Effective employee data management is crucial to running a successful organisation. Employment Hero offers multiple methods to streamline the process of importing and managing employee data within its platform.
Please read through and select the most convenient method, however please note the CSV Import can be used to update data (and may be required in conjunction with other methods) and export employee data to update or add any bulk data as well.
Employee data import options
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.
Helpful Hint
Ensure comprehensive completion of Initial Business Settings, encompassing tasks such as configuring Pay Schedule, Entities, and Locations. Additionally, 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.
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If you were using Xero payroll previously and wish to switch to Employment Hero, you can swiftly transition by utilising the Xero integration. To access Xero integration features, users must have at least "Standard + Payroll Admin" access in Xero.
Important
It is important to know that when importing from Xero there will be some items which need review - please refer to the article link above for this information.
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When importing employees, the Payroll system offers a flat file advanced importer, allowing users to export data from previous systems in any format and upload it. This flexibility eliminates the need for manual data manipulation to fit a specific standard file import format.
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If you have a substantial amount of employee data to input into your payroll platform, collating each piece of information can be overwhelming and time consuming. That is where the employment hero wizard comes in handy, allowing you to create an employee profile one at a time, while referring to the data you hold in your current payroll platform.
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Warning
If you are integrated with HR, this feature won’t be available to you.
When setting up new employees, waiting for them to provide essential details like their address, bank information, TFN, and super can be time consuming. That’s where Employee Self Setup makes things easier. You can create the employee’s profile and allow them to securely fill in the rest of their information. You can set up automatic reminders to prompt them to complete their onboarding and easily track what details have or haven’t been submitted. By letting employees provide their own super details, you also ensure compliance with your obligations under the choice of fund requirements.
Helpful Hint
Ensure you give your new employees enough time to complete their Employee Self Setup before and provide you with important information before you need to complete your next pay run.
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Important next steps
Pay Run Inclusions are additional pay items that are configured for an employee and automatically included in the pay run. These inclusions allow for the inclusion of specific earnings, deductions, or allowances that are specific to an individual employee's circumstances and are not part of the standard pay elements. Setting up Pay Run Inclusions involves defining the details of the pay item, such as the type (earnings, deductions, or allowances), the amount, or rate, and any applicable start and end dates. The start and end dates allow for precise control over when the inclusion should take effect, to ensure that it is active only for the specified period.
Helpful Hint
The essential interdependency rests in ensuring that the process of importing employees is contingent upon the prior setup of deductions as well as the configuration of pay categories and allowances.
Areas to be configured
Add earnings which are to be processed on a regular basis. An example of when to use this could be a regular laundry or tool allowance or awards. These are not related to items calculated from timesheet entries.
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These deductions should be established as recurring deductions. Do not set up Salary Sacrifice Super or Member Voluntary deductions in this section. If the deduction is not related to Salary Sacrifice Super or Member Voluntary, you can create a super adjustment by following the instructions in the link.
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The Pay Run Inclusions Deduction feature allows you to set up an automated employee deduction where you can choose the category, the date the inclusion starts and ends on, and the amount. You can also use this feature to edit any data entered and delete a record that is no longer required.
Helpful Hint
For information on how best to process novated lease payments, please refer to your accountant. If the expiry date you set for the recurring deduction falls anywhere throughout a pay period, it will apply for the entire pay period.
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An example scenario of when to use this would be when an employee has requested additional PAYG be deducted from their pay. This does not relate to STSL/HELP as this is managed through the employee Tax File Declaration.
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An example scenario of when to use this would be when an agreement has been reached with an employee that the company will reimburse mobile phone expenses and will not form part of their gross wage.
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An example scenario of when to use this would be when you want to capture workers compensation or portable long service leave levies.
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