How to Upload Bulk Payroll Entries

Bulk payroll entries is the starting point for every file upload.

1. Go to Payroll > Run payroll, and open the pay run you want to update.
2. Select Bulk payroll entries from the Payroll Actions drop-down menu near the top right.
3. Click Upload from file.

Finalized pay runs open in read-only mode, so you can only upload entries to a pay run that is still open.

1. In the Upload from file window, click Download template. The template downloads as an Excel file.
2. Enter your entries on the tabs that match the grid: Earning lines, Deductions and Benefits.

The template columns match the grid. Keep these rules in mind:

• Earning lines: The amount is calculated from Rate × Units, so any Amount column is ignored.
• Benefits: Benefits are always added as one-time adjustments. Recurring frequencies aren’t supported.
• Extra columns: Columns that aren’t part of the template aren’t processed.

Statutory holiday pay rules vary by province and territory under local Employment Standards Acts (or the Canada Labour Code for federally regulated businesses). Search the help centre for statutory holiday pay rules to learn more.

1. Drag your completed file into the upload area, or click to browse for it. Accepted formats are .csv, .xlsx and .xls.
2. Check that each column is matched to the correct field, then click Continue.

Rows are added to the grid next to your existing entries. Nothing is replaced.

You can upload a CSV file instead of the Excel template. A CSV file contains one tab only, so export each tab you want to upload.

1. In your spreadsheet, select the tab you want to export, for example Earning lines.
2. Go to File, then Download, and select Comma-separated values (.csv).

1. In the Upload from file window, drag your CSV file into the upload area, or click to browse for it.
2. Under “Which entry type is this file for?”, select Earning lines, Deductions or Benefits.
3. Click Continue.

Excel files don’t ask this question, because each tab is matched to its entry type by name.

The system matches the columns in your file to the expected fields, such as Employee ID, Employee name, Income type and Cost centre. A green dot shows a matched column. A red “Not found” shows that a required column is missing from your file.

If a required column is missing, the system skips the file for the entry type you chose. For example, uploading an earning lines file as Deductions shows: “Deductions: skipped because it doesn’t match the expected format (missing Deduction category).”

You can change the entry type without starting again.

1. Click Upload different file, or Upload another file if you are on the error message.
2. Upload the file again and select the correct entry type.
3. Click Continue.

You can also click Download template in the same window if you want to start from the template.

1. In the review window, check the flagged rows. Each one shows a message, such as Income type is required or Cost centre is required.
2. Click Ignore issues and add all rows. Rows that are still waiting for an employee can’t be added.
3. Fix any remaining errors in the grid. New rows are added to the bottom of the grid and tagged New.
4. Click Apply to pay run. Nothing is saved to the pay run until you do.

For more on fixing rows in the grid, see Review and fix issues.

After the upload, a review window shows the rows that need attention on each tab. Each tab shows how many rows are ready to add and how many are flagged.

1. For rows with an employee error, choose the correct employee from the drop-down list. The list shows the employees in this pay run.
2. Use the checkboxes to keep track of the rows you’ve reviewed. They don’t affect which rows are added.
3. Click Ignore issues and add all rows.

Rows that are still waiting for an employee can’t be added. Other rows are added even if they have issues, so you can fix those in the grid.

You may see these messages:

• Employee ID and name were not found: The ID and name in your file don’t match an employee in this pay run.
• Income type is required, Cost centre is required or Benefit is required: A required field is blank.
• Amount must be 0 or greater: A negative amount was entered, for example a negative employee premium for a benefit.

If an Employee ID in a message ends in “.0”, reformat the Employee ID column in your spreadsheet so the IDs are whole numbers.

Rows added from a file are tagged New, so you can find them easily. You can edit any row in the grid before you apply the entries.

• A red dot on a tab means it still has issues. A green dot means it has none.
• Red-outlined cells show the field that needs fixing, such as a blank benefit or a negative amount.
• Select Add to add more rows, and use the page controls at the bottom of each tab to move between pages.

Added rows stay as drafts until you click Apply to pay run. Only then are the changes saved to the pay run.

1. Check the grid for any remaining issues.
2. Click Apply to pay run.

If required details are missing, fix or remove those rows before you apply.