Description
Use this page to import employee and company information from a CSV file.
Contents
Usage
The Import Data page allows data to be imported into the payroll from a comma delimited (CSV) file. The CSV file must contain column headings in the first row, but the order is irrelevant.
Operation
- Downloading a template: If you would like a template to help you create your import file you can download one by selecting an Import Format then clicking on Download. If you select a payroll from the drop down list, the template will be populated with employee data from that payroll, otherwise it will just contain headings.
- Import Data: Select the type of import you are performing from the Import Format drop down box. Select the file for import by clicking on the Browsebutton and navigating to your import file. Enter a note in the reference box and click Import. The import will be processed and a entry will appear in the Import grid. A message will also appear below the Reference box to tell you if the import was successful or had errors.
- Checking results: To check the details of an import, select the required entry in the Import grid and click the Messages button. A new window will be displayed showing the results of the import. The file will either succeed or fail as a whole, so if there are any errors these will require resolving before the file is imported
- File structure: The first row of the import file should contain the column header names. These names are fixed by the system and will need to match the required names exactly. Some of the columns are mandatory and some are optional. Optional columns may be left blank or removed from the template altogether if not required. These are discussed in more detail in the specific sections below. All employee related imports except new starters require the employee number to be entered, and this is checked to ensure that the employee exists on the database. As an additional check you can also enter the forename, surname and/or the NI number. The import will reject any mismatches. The format of the data in the columns is the same as if the data were entered through the normal user pages, except where stated in the sections below. For further information on the data to be entered see the Help for the pages concerned.
Formats
Mandatory fields are marked as bold.
Yes or No fields require a Y or N.
- Company Cost Centres
- CostCentre
- Company Departments
- Department
- Company Divisions
- Division
- Division
- Company Nominal Codes
- Type - Department or Cost Centre
- Description
- NominalCode
- Company Nominal Masks
- Description
- Source1
- CharPos1
- Source2
- CharPos2
- ...
- Source39
- CharPos39
- Source40
- CharPos40
- Company Pay Elements
- Factor
- GenderPayGap
- GenderPayGapBonus
- GenderPayGapHours
- NIable
- NMW
- Notional
- PayElement
- PayElementName
- Payment
- Pensionable - (used for Auto Enrolment Qualifying Earnings)
- RateAmount
- RateType
- Salary
- SalarySacrifice
- Taxable
- Company Pay Elements (Update)
- Archived
- Factor
- GenderPayGap
- GenderPayGapBonus
- GenderPayGapHours
- NominalCode
- NominalCode2
- PayElement
- QualifyingEarnings
- PayElementName
- RateAmount
- RateType
- Employee Additional Starter
- EmployeeNumber
- Forename
- Surname
- NINumber
- Department
- Division
- CostCentre1
- CostCentrePercent1
- CostCentre2
- CostCentrePercent2
- CostCentre3
- CostCentrePercent3
Department1
DepartmentPercent1
Department2
DepartmentPercent2
Department3
DepartmentPercent3
- P45EmployersReference
- P45LeavingDate
- P45PayFrequency
- P45PeriodNo
- P45TaxablePay
- P45TaxBasis
- P45TaxCode
- P45TaxDistrictNo
- P45TaxPaid
- P46Statement
- P46StatementD
- HolidayScheme
- RolledOverDays
- HolidayRate
P46StudentLoan
StudentLoanBeforeLast6April
StudentLoanPlanType
StudentLoanRepayDirectly
- Employee Bank Details
- AccountName
- AccountNumber
- EmployeeNumber
- SortCode
- Forename
- NINumber
- RollNumber
- Surname
- Employee Basic (This is actually an updater only so template must be first exported)
- EmployeeNumber
- Address1
- Address2
- Address3
- County
- DateOfBirth
- Forename
- HoursWorked - Requires A,B,C,D or E
- IrregularPayments
- NINumber
- NoticeDate - Auto Enrolment related
- OptOutDate - Auto Enrolment related
- Postcode
- PostponeDate - Auto Enrolment related
- Sex
- Surname
- TeacherNo
- EmailPayslip
- TerminateDate - Auto Enrolment related
- Title
- Town
- WorkEmail
- Teacher No
- Make Starter Current
- Contracted Hours
- Irregular Hours
- ExternalId
- Employee Holiday
- EmployeeNumber
- HolidayRateType (manual,calculated rate,company rate)
- LeaveEndDate
- LeaveStartDate
- NoOfDays
- Forename
- HolidayRate
- NINumber
- Surname
- Employee Holiday Scheme
- Accrued Override
- Carried Forward
- EmployeeNumber
- Forename
- NINumber
- Scheme
- Surname
- Employee Holiday Take On
- EmployeeNumber
- Forename
- Surname
- Period1Pay
- Period2Pay
- ...
- Period11Pay
- Period12Pay
- Period1Hours
- Period2Hours
- ...
- Period11Hours
- Period12Hours
- Employee Leaver
- EmployeeNumber
- Forename
- Surname
- NINumber
- LeavingDate
- LeavingReason
- PaidToDate
- WholePeriod
- Employee Number Update
- EmployeeNumber
- Forename
- Surname
- NewEmployeeNumber
- Employee Locations
- EmployeeNumber
- StartDate
- CostCentre1
- CostCentre2
- CostCentre3
- CostCentrePercent1
- CostCentrePercent2
- CostCentrePercent3
- Department
Department1
DepartmentPercent1
Department2
DepartmentPercent2
Department3
DepartmentPercent3
- Division
- Forename
- NINumber
- Surname
- Employee One-Off Payments
- Amount
- EmployeeNumber
- PayElement
- PayPeriod
- Forename
- Hours
- NINumber
- Rate
- Surname
- Employee OSP Scheme
- EmployeeNumber
- Forename
- Surname
- OSPScheme
- EffectiveDate
- Employee Payments
- EmployeeNumber
- PayElement
- StartDate
- AnnualAmount
- ContractedHours
- EndDate
- Forename
- LoanBalance
- NINumber
- PeriodAmount
- RateEffectiveDate
- Surname
- Employee Pensions
- EmployeeNumber
- PensionScheme
- StartDate
- EEAmount
- EEType - P or V for Percentage or Value
- EndDate
- ERAmount
- ERType - P or V for Percentage or Value
- Forename
- NINumber
- OverrideContr
- Surname
- EndAll
- Y: end all of the employee's current pensions before importing the new record
- N: end all of the employee's current pensions on the same scheme before importing the new record
- Employee Pay Element Rates
- EmployeeNumber
- PayElement
- Forename
- NINumber
- Surname
- Units
- Value
- Employee Spinal Points
- EmployeeNumber
- Forename
- Surname
- NINumber
- Grade
- Point
- Start Date
- End Date
- FTE
- Full Time Hours
- Working Hours
- Working Weeks
- Custom 1
- Custom 2
- Employee SSP
- EmployeeNumber
- Forname
- Surname
- NINumber
- SSPStartDate
- SSPEndDate
- AlreadyPaid
- Employee Starter*
- DateOfBirth
- DateOfJoining
- EmployeeNumber
- Forename
- NINumber
- NITableLetter
- Payroll
- ServiceStartDate
- Sex - M or F
- Surname
- TaxBasis
- TaxCode
- Title
- Workgroup
- AcademyPayElement
- AccountName
- AccountNumber
- Address1
- Address2
- Address3
- AnnualAmount - For Salary
- AnnualAmountD
- PayElement - For Salary
- ContractedHours
- CostCentre1
- CostCentre2
- CostCentre3
- CostCentrePercent1
- CostCentrePercent2
- CostCentrePercent3
- County
- Deduction
- Department
- Department1
- DepartmentPercent1
- Department2
- DepartmentPercent2
- Department3
- DepartmentPercent3
- DirectorNonCumulative
- DirectorStartDate
- Division
- EEAmount
- EEType
- ERAmount
- ERType - P or V for percentage or value
- ExternalId
- FTE
- FTEWorkingWeeks
- FullTimeHours
- Grade
- HoursWorked - A, B, C , D or E
- IrregularPayments
- KnownAs
- Leaver
- LeavingDate
- LoanBalance
- MethodOfPayment
- MiddleName
- Migrated - Employee will be set to current not starter
- NotificationDate
- NotificationSource
- OSPScheme
- P45EmployersReference
- P45LeavingDate
- P45PayFrequency
- P45PeriodNo
- P45TaxablePay
- P45TaxBasis
- P45TaxCode
- P45TaxDistrictNo
- P45TaxPaid
- P46Statement
- P46StudentLoan
- PayType
- PensionScheme
- PeriodAmount
- PeriodAmountD
- PGLoanNotRepaid
- PGMonthlyPayments
- Point
- Postcode
- RollNumber
- ScheduleOverride
- ScheduleStartDate
- Scottish
- SortCode
- StudentLoanPlanType
- StudentLoanRepayDirectly
- StudentLoanBeforeLast6April
- TaxOffice
- Town
- WorkEmail
- WorkingHours
- Employee Statutory Override
- EmployeeNumber
- Forename
- Surname
- NINumber
- PayPeriod
- PayElement
- Amount
- Employee Tax Codes
- EmployeeNumber
- StartDate
- TaxBasis
- TaxCode
- Forename
- NINumber
- NotificationDate
- NotificationSource - P6, P9, P45 or P46
- Scottish
- Surname
- Employee Timesheets
- EmployeeNumber
- PayElement
- PayPeriod
- Amount
- Forename
- Hours
- NINumber
- Rate
- Surname
- Employee Unpaid Leave
- EmployeeNumber
- LeaveEndDate
- LeaveStartDate
- Forename
- NINumber
- Surname
- Employee YTD NI Balances
- Amount
- Director
- EmployeeNumber
- NITableLetter
- PayElement
- Forename
- NINumber
- Surname
- Employee YTD Pay Balances
- Amount
- EmployeeNumber
- PayElement
- Forename
- NINumber
- Surname
*The Employee Starter import is quite complex due to the amount of fields. There is an Employee Starter excel file available on request which uses macros to validate the input prior to exporting it into this format.