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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 NameData TypeNotes
EmployeeIdNumberThis column must stay blank for new employees as the system will auto generate the next available unique number
TaxFileNumberNumber 
TitleTextValid values: Mr, Mrs, Miss, Ms, Dr
PreferredNameText 
FirstNameText 
MiddleNameText 
SurnameText 
DateOfBirthDate 
GenderText 
ExternalIdTextCan be the id of the employee in some other system (eg: HR)
ResidentialStreetAddressText 
ResidentialAddressLine2Text 
ResidentialSuburbText 
ResidentialStateText 
ResidentialPostCodeNumber 
ResidentialCountryTextThis field only needs to be completed if ResidentialAddressIsManuallyEntered = True
ResidentialAddressIsManuallyEnteredTextValid values: True, False
PostalStreetAddressText 
PostalAddressLine2Text 
PostalSuburbText 
PostalStateText 
PostalPostCodeNumber 
PostalCountryTextThis field only needs to be completed if PostalAddressIsManuallyEntered = True
PostalAddressIsManuallyEnteredTextValid values: True, False
EmailAddressText 
HomePhoneText 
WorkPhoneText 
MobilePhoneText 
StartDateDate 
EndDateDateDate that employment was terminated (If employee has finalised their employment)
AnniversaryDateDateE.g. the date the employee received their qualifications
TagsTextPipe (‘|’) separated list of tags to associate with this employee

Tax File Declaration

Field NameData TypeNotes
EmployingEntityABNNumberYou cannot change an employee's employing entity using this import file. 
EmploymentTypeTextValid values: Full Time, Part Time, Casual, Labour Hire, Superannuation Income Stream
PreviousSurnameText 
AustralianResidentTrueFalse 
ClaimTaxFreeThresholdTrueFalse 
SeniorsTaxOffsetTrueFalse 
OtherTaxOffsetTrueFalse 
StslDebtTrueFalse 
IsExemptFromFloodLevyTrueFalse 
HasApprovedWorkingHolidayVisaTrueFalse 
HasWithholdingVariationTrueFalse 
TaxVariationNumberShould only be specified if HasWithholdingVariation is 'Yes'
MedicareLevyExemptionTextValid values: None, Full, Half
DateTaxFileDeclarationSignedDateDate when the tax file declaration was signed
DateTaxFileDeclarationReportedDateDate when the tax file declaration was reported to the ATO

Pay Run Setup

Field NameData TypeNotes
JobTitleText 
PayScheduleTextCorresponds to the name of a Pay Schedule that you have already created. For example ‘Weekly’
PrimaryPayCategoryTextCorresponds to the name of a Pay Category that you have already created. For example ‘Full Time – Standard’
PrimaryLocationTextCorresponds to the fully qualified name of a Location that you have already created. See below for details on Fully Qualified Locations.
PaySlipNotificationTypeTextValid values: Email, SMS, Manual, None
RateNumberHow much is the employee paid (may be specified as a ‘per hour’ or ‘per annum’ value)
RateUnitTextValid values: Hourly, Annually, Daily
OverrideTemplateRateTextValid values: True, False
HoursPerWeekNumberStandard number of hours per week for this employee
HoursPerDayNumberStandard number of hours worked per day for this employee. Value cannot be '0'.
AutomaticallyPayEmployeeTrueFalseDetermines whether the employee's “standard weekly hours” are automatically added as earnings lines to a new pay run
LeaveTemplateTextName of the Leave Allowance Template to apply to this employee
PayRateTemplateTextName of the Pay Rate Template to apply to this employee
PayConditionRuleSetTextName of the pay condition rule set to assign to this employee
EmploymentAgreementTextName of an existing employment agreement to associate with this employee
IsEnabledForTimesheetsTextValid values: Enabled, Disabled, EnabledForExceptions
IsExemptFromPayrollTaxTrueFalse 
LocationsTextPipe (‘|’) separated list of Fully Qualified Locations that this employee works at
WorkTypesTextPipe (‘|’) separated list of work types to enable this employee to submit timesheets for

Emergency Contacts

Field NameData TypeNotes
EmergencyContact1_NameText 
EmergencyContact1_RelationshipText 
EmergencyContact1_AddressText 
EmergencyContact1_ContactNumberText 
EmergencyContact1_AlternateContactNumberText 
EmergencyContact2_NameText 
EmergencyContact2_RelationshipText 
EmergencyContact2_AddressText 
EmergencyContact2_ContactNumberText 
EmergencyContact2_AlternateContactNumberText 

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 NameData TypeNotes
BankAccount1_BSBTextThis field also maps to the BPAY Biller Code
BankAccount1_AccountNumberTextThis field also maps to the BPAY Customer Reference Number
BankAccount1_AccountNameTextFor a BPAY account, the value here must be 'BPAY'
BankAccount1_AllocatedPercentageTextUse 100 to nominate remaining balance
BankAccount1_FixedAmountTextPercentage or Fixed amount may be specified.
BankAccount2_BSBText 
BankAccount2_AccountNumberText 
BankAccount2_AccountNameText 
BankAccount2_AllocatedPercentageTextUse 100 to nominate remaining balance
BankAccount2_FixedAmountTextPercentage or Fixed amount may be specified
BankAccount3_BSBText 
BankAccount3_AccountNumberText 
BankAccount3_AccountNameText 
BankAccount3_AllocatedPercentageTextUse 100 to nominate remaining balance
BankAccount3_FixedAmountTextPercentage 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 NameData TypeNotes
SuperFund1_ProductCodeText 
SuperFund1_FundNameText 
SuperFund1_MemberNumberText 
SuperFund1_AllocatedPercentageTextUse 100 to nominate remaining balance
SuperFund1_EmployerNominatedFundTrueFalseValue can only be TRUE if the employer nominated fund has been set up via the Superannuation screen
SuperFund1_FixedAmountTextPercentage or Fixed amount may be specified
SuperFund2_ProductCodeText 
SuperFund2_FundNameText 
SuperFund2_MemberNumberText 
SuperFund2_AllocatedPercentageTextUse 100 to nominate remaining balance
SuperFund2_FixedAmountTextPercentage or Fixed amount may be specified
SuperFund2_EmployerNominatedFundTrueFalseValue can only be TRUE if the employer nominated fund has been set up via the Superannuation screen
SuperFund3_ProductCodeText 
SuperFund3_FundNameText 
SuperFund3_MemberNumberText 
SuperFund3_AllocatedPercentageTextUse 100 to nominate remaining balance
SuperFund3_FixedAmountTextPercentage or Fixed amount may be specified
SuperFund3_EmployerNominatedFundTrueFalseValue can only be TRUE if the employer nominated fund has been set up via the Superannuation screen
SuperThresholdAmountNumber 
MaximumQuarterlySuperContributionsBaseNumber 

Miscellaneous

Field NameData TypeNotes
RosteringNotificationChoicesTextValid values: Email, SMS, None
LeaveAccrualStartDateTypeTextValid values: LeaveAccrualStartDateType, SpecifiedDate
LeaveYearStartDateA date should only be entered here if the LeaveAccrualStartDateType setting is set as "SpecifiedDate". Otherwise keep blank.
CloselyHeldEmployeeTextValid values: True, False
PayrollIdTextThis 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

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

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.

 

 

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