Import File Specification

There are quite a few fields in the file however they are broken into sections as shown below and not all sections need to be present.

Core Data NOTE: either Tax File Number or First Name+Surname+Date of birth must be present in the file to uniquely identify the employee
Field Name	Data Type	Notes
TaxFileNumber	Number
Title	Text	Valid values: Mr, Mrs, Miss, Ms, Dr
PreferredName	Text
FirstName	Text
MiddleName	Text
Surname	Text
DateOfBirth	Date
Gender	Text	Valid values: Male, Female
ExternalId	Text	Can be the id of the employee in some other system (eg: HR)
ResidentialStreetAddress	Text
ResidentialSuburb	Text
ResidentialState	Text
ResidentialPostCode	Number
PostalStreetAddress	Text
PostalSuburb	Text
PostalState	Text
PostalPostCode	Number
EmailAddress	Text
HomePhone	Text
WorkPhone	Text
MobilePhone	Text
StartDate	Date
EndDate	Date	date that employment was terminated (If employee has finalised their employment)
AnniversaryDate	Date	eg: the date the employee received their qualifications
Tags	Text	Pipe (‘\|’) separated list of tags to associate with this employee
Tax File Declaration
Field Name	Data Type	Notes
EmployingEntityABN	Number
EmploymentType	Text	Valid values: Full Time, Part Time, Casual, Labour Hire, Superannuation Income Stream
PreviousSurname	Text
AustralianResident	TrueFalse
ClaimTaxFreeThreshold	TrueFalse
SeniorsTaxOffset	TrueFalse
OtherTaxOffset	TrueFalse
HelpDebt	TrueFalse
AFSDebt	TrueFalse
IsExemptFromFloodLevy	TrueFalse	Only used for 2011/2012 financial year.
IsApprovedWorkingHolidayMaker	TrueFalse
HasWithholdingVariation	TrueFalse
TaxVariation	Number	Should only be specified if HasWithholdingVariation is 'Yes'
DateTaxFileDeclarationSigned	Date	Date that the tax file declaration was signed
DateTaxFileDeclarationReported	Date	Date that the tax file declaration was reported to the ATO
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. For example ‘Weekly’
PrimaryPayCategory	Text	Corresponds to the name of a Pay Category that you have already created. For example ‘Full Time – Standard’
PrimaryLocation	Text	Corresponds to the fully qualified name of a Location that you have already created. See below for details on Fully Qualified Locations.
PaySlipNotificationType	Text	Valid values: Email, SMS, Manual, None
Rate	Number	How much is the employee paid (may be specified as a ‘per hour’ or ‘per annum’ value)
RateUnit	Text	Valid values: Hourly, Annually, Daily
OverrideTemplateRate	Text	Valid values: True, False
HoursPerWeek	Number	Standard number of hours per week for this employee
AutomaticallyPayEmployee	TrueFalse	Determines whether the employee's “standard weekly hours” are automatically added as earnings lines to a new pay run
LeaveTemplate	Text	Name of the Leave Allowance Templateto apply to this employee
PayRateTemplate	Text	Name of the Pay Rate Template to apply to this employee
PayConditionRuleSet	Text	Name of the pay condition rule set to assign to this employee
EmploymentAgreement	Text	Name of an existing employment agreement to associate with this employee
IsEnabledForTimesheets	Text	Valid values: Enabled, Disabled, EnabledForExceptions
IsExemptFromPayrollTax	TrueFalse
Locations	Text	Pipe (‘\|’) separated list of Fully Qualified Locations that this employee works at
WorkTypes	Text	Pipe (‘\|’) separated list of work types to enable this employee to submit timesheets for
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
Bank Accounts · Up to 3 bank or BPAY accounts may be specified however only 1 is required. · Percentages across all bank/BPAY accounts must total 100 · Use an Allocated Percentage of 100 on only 1 of the bank accounts to indicate remaining balance. Note in this case percentages across all bank/BPAY accounts will be greater than 100, and validation will pass if ONLY 1 bank/BPAY account is allocated 100 percent
Field Name	Data Type	Notes
BankAccount1_BSB	Text	This field also maps to the BPAY Biller Code.
BankAccount1_AccountNumber	Text	This field also maps to 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	Percentage or Fixed amount may be specified.
BankAccount2_BSB	Text
BankAccount2_AccountNumber	Text
BankAccount2_AccountName	Text
BankAccount2_AllocatedPercentage	Text	Use 100 to nominate remaining balance
BankAccount2_FixedAmount	Text	Percentage or Fixed amount may be specified.
BankAccount3_BSB	Text
BankAccount3_AccountNumber	Text
BankAccount3_AccountName	Text
BankAccount3_AllocatedPercentage	Text	Use 100 to nominate remaining balance
BankAccount3_FixedAmount	Text	Percentage or Fixed amount may be specified.
Super Funds · Up to 3 super funds may be specified however only 1 is required. · Percentages across all super funds must total 100 · Use an Allocated Percentage of 100 on only 1 of the super funds to indicate remaining balance. Note in this case percentages across all super funds will be greater than 100, and validation will pass if ONLY 1 super fund is allocated 100 percent
Field Name	Data Type	Notes
SuperFund1_ProductCode	Text
SuperFund1_FundName	Text
SuperFund1_MemberNumber	Text
SuperFund1_AllocatedPercentage	Text	Use 100 to nominate remaining balance
SuperFund1_FixedAmount	Text	Percentage or Fixed amount may be specified.
SuperFund2_ProductCode	Text
SuperFund2_FundName	Text
SuperFund2_MemberNumber	Text
SuperFund2_AllocatedPercentage	Text	Use 100 to nominate remaining balance
SuperFund2_FixedAmount	Text	Percentage or Fixed amount may be specified.
SuperFund3_ProductCode	Text
SuperFund3_FundName	Text
SuperFund3_MemberNumber	Text
SuperFund3_AllocatedPercentage	Text	Use 100 to nominate remaining balance
SuperFund3_FixedAmount	Text	Percentage or Fixed amount may be specified.
SuperThresholdAmount	Number
MaximumQuarterlySuperContributionsBase	Number
RosteringNotificationChoices	Text	Valid values: Email, SMS, None

Minimum Required Fields

To setup an employee to be processed in 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

Once an employee is set up in the system, import files may contain a smaller subset of fields but the following must always be included in order to be able to identify the employee to update:

EITHER:

Tax File Number

OR:

First Name
Surname
Date of Birth

Fully Qualified Locations

Since locations may be nested, When importing from the CSV file, it is important to specify the Fully Qualified Location. For the following set of locations:

All Offices
- NSW Offices
  - Strathfield
- QLD Offices
  - Logan

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

If you have any questions or feedback, please let us know via support@roubler.com

Articles in this section

Core Data

Tax File Declaration

Pay Run Setup

Emergency Contacts

Minimum Required Fields

Fully Qualified Locations

Comments

Articles in this section

Core Data

Tax File Declaration

Pay Run Setup

Emergency Contacts

Minimum Required Fields

Fully Qualified Locations

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