Importing using Bulk CSV
Introduction
If you have a substantial amount of employee data to put into your Payroll platform, manually entering each piece of information can be overwhelming. That is where a CSV upload can be incredibly useful. With a single bulk upload you can import all your employee data.
Whether you already possess a CSV file or require our convenient template, we will guide you step-by-step through the procedure of associating your spreadsheet headings with the appropriate fields, enabling you to upload your employee data swiftly and effortlessly.
How to Prepare/Dependencies
Tip
Ensure comprehensive completion of Initial Business Settings, encompassing tasks such as configuring Pay Schedule, Entities, and Locations. Additionally, consider installing necessary awards as this step plays a pivotal role in pre-populating diverse dropdown fields. These populated fields facilitate meticulous data selection during the import procedure.
The employee data required for importing can be categorised into key areas:
- Core Data
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- To uniquely identify an employee, the file should include either the Tax File Number or a combination of First Name, Surname, and Date of Birth.
- Tax File Declaration
- Pay Run Setup
- Emergency Contacts
- Bank Accounts
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- You can specify up to three bank or BPAY accounts, with at least one account being mandatory. The total percentages across all accounts must add up to 100.
- Super Funds
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- Details for up to three super funds can be provided, with at least one being mandatory. The total percentages across all super funds must add up to 100.
Instructions
- Log on to your Employment Hero Payroll.
- Navigate to Business > Payroll Settings > Business Management > Import Employees.
- Click on Export and select “Empty template” from the data type dropdown
- Download the template file.
- Complete the following fields (below). There are set minimums required for upload, however, information on every column has been provided for ease of updating.
- Navigate to Business > Payroll Settings > Business Management > Import Employees.
- Select “standard format file upload” from the drop down menu. If you want to create any missing locations via the import tick on “automatically create missing locations”.
- Select file and confirm upload. Once the import process is finished, the screen will show the results, indicating the status of each updated employee.
Minimum Required Fields
To set up 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
- PrimaryCategory
- PrimaryLocation
- PaySlipNotificationType
- Rate
- RateUnit
- HoursPerWeek
- BankAccount1_BSB
- BankAccount1_AccountNumber
- BankAccount1_AccountName
- BankAccount1_AllocatedPercentage
- SuperFund1_FundName
- SuperFund1_MemberNumber
- SuperFund1_AllocatedPercentage
Core Data
Tax File Declaration
Pay Run Setup
Emergency Contacts
Bank Accounts
Super Funds
Miscellaneous
Tip
After an employee is set up in the system, import files can contain a smaller subset of fields. However, to properly identify the employee for updating purposes, always include Either Tax File Number OR Employee ID in the import file.
Go back to Adding Employee Data.