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Employee Import via Excel / CSV - Roubler UK

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Kathryn Charge
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File Specification

 Importing Employees from an XLSX or CSV file is a great way to get set up and running quickly.

Your implementation team is here to help but if you are having some trouble with the template this article will assist with any questions you may have.

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.

Field Name Data Type Notes    
PERSONAL DETAILS        
         
EmployeeId Number      
Title Text Valid values: Mr, Mrs, Miss, Ms, Dr    
PreferredName Text      
FirstName Text      
MiddleName Text      
Surname Text      
PreviousSurname Text      
DateOfBirth Number      
Gender Text Valid values: Male, Female    
ExternalId Number      
ResidentialStreetAddress Text      
ResidentialAddressLine2 Text      
ResidentialCity Text      
ResidentialCounty Text      
ResidentialPostCode Text      
ResidentialCountry Text This field only needs to be completed if ResidentialAddressIsManuallyEntered = True    
ResidentialAddressIsManuallyEntered Text Valid values: True, False    
PostalStreetAddress Text      
PostalAddressLine2 Text      
PostalCity Text      
PostalCounty Text      
PostalPostCode Text      
PostalCountry Text This field only needs to be completed if PostalAddressIsManuallyEntered = True    
PostalAddressIsManuallyEntered Text Valid values: True, False    
EmailAddress Text      
HomePhone Number      
WorkPhone Number      
MobilePhone Number      
StartDate Number      
EndDate Number date that employment was terminated (If employee has finalised their employment)
ContinuousEmploymentDate Number      
Tags Text Pipe (‘|’) separated list of tags to associate with this employee
         
PAY RUN SETUP        
         
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.
PaySlipNotificationType Text Valid values: Email, SMS, Manual, None  
RosteringNotificationChoices Text      
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  
HoursPerWeek Number Standard number of hours per week for this employee
AutomaticallyPayEmployee True/False 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 Template to 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
IsEnabledForTimesheets Text Valid values: Enabled, Disabled, EnabledForExceptions
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        
         
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 Number      
EmergencyContact2_AlternateContactNumber Number      
         
BANK ACCOUNTS        
         
BankAccount1_AccountNumber Text      
BankAccount1_AccountName Text      
BankAccount1_AllocatedPercentage Text Use 100 to nominate remaining balance  
BankAccount1_FixedAmount Text Percentage or Fixed amount may be specified.  
BankAccount2_SortCode 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_SortCode Text      
BankAccount3_AccountNumber Text      
BankAccount3_AccountName Text Use 100 to nominate remaining balance  
BankAccount3_FixedAmount Text Percentage or Fixed amount may be specified.  
         
HMRC/NI AND PENSION SETTINGS        
         
NationalInsuranceNumber Text      
NationalInsuranceCalculationMethod Text      
NationalInsuranceCategory Number      
PayrollId Number      
TaxCalculationMethod Text      
TaxCode Text      
EmployeeStatement Text      
IsCompanyDirector Text      
EmployeePaidIrregularly Text      
StudentLoanType Text      
PensionAssessmentOption Text      
PensionContributionGroup Text      
AssessmentDate Number      
AssessmentStatus Text      
OptInDate Number      
EmployeeStarterType Text      
IsExemptFromMinimumWage Text      
IsApprentice Text      
PreviousEmployerOfficeNumber Text      
PreviousEmployerOfficeNumber Text      
PreviousEmployerReferenceNumber Text      
PreviousEmployerLeavingDate Text      
PreviousEmployerTaxablePay Text      
PreviousEmployerTaxWithheld Text      
PreviousEmployerStudentLoanDeductions Text      
PreviousEmployerW1M1 Text      
PreviousEmployerTaxCode Text      
PreviousEmployerTaxPeriodFrequency Text      
PreviousEmployerTaxPeriodNumber Text      
         


Minimum Required Fields

To setup an employee to be processed in a pay run the following fields are required as a minimum:

  • FirstName
  • Surname
  • DateOfBirth
  • ResidentialStreetAddress
  • ResidentialCity
  • ResidentialDistrict
  • ResidentialPostCode
  • PostalStreetAddress
  • PostalCity
  • PostalDistrict
  • PostalPostCode
  • StartDate
  • EmploymentType
  • PaySchedule
  • PrimaryPayCategory
  • PrimaryLocation
  • PaySlipNotificationType
  • Rate
  • RateUnit
  • HoursPerWeek
  • BankAccount1_SortCode
  • BankAccount1_AccountNumber
  • BankAccount1_AccountName
  • BankAccount1_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:

 

  • 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
    • London Offices
      • Strathfield
    • Devon Offices
      • Logan

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

 

Deleting Data

If you want to use an import file to remove data from the employee records, in bulk, you'll need to use the value "(clear)" without the quotes in the appropriate field on your import file to remove it from the matching field on the employee record.

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

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