Importing Employees from an XLSX or CSV file is a great way to get set up and running quickly.
Iit is also a handy way to perform bulk updates of employee data. 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:
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 on Import > Select File > upload file > Open > Confirm Upload?. The import will then begin.
Once the import is complete, a report will be displayed showing you the employees that were created/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 the IRD Number or First Name+Surname+Date of birth must be present in the file to uniquely identify the employee |
||
|
Field Name |
Data Type |
Notes |
|
EmployeeId |
Number |
This should be kept blank unless you're updating an existing employee in the system. If this is the case, then use the system generated Employee ID. N.B. If an external Id is used that has been used before you won't be able to save it if the 'unique external Id' setting is switched on. This setting is located on the Payroll settings > Advanced settings page. See here for more information. |
|
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 |
|
ExternalId |
Text |
Can be the id of the employee used in an external system (eg: HR) |
|
ResidentialStreetAddress |
Text |
|
|
ResidentialAddressLine2 |
Text |
|
|
ResidentialCity |
Text |
|
|
ResidentialRegion |
Text |
|
|
ResidentialPostCode |
Number |
|
|
ResidentialCountry |
Text |
This field is compulsory when ResidentialAddressIsManuallyEntered = True |
|
ResidentialAddressIsManuallyEntered |
Text |
Valid values: True, False |
|
PostalStreetAddress |
Text |
|
|
PostalAddressLine2 |
Text |
|
|
PostalCity |
Text |
|
|
PostalRegion |
Text |
|
|
PostalPostCode |
Number |
|
|
PostalCountry |
Text |
This field is compulsory when PostalAddressIsManuallyEntered = True |
|
PostalAddressIsManuallyEntered |
Text |
Valid values: True, False |
|
EmailAddress |
Text |
|
|
HomePhone |
Text |
Landline phone numbers must contain 9 digits, including the area code. The area codes are: -03: South Island and the Chatham Islands, including Christchurch, Dunedin, Invercargill, Nelson, Timaru, and Westport. -04: Wellington region. -06: Southern and eastern North Island, including Manawatu-Wanganui, Hawkes Bay, Taranaki, Gisborne, New Plymouth, and Palmerston North. -07: Waikato, The Bay of Plenty, Hamilton, Rotorua, and Tauranga. -09: Auckland, and the islands of the Hauraki Gulf, Howick, and Northland. Mobile number must have a maximum of 11 digits and start with a prefix of '02'. |
|
WorkPhone |
Text |
Landline phone numbers must contain 9 digits, including the area code. The area codes are: -03: South Island and the Chatham Islands, including Christchurch, Dunedin, Invercargill, Nelson, Timaru, and Westport. -04: Wellington region. -06: Southern and eastern North Island, including Manawatu-Wanganui, Hawkes Bay, Taranaki, Gisborne, New Plymouth, and Palmerston North. -07: Waikato, The Bay of Plenty, Hamilton, Rotorua, and Tauranga. -09: Auckland, and the islands of the Hauraki Gulf, Howick, and Northland. Mobile number must have a maximum of 11 digits and start with a prefix of '02'. |
|
MobilePhone |
Text |
Mobile number must have a maximum of 11 digits and start with a prefix of '02'. |
|
StartDate |
Date |
|
|
EndDate |
Date |
Date 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 |
Pay Run Setup |
||
|
Field Name |
Data Type |
Notes |
|
EmploymentType |
Text |
Valid values: Full Time, Part Time, Casual, Independent Contractor (only available if feature has been enabled, refer to Advanced Settings for more information) |
|
PreviousSurname |
Text |
|
|
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 ‘Permanent Ordinary Hours’ |
|
PrimaryLocation |
Text |
Corresponds to the fully qualified name of a Location that you have already created. Refer 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. Select True where an employee has been assigned a PayRateTemplate but you want to pay a different base rate of pay. |
|
HoursPerWeek |
Number |
Standard number of hours per week for this employee |
|
HoursPerDay |
Number |
Standard number of hours per day for this employee |
|
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 |
|
IsEnabledForTimesheets |
Text |
Valid values: Enabled, Disabled, EnabledForExceptions |
|
WorkTypes |
Text |
Pipe (‘|’) separated list of work types to enable this employee to submit timesheets for |
Emergency Contacts |
||
|
Field Name |
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
|
||
|
Field Name |
Data Type |
Notes |
|
BankAccount1_BankCode |
Text |
|
|
BankAccount1_AccountNumber |
Text |
|
|
BankAccount1_AccountName |
Text |
|
|
BankAccount1_AllocatedPercentage |
Text |
Use 100 to nominate remaining balance |
|
BankAccount1_FixedAmount |
Text |
Percentage or Fixed amount may be specified. |
|
BankAccount2_BankCode |
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_BankCode |
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. |
Rostering Notifications |
||
|
Field Name |
Data Type |
Notes |
|
RosteringNotificationChoices |
Text |
Valid values: Email, SMS, None |
Employee Leave Year SetupThis section MUST be completed for any employee who has a leave category setup based on the employee leave year |
||
|
Field Name |
Data Type |
Notes |
|
LeaveAccrualStartDateType |
Text |
Valid Values: SpecifiedDate, EmployeeStartDate. If using system default leave allowance templates value should be 'SpecifiedDate'. |
|
LeaveYearStart |
Date |
Keep blank unless LeaveAccrualStartDateType = SpecifiedDate. If using system default leave allowance templates value for SpecifiedDate should be 6 mths after the employee start date, ie employee start date is 10/10/18, value should be stated as 10/4/19. |
| LeaveWithoutPayAweAdjustmentType | Drop down data | Move anniversary date OR Reduce AWE divisor |
| AdjustedLeaveEntitlementDate | Date | |
KiwiSaver |
||
|
Field Name |
Data Type |
Notes |
|
KiwiSaver_EmployeeContribution |
Number |
Valid Values: 3, 4, 6, 8, 10 |
|
KiwiSaver_EmployerContribution |
Number |
Valid Values: 3 or greater |
|
KiwiSaver_OptOutDate |
Date |
A date must be entered here for any employee whose KiwiSaver_EnrollmentStatus = OptOut |
|
KiwiSaver_LateOptOutReason |
Text |
A reason must be entered here for any employee whose KiwiSaver_EnrollmentStatus = OptOut and whose KiwiSaver_OptOutDate is 57 days after the employee's start date. Valid Values: CRIT (ie did not meet the criteria to join KiwiSaver); ERIS (ie employer did not provide an investment statement for the employer chosen KiwiSaver scheme); EVNT (ie events outside of control meant the opt-out application was unable to be submitted within the 8 week time limit); INER (ie incorrectly enrolled under the age of 18); INFO (ie employer did not provide a KiwiSaver information pack within 7 days of starting employment); IRIS (ie IRD did not send an investment statement upon allocation to a default scheme); OTHR (ie other explanation). |
|
KiwiSaver_LateOptOutReasonOtherExplanation |
Text |
A reason must be entered here for any employee whose KiwiSaver_LateOptOutReason = OTHR. |
|
KiwiSaver_SavingsSuspensionFromDate |
Date |
The start date must be entered here for any employee whose KiwiSaver_EnrollmentStatus = SavingsSuspension |
|
KiwiSaver_SavingsSuspensionToDate |
Date |
The end date can be entered here for any employee whose KiwiSaver_EnrollmentStatus = SavingsSuspension |
|
KiwiSaver_EnrollmentStatus |
Text |
Valid values: Automatically Enrol, Ineligible, Not Enrolled, Opt In, Opt Out, Savings Suspension |
|
KiwiSaver_IneligibilityReason |
Text |
Must be completed where KiwiSaver_EnrollmentStatus = Ineligible. Valid values: Not a citizen/permanent resident, Not normally living in New Zealand, Under 18 years of age, Working as an independent contractor (only available if feature has been enabled, refer to Advanced Settings for more information) |
|
KiwiSaver_PreviouslyReported |
Text |
Valid values: TRUE; FALSE. |
Tax Declaration |
||
|
Field Name |
Data Type |
Notes |
|
TaxCodeDeclaration_IrdNumber |
Number |
Valid number containing no more than 9 numbers. If the employee's IRD number is unknown enter 000000000 as the interim number. |
|
TaxCodeDeclaration_DateSigned |
Date |
|
|
TaxCodeDeclaration_EsctRate |
Number |
Valid Values: 10.5, 17.5, 30, 33 |
|
TaxCodeDeclaration_IncomeBand |
Text |
Applicable for any employee where the job is secondary income. Valid Value: 1-14000, 14001-48000, 48001-70000, greater than $70001 |
|
TaxCodeDeclaration_StudentLoan |
Text |
Valid Values: True, False |
|
TaxCodeDeclaration_IsNonDisclosed |
Text |
Valid Values: True, False |
|
TaxCodeDeclaration_IsPrimaryIncome |
Text |
Valid Values: True, False |
|
TaxCodeDeclaration_NewZealandResident |
Text |
Valid Values: True, False |
|
TaxCodeDeclaration_SpecialTaxCode |
Text |
Valid Values: M, ME, M SL, ME SL, S, SH, SB, S SL,SH SL, SB SL, ST, NSW, CAE, EDW, STC, ND, WT (WT is only available if feature has been enabled, refer to Advanced Settings for more information) |
|
TaxCodeDeclaration_StudentLoanRate |
Number |
|
|
TaxCodeDeclaration_ElectedExtraPayRate |
|
|
|
TaxCodeDeclaration_MeetsMainIncomeMeansTest |
Text |
Valid Values: True, False |
|
TaxCodeDeclaration_SpecialTaxCodeRate |
Number |
Must be completed if 'TaxCodeDeclaration_SpecialTaxCode' contains a value |
|
TaxCodeDeclaration_FtcOverseasSuperOrPension |
Text |
Valid Values: True, False. If the employee entitled to Families Tax Credits, NZ Super, or Veteran's Pension (or overseas equivalents), select 'True' |
|
TaxCodeDeclaration_IncomeAppliedToTestedBenefit |
Text |
Valid Values: True, False. If the employee receives an income tested benefit that is applied to the benefit test, select 'True' |
|
TaxCodeDeclaration_StudentLoanRateEndDate |
Date |
A date must be entered here if the employee is eligible for SDR |
|
TaxCodeDeclaration_SpecialTaxCodeRateEndDate |
Date |
A date can be entered here if TaxCodeDeclaration_SpecialTaxCodeRate contains a value |
|
TaxCodeDeclaration_RegisteredForGST |
Text |
Valid values: True, False. Value only needed if employment type is independent contractor (only available if feature has been enabled, refer to Advanced Settings for more information) |
Minimum Required Fields
To setup an employee to be processed in a pay run the following fields are required as a minimum:
- FirstName
- Surname
- DateOfBirth
- ResidentialStreetAddress
- ResidentialCity
- ResidentialState
- ResidentialPostCode
- PostalStreetAddress
- PostalSuburb
- PostalState
- PostalPostCode
- EmploymentType
- StartDate
- PaySchedule
- PrimaryPayCategory
- PrimaryLocation
- PaySlipNotificationType
- Rate
- RateUnit
- HoursPerWeek
- BankAccount1_BSB
- BankAccount1_AccountNumber
- BankAccount1_AccountName
- BankAccount1_AllocatedPercentage
- TaxCodeDeclaration_IrdNumber
- KiwiSaver_EnrollmentStatus
- KiwiSaver_EmployeeContribution
- KiwiSaver_EmployerContribution
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:
- IRD Number
OR:
- First Name
- Surname
- Date of Birth
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
- Auckland Offices
- Balmoral
- Taupo Offices
- Wharewaka
The fully qualified location for ‘Balmoral’ would be All Offices / Auckland Offices / Balmoral
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.
Alternatively you will notice an option to clear the opening balances / historic gross earnings you have entered for the employee:
This works on a 'per tab' basis. If you choose to clear the data within that particular tab keep in mind the relevant reports will be updated. This feature is especially helpful if you have a high level of data entered.
If you have any questions or feedback, please let us know via support@nzpayroll.co.nz.
Comments
Article is closed for comments.