Text | |
| WorkTypes | Text | |
| RosteringNotificationChoices | Text | |
| LeaveAccrualStartDateType | Text | |
| LeaveYearStart | Number | |
| LeaveAnniversarySetting | Text | |
| LeaveAnniversarySettingDate | Number | |
| EmploymentType | Text | |
| PrimaryReportingDimensionValues | Text | |
| IncomeTaxNumber | Number | |
| ResidenceStatus | Text | |
| WorkerStatus | Text | |
| ResidenceType | Text | |
| Nationality | Text | |
| IdentityCardNumber | Number | |
| PassportNumber | Number | |
| PassportIssuingCountry | Text | |
| EpfNumber | Number | |
| EpfContributionType |
Text |
|
| EpfRate | Number | |
| EisExempt | TrueFalse | |
| SocsoType | ||
| SsfwNumber | Number | |
| PcbTaxBorne | ||
| MaritalStatus | ||
| DependentChildren | Number | |
| DisabledIndividual |
Text |
Dropdown menu |
| DisabledSpouse |
TrueFalse |
Dropdown menu |
| ChildUnder18 |
Number |
|
| FiftyPercentClaimChildUnder18 |
TrueFalse |
Dropdown menu |
| ChildAbove18Studying |
Number |
|
| FiftyPercentClaimChildAbove18Studying |
TrueFalse |
Dropdown menu |
| ChildAbove18DiplomaOrHigher |
Number |
|
| FiftyPercentClaimChildAbove18DiplomaOrHigher |
TrueFalse |
Dropdown menu |
| DisabledChild |
Number |
|
| FiftyPercentClaimDisabledChild |
TrueFalse |
Dropdown menu |
| DisabledChildDiplomaOrHigher |
Number |
|
| FiftyPercentClaimDisabledChildDiplomaOrHigher |
TrueFalse |
Dropdown menu |
Minimum Required Fields
To setup an employee to be processed in a pay run the following fields are required as a minimum:
-
Income Tax Number
-
Residence Status
-
Worker Status
-
Residence Type
-
Nationality
-
Identity Card Number
-
Passport Number
-
Passport Issuing Country
-
Epf Number
-
Epf Contribution Type
-
Epf Rate
-
Eis Exempt
-
Socso Type
-
Ssfw Number
-
Pcb Tax Borne
-
Marital Status
-
Dependent Children
NB: Admins can rearrange the file columns to make it easier to view and enter information. They can also add new optional columns to the employee data export/import file so they can input all necessary details related to employee’s compulsory tax relief.
Once an employee is set up in the system, 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
Comments
Article is closed for comments.