Available for the following Payroll plans: Employment Lite, Employment Plus
Available for the following Payroll plans: Standard, Premium
Available for the following user access level: Admin
The Employee Import feature allows you to bulk upload employee data, streamlining the onboarding process and saving you time.
You can upload your employee data using an Excel (.xlsx) file, which allows you to import employee information into the system. This feature simplifies the process of adding multiple employees, saving time and reducing manual entry errors.
Important
This article explains how to upload employee files using an Excel (.xlsx) file, which is the recommended format due to its strong compatibility with the Payroll classic platform.
If you choose to use a CSV file instead, refer to this article for guidance on bulk importing employees with a CSV file.
Getting started
Warning
Please do not delete any of the columns in your XLSX/CSV file. If you delete or remove columns in your XLSX/CSV file and upload it into the platform, this will result in clearing some of your data on the platform too. This will lead to errors and affect your records and system.
- Log into the Payroll classic platform.
- Click the Business Settings menu.
- Click the Payroll Settings submenu.
- Click the Import Employees button.
- Select the Standard Format File Upload option in the Import Employees From drop-down.
- Click the Select File button.
- Enter your chosen file. (An Excel (.xlsx) file is recommended, as CSV files are more likely to have incorrect options appear in some data fields.)
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Click the Confirm Upload? button.
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You will now see a status message that confirms the successful upload of your employee data into your Payroll classic platform.
Helpful Hint
If you encounter errors in the imported file, it is recommended that you ensure the file includes only the necessary employee details and remove any irrelevant sheets to prevent issues during the upload process.
Further information
| 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. |
| Title | Text | Valid values include Mr, Mrs, Miss, Ms and Dr. |
| PreferredName | Text | |
| Firstname | Text | |
| MiddleName | Text | |
| Surname | Text | |
| PreviousSurname | 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 | |
| ResidentialStreetAddress2 | Text | |
| ResidentialCity | Text | |
| ResidentialRegion | 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 | |
| PostalCity | Text | |
| PostalRegion | 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 | Landline phone numbers must contain 9 digits, including the area code. Mobile phone numbers must have a maximum of 11 digits and start with a prefix of 02. |
| WorkPhone | Text | Landline phone numbers must contain 9 digits, including the area code. Mobile phone numbers must have a maximum of 11 digits and start with a prefix of 02. |
| MobilePhone | Text | Mobile phone numbers must have a maximum of 11 digits and start with a prefix of 02. |
| 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. |
| Field name | Data type | Notes |
|---|---|---|
| EmploymentType | Text | Valid values include part-time, casual, and independent contractors. |
| 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 as 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. |
| IsEnabledForTimesheets | Text | Valid values include enabled, disabled, and enabled for exceptions. |
| WorkTypes | Text | Pipe 'l' separated list of work types that this employee submits timesheets for within your business. |
| 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 |
| Field name | Data type | Notes |
|---|---|---|
| BankAccount1_BankCode | Text | |
| BankAccount1_AccountNumber | Text | |
| BankAccount1_AccountName | Text | |
| BankAccount1_AllocatedPercentage | Text | Use 100 to nominate remaining balance. |
| BankAccount1_FixedAmount | Text | You can specify either percentage or fixed amounts. |
| BankAccount2_BankCode | 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_BankCode | 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. |
| Field name | Data type | Notes |
|---|---|---|
| KiwiSaver_EmployeeContribution | Number | Valid values include 3,4,6,8 and 10. |
| KiwiSaver_EmployerContribution | Number | Valid values include 3 or greater. |
|
KiwiSaver_OptOutDate |
Date | You must enter a date for any employee whose KiwiSaver _Enrollment Status = OptOut. |
| KiwiSaver_LateOptOutReason | Text |
You must enter a reason here for any employee whose KiwiSaver _Enrollment Status = OptOut and whose KiwiSaver_OptOut Date is 57 days after the employee's start date. Valid Values include CRIT, ERIS EVNT, INER, INFO, IRIS, OTHR. |
| KiwiSaver_LateOptOutReason OtherExplanation | Text | You must enter a reason for any employee whose KiwiSaver_Late OptOutReason = OTHR. |
| KiwiSaver_SavingsSuspensionFromDate | Date | You must enter start date here for any employee whose KiwiSaver_ EnrollmentStatus = SavingsSuspension. |
| KiwiSaver_SavingsSuspensionToDate | Date | You must enter the end date here for any employee whose KiwiSaver_Enrollment Status = Savings Suspension. |
| KiwiSaver_EnrollmentStatus | Text | Valid values include automatically enrol, ineligible, not enrolled, opt in, opt out and savings suspension. |
| KiwiSaver_IneligibilityReason | Text |
You Must complete this field when KiwiSaver_ Enrollment Status = Ineligible. Valid values include not a citizen/permanent resident, not normally living in New Zealand, under 18 years of age and working as an independent contractor. |
| KiwiSaver_PreviouslyReported | Text | Valid values include true or false. |
| Field name | Data type | Notes |
|---|---|---|
| RosteringNotificationChoices | Text | Valid values include email, SMS and none. |
| Field name | Data type | Notes |
|---|---|---|
| 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. |
| LeaveWithoutPayAweAdjustmentType | Drop-down | Move anniversary date OR Reduce AWE divisor. |
| AdjustedLeaveEntitlementDate | Date |
| Field name | Data type | Notes |
|---|---|---|
| TaxCodeDeclaration_IrdNumber | Number | Valid numbers contain only 9 or less numbers. If the employee's IRD number is unknown, enter 000000000 as the interim number. |
|
TaxCodeDeclaration_DateSigned |
Date | |
| TaxCodeDeclaration_EsctRate | Number | Valid values include 10.5, 17.5, 30 and 33. |
| TaxCodeDeclaration_IncomeBand | Text | Applicable for any employee whose job falls under secondary income. Valid Values include: 1-14000, 14001-48000, 48001-70000 and greater than $70001 |
| TaxCodeDeclaration_StudentLoan | Text | Valid values include true or false. |
| TaxCodeDeclaration_IsNonDisclosed | Text | Valid values include true or false. |
| TaxCodeDeclaration_IsPrimaryIncome | Text | Valid values include true or false. |
| TaxCodeDeclaration_NewZealand Resident | Text | Valid values include true or false. |
| TaxCodeDeclaration_SpecialTaxCode | Text | Valid Values include M, ME, M SL, ME SL, S, SH, SB, S SL,SH SL, SB SL, ST, NSW, CAE, EDW, STC, ND and WT. |
| TaxCodeDeclaration_StudentLoanRate | Number | |
| TaxCodeDeclaration_ElectedExtraPay Rate | ||
| TaxCodeDeclaration_MeetsMainIncome MeansTest | Text | Valid values include true or false. |
| TaxCodeDeclaration_SpecialTaxCode Rate | Number | You must complete this field if 'TaxCodeDeclaration_SpecialTaxCode' contains a value. |
| TaxCodeDeclaration_FtcOverseasSuper OrPension | Text | Valid Values include true or false. If the employee can claim either the Family Tax Credits, NZ Super, or Veteran's Pension (or overseas equivalents), then you need to select True. |
|
TaxCodeDeclaration_IncomeApplied ToTestedBenefit |
Text | Valid Values include true or false. If the employee receives an income-tested benefit that applies to the benefit test, then select the True option. |
| TaxCodeDeclaration_StudentLoanRate EndDate | Date | You must enter data here if the employee is eligible for SDR. |
| TaxCodeDeclaration_SpecialTaxCodeRateEndDate | Date | You must enter a date here if TaxCodeDeclaration_SpecialTaxCodeRate contains a value. |
| TaxCodeDeclaration_RegisteredForGST | Text | Valid values include true or false. The value is only needed if employment type is independent contractor. |
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 classic platform.
- You can enter up to three bank accounts; however, only one is required.
- Percentages of all bank 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.
As many have nested locations, when importing from the XLSV file, it is important to specify the fully qualified location.
For instance, based on the below location example, the fully qualified location for Balmoral would be All Offices / Auckland Offices / Balmoral
- All Offices
- Auckland Offices
- Balmoral
- Taupo Offices
- Wharewaka
- Auckland Offices
What is the minimum number of required fields to process a pay run?
To process an employee within a pay run, the following 28 fields are required as a minimum:
- FirstName
- Surname
- DateOfBirth
- ResidentialStreetAddress
- ResidentialSuburb
- ResidentialState
- ResidentialPostCode
- PostalStreetAddress
- PostalSuburb
- PostalState
- PostalPostCode
- StartDate
- EmploymentType
- PaySchedule
- PrimaryPayCategory
- PrimaryLocation
- PaySlipNotificationType
- Rate
- RateUnit
- HoursPerWeek
- BankAccount1_BankCode
- BankAccount1_AccountNumber
- BankAccount1_AccountName
- BankAccount1_AllocatedPercentage
- TaxCodeDeclaration_IrdNumber
- KiwiSaver_EnrollmentStatus
- KiwiSaver_EmployeeContribution
- KiwiSaver_EmployerContribution
Explore related content
- Add and create Employee Notes This feature allows you to add notes to an employee's file. This can include interactions with the employee as well as any requests that have been made.
- Add and create Timesheet Documents This feature allows you to upload documents to an employee's timesheets to provide context and any other additional information as needed.