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Importing employees via Excel/CSV

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 import file; however, they are broken into sections as shown below and not all sections need to be present.

Core Data

Either TaxFileNumber or FirstName + Surname + DateOfBirth must be present in the file to uniquely identify the employee.


Field Name

Data Type

Notes

EmployeeId

Number

This column must stay blank for new employees as the system will auto generate the next available unique number

TaxFileNumber

Number


Title

Text

Valid values: Mr, Mrs, Miss, Ms, Dr

PreferredName

Text


FirstName

Text


MiddleName

Text


Surname

Text


DateOfBirth

Date


Gender

Text


ExternalId

Text

Can be the id of the employee in some other system (eg: HR)

ResidentialStreetAddress

Text


ResidentialAddressLine2

Text


ResidentialSuburb

Text


ResidentialState

Text


ResidentialPostCode

Number


ResidentialCountry

Text

This field only needs to be completed if ResidentialAddressIsManuallyEntered = True

ResidentialAddressIsManuallyEntered

Text

Valid values: True, False

PostalStreetAddress

Text


PostalAddressLine2

Text


PostalSuburb

Text


PostalState

Text


PostalPostCode

Number


PostalCountry

Text

This field only needs to be completed if PostalAddressIsManuallyEntered = True

PostalAddressIsManuallyEntered

Text

Valid values: True, False

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

E.g. 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

You cannot change an employee's employing entity using this import file. 

EmploymentType

Text

Valid values: Full Time, Part Time, Casual, Labour Hire, Superannuation Income Stream

PreviousSurname

Text


AustralianResident

TrueFalse


ClaimTaxFreeThreshold

TrueFalse


SeniorsTaxOffset

TrueFalse


OtherTaxOffset

TrueFalse


StslDebt

TrueFalse


IsExemptFromFloodLevy

TrueFalse


HasApprovedWorkingHolidayVisa

TrueFalse


HasWithholdingVariation

TrueFalse


TaxVariation

Number

Should only be specified if HasWithholdingVariation is 'Yes'

MedicareLevyExemption

Text

Valid values: None, Full, Half

DateTaxFileDeclarationSigned

Date

Date when the tax file declaration was signed

DateTaxFileDeclarationReported

Date

Date when 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

HoursPerDay

Number

Standard number of hours worked per day for this employee. Value cannot be '0'.

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 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

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_EmployerNominatedFund

TrueFalse

Value can only be TRUE if the employer nominated fund has been set up via the Superannuation screen

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

SuperFund2_EmployerNominatedFund

TrueFalse

Value can only be TRUE if the employer nominated fund has been set up via the Superannuation screen

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

SuperFund3_EmployerNominatedFund

TrueFalse

Value can only be TRUE if the employer nominated fund has been set up via the Superannuation screen

SuperThresholdAmount

Number


MaximumQuarterlySuperContributionsBase

Number


Miscellaneous

Field Name

Data Type

Notes

RosteringNotificationChoices

Text

Valid values: Email, SMS, None

LeaveAccrualStartDateType

Text

Valid values: LeaveAccrualStartDateType, SpecifiedDate

LeaveYearStart

Date

A date should only be entered here if the LeaveAccrualStartDateType setting is set as "SpecifiedDate". Otherwise keep blank.

CloselyHeldEmployee

Text

Valid values: True, False

PayrollId

Text

This ID can only be changed if the business has changed the BMS ID

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


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

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.