How do I import employee deductions in bulk via Payroll classic? – Employment Hero United Kingdom

Available for the following Payroll classic plans: Standard, Premium

Overview

A deduction occurs when you remove funds from an employee's pay before they receive the pay cheque. You can do this in bulk via the Payroll settings.

This article will talk about how to export a file template, how to import a deduction file, import fields, and deduction reports.

Daily activities

Viewing employee deductions

Click the Employee menu.
Click the List submenu.
Click the name of the employee to view their deductions.
Under Pay Run Settings, click Pay Run Inclusions.

Viewing deduction changes made via bulk import

Click the Reports menu.
Under Employee, click Employee details audit report.
Input the following:
- Date range
- Pay schedule
- Location
- Employee
For Section, choose Pay Run Inclusions.
Click the Run report button.
Helpful Hint

The results will display the following:
- Timestamp
- Change made by
- Channel
- Section
- Field name
- Old value
- New value

Data management

Exporting a file template

Click the Business menu.
Click the Payroll Settings submenu.
Under Business Management, click Data Extracts.
Click Employee deductions as the Data type.
Choose the template type. You can select:
- Template with employee deductions.
- Template with employee deductions (including terminated employees).
- Empty template.
Choose a file format.
Click the Download button.
Fill in the relevant information.

Helpful Hint

View Export file headers in Further information at the end of this article to see what fields you need to fill in.
Save the changes to your drive.

Importing the employee deduction file

Click the Business menu.
Click the Payroll Settings submenu.
Under Business Management, click Import Pay Run Inclusions.

Helpful Hint

The Import type is set to Employee deductions by default.
Click the Select file button.
Choose the file you exported and edited before.
Helpful Hint

You will get a notice if data from the uploaded file can only be partially imported. The message will show:
- The errors which prevented a record from importing.
- The details that were successfully imported.
View Import fields in Further information at the end of this article to see the information that will be imported.

Further information

Export file headers

Employee Id
Employee First Name
Employee Surname
Employee External Id
Id
Deduction Name	Options are: List of all active deduction categories available to the business.
Deduction Type	Options are: Fixed Percentage of gross Percentage of NET Varied based on earnings amount
Amount	Numbers only.
Tiered Deduction Settings Name	Options are: List of all active tier settings available to the business.
Priority
Student Loan Inclusion	Options are: Apply deduction first Apply student loan first Do not apply student loan
Paid To	Options are: Paid manually Paid to a bank account Paid to pension scheme
Paid To Account Name	Options are: List of bank account records set up. Each employee will have their own unique bank account records.
Pension Contribution Plan	Options are: List of pension plans linked to employee. Each employee will have different options available based on the plans linked to their contribution scheme.
Payment Reference
Preserved Earnings	Options are: Never Once a minimum net earnings limit has been reached Once a percentage of net earnings limit has been reached
Preserved Earnings Amount
Preserved Earnings Amount Not Reached Action	Options are: Do not pay the deduction Pay the deduction up to the preservation limit
Carry Forward Unpaid Deductions	Options are: True False
Carry Forward Unused Preserved Earnings	Options are: True False
From Date
Expiry Date
Maximum Amount Paid
Total Amount Paid
Notes

Import fields

EmployeeID	Mandatory.
EmployeeFirstName	Changes made to this field will not be imported. Changes should be made via the employee import.
EmployeeSurname	Changes made to this field will not be imported. Changes should be made via the employee import.
EmployeeExternalId	Changes made to this field will not be imported. Changes should be made via the employee import.
Id	This is the system Id, and only applicable for existing deductions. If you provide an Id that matches an existing deduction, that record will be updated. If this field is blank, a new record will be created.
DeductionName	Mandatory. Only values listed in the drop-down are accepted, and these represent the active deduction categories associated with the business.
DeductionType	Mandatory. Only values listed in the drop-down are accepted, and these represent the active deduction categories associated with the business. The following rules apply: Varies based on earnings amount Percentage of net can only be selected on post-tax deductions
Amount	Mandatory if Deduction type is not varied based on earnings amount. >Only numbers are accepted. Value provided will be set in the pounds or % field according to what was selected for Deduction type.
TieredDeductionSettingsName	Mandatory if Amount (per pay run) value is Varies based on earnings amount. Only values listed in drop-down are accepted.
Priority	This needs to be entered as a whole number. If not provided, the value will be set as zero.
StudentLoanInclusion	Only values listed in drop-down are accepted.
PaidTo	Mandatory, and only values listed in the drop down are accepted. The following conditions apply: Paid manually and paid to bank account options can only be selected against non system categories. Where the deduction is a system deduction, the PaidTo value must be paid to a pension fund.
PaidToAccountName	Mandatory if the PaidTo value is Paid to a bank account. Only values listed in the drop-down are accepted, unless the template is empty. If the empty template is selected, the format accepted is <bank account name> (***<last 4 digits of bank account number>). The 4 digits provided must match to an existing employee bank account that has been set up in the employee file.
PensionContributionPlan	This is mandatory if the ‘PaidTo’ value provided is ‘Paid to a pension scheme’. Only values listed in the drop down are accepted, unless the template is empty. If the empty template is selected, the name of the contribution plan should manually be added (as displayed in the pay run inclusion screen). The employee must be associated with the selected plan.
PaymentReference	This is a free text field and is only applicable if ‘PaidTo’ value is set as ‘Pay to a bank account’
PreservedEarnings	Only values listed in the drop down are accepted. If a value is not provided, the ‘PreservedEarnings’ option will be set to ‘Never’
PreservedEarningsAmount	This field is mandatory if the ‘PreservedEarnings’ value is NOT ‘Never’
PreservedEarningsAmountNotReachedAction	Only values listed in the drop down are accepted
CarryForwardUnpaidDeductions	Values are ‘True’ and ‘False’
CarryForwardUnusedPreservedEarnings	Values are ‘True’ and ‘False’
FromDate	If this is not provided, the ‘when should this pay run inclusion start?’ field in the employee’s pay run inclusion screen will be set to ‘Today’
ExpiryDate	Only 'ExpiryDate' or 'MaximumAmountPaid' can be set. If neither 'ExpiryDate' or 'MaximumAmountPaid' are provided, the ‘when should this pay run inclusion expire?’ field in the employee’s pay run inclusion screen will be set to ‘Never’
MaximumAmountPaid	Only 'ExpiryDate' or 'MaximumAmountPaid' can be set
TotalAmountPaid	This field is a calculated field which uses pay run data and only applies if the ‘MaximumAmountPaid’ is provided. Changes made to this field will not be imported
Notes	Optional, Free text field

Author recommended

After importing employee deductions in bulk, I recommend checking these other articles:

How do I manage deduction categories? This article shows how you can add, edit, and delete deduction categories.
How do I manage expense categories?This article runs through how you can add, edit, delete, and restore expense categories.