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How do I import my employees using an XLXs file | Payroll FAQ

Jimmy
Updated

Question

How do I import my employees using an XLXs file?

Availability

Payroll Plan:   Standard   Premium

Answer

You can use the Employee Importing feature within the Payroll Settings module to import in bulk your employee file data. You will need to undertake the below steps via your Employment Hero Payroll platform.

Important

If you are using both our HR and Payroll platforms, add your employees via your HR platform.

Payroll Best Practise

While you can upload your employees as a CSV file onto the payroll platform, we recommend using an XLSX file. The reason for this is the CSV file format can cause incorrect options to display in some fields, which does not happen if you use an XLSX file.

Import my employee data
  1. Log into your Employment Hero Payroll platform.
  2. Click the  Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Import Employees button.
  5. Select the Standard Format File Upload option in the Import Employees From drop-down.
  6. Click the Select File button.
    Import_1.jpg
  7. Click the Confirm Upload button.
    Import_2.jpg

    Helpful Hint

    You will now see on your screen a status message showing the successful uploading of your employee data into your payroll platform.

    Import_3.jpg

Further information

Data type breakdown: Personal details
Field name. Data type. Notes.
EmployeeID. Number. This column must stay blank for new employees as the platform will auto generate the next available unique number.
TaxFileNumber. Number.  
Title. Text. Valid values include Mr, Mrs, Miss, Ms and Dr.
PreferredName. Text  
Firstname Text.  
MiddleName. Text.  
Surname. Text.  
DateOfBirth. Date.  
Gender. Text. Valid values include male, female, and unspecified.
ExternalID. Text. Can be the ID of the employee from another platform. 
ResidentialStreetAddress. Text.  
ResidentialSuburb. Text.  
ResidentialState. Text.  
ResidentialPostCode. Number.  
ResidentialCountry. Text. This field needs completing if you added the entry true to the ResidentialAddress ManuallyEntered field.
ResidentialAddressManuallyEntered. Text. Valid values include true or false.
PostalStreetAddress. Text.  
PostalAddressLine2. Text.  
PostalSuburb. Text.  
PostalState. Text.  
PostalPostCode. Number.  
PostalCountry. Text. This field needs completing if you added the entry true to the PostalAddress ManuallyEntered field
PostalAddressManuallyEntered. Text. Valid values include true or false.
EmailAddress. Text.  
HomePhone. Text.  
WorkPhone. Text.  
MobilePhone. Text.  
StartDate. Date.  
EndDate. Date. Date of employment termination.
AnniversaryDate. Date. The date the employee received their qualification.
TerminationReason. Date. This field contains a pre-determined drop-down list. You can only use this field if you entered a date into the EndDate field.
Tags. Text. Pipe 'l' separated list of tags to associate with this employee.
Data type breakdown: Tax setup
Field name. Data type. Notes.
EmployingEntityABN. Number. You can not change an employee employing entity using this import file. You can change this though, via the Re-Assign Super Fund feature.
EmploymentType. Text. Valid values include full time, part-time, casual, labour hire and superannuation income stream.
PreviousSurname. Text.  
AustralianResident. True/False.  
ClaimTaxFreeThreshold. True/False.  
SeniorsTaxOffset. True/False.  
OtherTaxOffset. True/False.  
StslDebt. True/False.  
StslCalculationType. Taxable Earnings/ Repayment Income. Enter a value here where StslDebt = true. If you leave this field blank and StslDebt = true, the default calculation type will be taxable earnings.
IsExemptFromFloodLevy. True/False. Only used for 2011/2012 financial year.
HasApprovedWorkingHolidayVisa. True/False.  
WorkingHolidayVisaCountry. Select from drop-down. This field is only required if HasApprovedWorkingHolidayVisa = True. The country selected here must be the country stated on the employee's Visa.
IsSeasonalWorker. True/False.  
HasWithholdingVariation. True/False.  
TaxVariation. Text. You should complete this field if you entered yes into the HasWithholdingVariation field.
MedicareLevyExemption. Text. Valid values include none, full, or half.
DateTaxFileDeclarationSigned. Date. Date they signed their tax file declaration.
DateTaxFileDeclarationReported. Date. Date you sent their tax file declaration to the ATO.
Data type breakdown: Pay run setup
Field name. Data type. Notes.
JobTitle. Text.  
PaySchedule. Text. Corresponds to the name of a Pay Schedule that you have already created.
PrimaryPayCategory. Text. Corresponds to the name of a Pay Category that you have already created.
PrimaryLocation. Text. Corresponds to the fully qualified name of a Location that you have already created.
PaySlipNotificationType. Text. Valid values include email, SMS, manual, and none.
Rate. Number. How much is the employee paid? You may specify a per hour or per annum value.
RateUnit. Text. Valid values include hourly, annually, and daily.
OverrideTemplateRate. Text. Valid values include true or false.
HoursPerWeek. Number. The standard number of hours per week for this employee.
HoursPerDay. Number. Standard number of hours worked per day for this employee. Value cannot be 0.
AutomaticallyPayEmployee. True/False. Determines whether the platform automatically applies the employee's standard weekly hours as earnings lines in a new pay run.
LeaveTemplate. Text. Name of the Leave Allowance Template applied to the employee.
PayRateTemplate. Text. Name of the Pay Rate Template applied to the employee.
PayConditionRuleSet. Text. Name of the Pay Rate Conditions Rule Set applied to the employee.
EmploymentAgreement. Text. Name of the Employment Agreement applied to the employee.
IsEnabledForTimesheets. Text. Valid values include enabled, disabled, and enabled for exceptions.
IsExemptFromPayrollTax. True/False.  
Locations. Text. Pipe 'l' separated list of fully qualified locations that this employee works at within your business.
WorkTypes. Text. Pipe 'l' separated list of work types that this employee submits timesheets for within your business.
Data type breakdown: 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.  
Data type breakdown: Bank accounts
Field name. Data type. Notes.
BankAccount1_BSB. Text. This field also maps onto the BPAY Biller Code.
BankAccount1_AccountNumber. Text. This field also maps onto the BPAY Customer Reference Number.
BankAccount1_AccountName. Text. For a BPAY account, the value here must be BPAY.
BankAccount1_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
BankAccount1_FixedAmount.  Text. You can specify either percentage or fixed amounts.
BankAccount2_BSB. Text.  
BankAccount2_AccountNumber. Text.  
BankAccount2_AccountName. Text.  
BankAccount2_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
BankAccount2_FixedAmount. Text. You can specify either percentage or fixed amounts.
BankAccount3_BSB. Text.  
BankAccount3_AccountNumber. Text.  
BankAccount3_AccountName. Text.  
BankAccount3_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
BankAccount3_FixedAmount. Text. You can specify either percentage or fixed amounts.
Data type breakdown: Super
Field name. Data type. Notes.
SuperFund1_ProductCode. Text.  
SuperFund1_FundName. Text.  
SuperFund1_MemberNumber. Text.  
SuperFund1_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
SuperFund1_EmployerNominatedFund. True/ False. Value can only be true if you have set up the employer nominated fund via the Superannuation screen.
SuperFund1_FixedAmount. Text. You can specify either percentage or fixed amounts.
SuperFund2_ProductCode. Text.  
SuperFund2_FundName. Text.  
SuperFund2_MemberNumber. Text.  
SuperFund2_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
SuperFund2_EmployerNominatedFund. True/ False. Value can only be true if you have set up the employer nominated fund via the Superannuation screen.
SuperFund2_FixedAmount. Text. You can specify either percentage or fixed amounts.
SuperFund2_ProductCode. Text.  
SuperFund3_FundName. Text.  
SuperFund3_MemberNumber. Text.  
SuperFund3_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
SuperFund3_EmployerNominatedFund. True/ False. Value can only be true if you have set up the employer nominated fund via the Superannuation screen.
SuperFund3_FixedAmount. Text. You can specify either percentage or fixed amounts.
SuperThresholdAmount. Number.  
MaximumQuarterlySuperContributionsBase. Number.  
Data type breakdown: Time and attendance
Field name. Data type. Notes
RosteringNotificationChoices. Text. Valid values include email, SMS and none.
LeaveAccrualStartDateType. Text. Valid values include LeaveAccrual StartDateType or SpecifiedDate.
LeaveYearStart. Date. You should only enter a date in this field if you selected SpecifiedDate" in the LeaveAccrual StartDateType field. Otherwise keep blank.
Data type breakdown: Single Touch Payroll (STP)
Field name. Data type. Notes
CloselyHeldReporting. Text. Enter a value here if SingleTouchPayroll = Closely held employee. Valid values include per quarter or per pay run. If SingleTouchPayroll = Closely held employee and this value is blank, the default reporting option will be per quarter.
SingleTouchPayroll. Select from dropdown. Complete this field if you classified your employee with an income type that is not salary and wages, working holiday maker or seasonal worker.
PayrollId. Text.  
How do I clear data fields?

If you want to use the XLSs file to remove your payroll data in bulk, you can enter the (clear) value into the relevant fields. This will remove the matching data from your payroll platform.

File specification: Bank accounts
  • You can enter up to three bank or BPAY accounts; however, only one is required.
  • Percentages of all bank/BPAY accounts must total one hundred.
  • Use an allocated percentage of one hundred on only one of the bank accounts to show this is where the remaining balance goes.
File specification: Super funds
  • You can enter up to three super funds; however, only one is required.
  • Percentages of all super funds must total one hundred.
  • Use an allocated percentage of a hundred on only one of your super fund entries to show this is where the remaining balance goes..
How do I enter fully qualified locations?

Since you many have nested locations, when importing from the XLSV file, it is important to specify the fully qualified location, i.e. if we go of the below location example:

  • All Offices.
    • NSW Offices.
      • Strathfield.
    • QLD Offices.
      • Logan.

The fully qualified location for Strathfield would be All Offices / NSW Offices / Strathfield

What are the minimum required fields to run a pay?

 To process an employee within 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.
  • PrimaryPayCategory.
  • PrimaryLocation.
  • PaySlipNotificationType.
  • Rate.
  • RateUnit.
  • HoursPerWeek.
  • BankAccount1_BSB.
  • BankAccount1_AccountNumber.
  • BankAccount1_AccountName.
  • BankAccount1_AllocatedPercentage.
  • SuperFund1_FundName.
  • SuperFund1_MemberNumber.
  • SuperFund1_AllocatedPercentage.

Watch the training video

imp_employees.png

Author recommended

So you have now imported your employees and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

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