Warning
As this is a critical step for your implementation, please ensure you start on it as early as possible. However, only import the data after completing your second to last pay run in your previous system and before commencing your parallel pay with Employment Hero.
Importing historical gross earnings into employment Hero is an essential step for ensuring accuracy for leave calculations in the system. Think of it like building a solid foundation – without this information, the system might not be able to figure out the correct amounts when someone takes time off.
When you add past earnings, the system can accurately calculate average weekly earnings over the last year (AWE) and their ordinary weekly pay (OWP). It also looks at their pay over the last four weeks. These calculations are what Employment Hero uses to work out how much holiday pay someone should get. Plus, this past pay information is also used to correctly calculate payments for other types of leave, like when someone takes a sick day or there is a public holiday (FBAPS). So, loading past earnings makes sure everyone gets paid the right amount for all types of leave and ensures your business is set up for success and in line with legislation.
Since you'll be doing a parallel pay run in Employment Hero, you'll need to enter your historical gross earnings data up to the second-to-last pay period from your old system. This is so the parallel pay run, which covers your final pay period in the previous system, can bring all your historical earnings and opening balances fully up to date.
Example: Your old system's payroll runs fortnightly. Your last pay period was on 25.05.2025. In this case, you would upload historical gross earnings data up to 11.05.2025 (the second-to-last pay period). The parallel pay run in Employment Hero will then cover 25.05.2025, bringing everything up to date.
Warning
Historical gross earnings data is crucial for accurate leave calculations and should not be skipped. New businesses can skip this step.
Please refer to these steps:
- Log into your Employment Hero Payroll platform.
- Click on Business > Payroll Settings > Business Settings > Opening Balances.
- Select your initial financial year from the dropdown menu and save.
- Click on Export > Historic Gross Earnings - AWE or Historic Gross Earnings - OWP - 4 weekly pay.
- Select Template with employee data from the dropdown menu.
- Click on Download.