You can import a pay run by following these steps:
- Once you have created a pay run > click on the 'Pay Run Actions' -> 'Import Pay Run':
- You will then be shown the 'Import Pay Run' dialog:
Here you can configure the following options:
Clear existing data: When importing data, you can choose to clear the existing data in the pay run before importing the new data. (NOTE: clearing existing data will clear those pay items for ALL employees, not just the employees in the import, so be careful when using this setting)
You can choose to clear some or all pay items by ticking the checkbox next to each item.
Data in spreadsheet will 'Replace' or 'Add to' existing data for that employee: When importing data, you can choose to replace the pay run data with the data in the spreadsheet OR add the data to the existing pay run:
Clear existing data: When importing data, you can choose to clear the existing data in the pay run before importing the data. You can choose to clear some or all pay items by ticking the checkbox next to each item
NOTE: clearing existing data will clear those pay items for ALL employees, not just the ones in the import, so be careful when using this setting
Replace or Add data to the import: When importing data, you can choose to replace the pay run data with the data in the spreadsheet OR add the data to the existing pay run. If you select to 'replace' existing data, the following warning will also show:
This is to clarify that if you import earnings lines you'll be replacing the existing timesheet generated earnings lines, and so those timesheets will revert back to Approved status.
Configure Id Types: Each transaction line in the pay run import uses Id's to determine which values should be used as the identifier for various data types. You can use the system generated Id or an external Id. You can specify External Ids for the following data types in the pay run import:
- Employee Id
- Location Id
- Pay Category Id
- Deduction Category Id
- Employee Expense Category Id
- Employer Liability Category Id:
Once you have selected your pay run import options, you need to select the import file. The import file uses a predefined format. You can see a sample of the file format by exporting a pay run:
Pay run import file
The pay run import file uses a pre-defined format to import specific types of pay run data. At this stage, the following types of pay run data can be imported:
- Earnings Lines
- PAYE Adjustments
- Deductions
- Employee Expenses
- Employer Liabilities
NOTE: Leave accruals / leave taken cannot be imported at this time
The pay run import file is an Excel file that has a single worksheet per transaction type and a single line per transaction.
Transaction Type Definitions
Earnings Lines
The earnings lines worksheet can be used to import earnings lines and lump sum payments into a pay run
Please note: If the employee is a contractor and GST is applicable, this will automatically be calculated and added in the pay run and should not be included in the import file.
| Column name | Description | Required |
| Employee Name | Name of the employee being imported | Y |
| EmployeeId | Unique identifier for the employee record. Can be an external Id or KeyPay system Id | Y |
| LocationId | Unique identifier for the location associated with the earnings line. Can be an external Id or KeyPay system Id. Will revert to employee's default location if left blank. | Y |
| PayCategoryId | Unique identifier for the pay category associated with the earnings line. Can be an external Id or KeyPay system Id. Will revert to employee's default pay category if left blank. | Y |
| Units | The number of units for the earnings line | Y |
| Rate | The rate to be used for the earnings line | Y |
| Notes | Notes for the earnings line | N |
| LumpSumNumberOfPayPeriods | If paying a lump sum amount, the number of pay periods that the lump sum should apply to | N |
| ExternalId | The external Id for earnings line. | N |
PAYE Adjustments
The PAYE adjustments worksheet can be used to import PAYE adjustments into a pay run
| Column Name | Description | Required |
| Employee Name | Name of the employee being imported | Y |
| EmployeeId | Unique identifier for the employee record. Can be an external Id or KeyPay system Id | Y |
| Notes | Notes for the PAYE adjustment | N |
| Amount | PAYE Adjustment amount (in dollars) | Y |
| ExternalId | The external Id for the PAYE adjustment |
|
Deductions
The deductions adjustments worksheet can be used to import deductions adjustments into a pay run
| Column Name | Description | Required |
| Employee Name | Name of the employee being imported | Y |
| EmployeeId | Unique identifier for the employee record. Can be an external Id or KeyPay system Id | Y |
| DeductionCategoryId | Unique identifier for the deduction category associated with the deduction line. Can be an external Id or KeyPay system Id | Y |
| Notes | Notes for the deduction. If paying to a bank account, notes will be used as the payment reference | N |
| Amount | Deduction amount (in dollars) | Y |
| PayTo | The payment method to use for the deduction. Valid values are:
|
Y |
| PayToBankAccountCode | The account code to use when paying by bank account | Y* (required when paying by bank account) |
| PayToBankAccountNumber | The account number to use when paying by bank account | Y* (required when paying by bank account) |
| ExternalId | The external id for the deduction | N |
Employer Liabilities
The employer liabilities worksheet can be used to import employer liabilities into a pay run
| Column Name | Description | Required |
| Employee Name | Name of the employee being imported | Y |
| EmployeeId | Unique identifier for the employee record. Can be an external Id or KeyPay system Id | Y |
| LocationId | Unique identifier for the location associated with the employer liability line. Can be an external Id or KeyPay system Id. Will revert to employee's default location if left blank. | Y |
| EmployerLiabilityCategoryId | Unique identifier for the employee expense category associated with the employer liability line. Can be an external Id or KeyPay system Id | Y |
| Notes | Notes for the employer liability | N |
| Amount | Employer liability amount (in dollars) | Y |
| ExternalId | The external Id for the employer liability |
N |
Employee Expenses
The employee expenses worksheet can be used to import employee expenses into a pay run
| Column Name | Description | Required |
| Employee Name | Name of the employee being imported | Y |
| EmployeeId | Unique identifier for the employee record. Can be an external Id or KeyPay system Id | Y |
| EmployeeExpenseCategoryId | Unique identifier for the employee expense category associated with the employee expense line. Can be an external Id or KeyPay system Id | Y |
| Notes | Notes for the employee expense | N |
| Amount | Employee expense amount (in dollars) | Y |
| ExternalId | The external Id for the employee expense |
N |
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