Pay History Import

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Pay history can be imported into FlexiTime from external systems using a standard text file. The file can be either a tab delimited text file (.txt) or a comma separated values file (.csv). The import can be found under Tools > Import.

 

The pay history is purely for calculating the Ordinary and Average Weekly Earnings as used in calculations of the rate at which annual leave is paid out, and Average Daily Pay for other leave. Since the Average Weekly Earnings and Average Daily Pay are calculated on a rolling twelve months period, a pay history broken down by pay period can be required for accurate assessment. This article provides some advice on whether you need to load this full history.

To perform the Pay History Import, simply change the Upload Type drop down to Pay History Import, click 'Select File' and upload the appropriate file containing your employee data.

 

When you attempt to import the file, any lines containing errors will be highlighted. Hovering the mouse over the line will display a pop-up describing the error(s).

Red Errors  - Lines may be highlighted red indicating that an error on the line is critical and will stop the data from being imported. If there are only a few errors you can click into the fields and update them from within the import screen. However, if you have a large number of errors it may be quicker to close out of the import, update your import file, and then re-import it.

Yellow Errors  - Some lines may be highlighted yellow. This means that the line will be imported into FlexiTime but some information on the line doesn't match any record in FlexiTime and so won't be loaded. You can either ignore these errors or fix them as you do with red lines.

Once you are happy the data is correct and there are no red errors, click 'Submit' to import the time entries.

 

The file should be completed with one line per employee, per pay end date, for the previous 12 months. If you have processed multiple pays with the same pay end date for any of your employees, you should combine them onto a single line.

The file should include the following columns, including the column title on the first row: 

Column Title

Description

Employee

The employee display name. Must exactly match the display name used in FlexiTime.

Pay End Date

The last day that the pay covered. Date format must be DD/MM/YYYY. 

Holiday Pay Earnings

This will usually be the employee's gross earnings for the pay. Discretionary payments and reimbursed expenses should be excluded. Do not include dollar signs.

Hours Worked

The number of hours that this pay covers. The earnings are divided by these hours to determine the average and ordinary pay rates.

If the employee accrues leave based on a fixed number of hours per week, then you should use those hours instead of the actual hours worked. For example, an employee who accrues leave based on 40 hours per week and is paid fortnightly should have 80 hours per pay in their pay history.

Days Worked

The number of work days in the period that this pay covers, including days taken as leave. This is used for calculating the relevant daily pay if an employee works irregular hours. This should be in whole days - for example if an employee works a full shift on Monday, a half shift on Tuesday, and a half shift on Thursday the total days worked is 3. This field is optional if your employees work regular hours.

 

To make this easier, you can download the template attached to this article, open it in Excel, and then detail twelve months of employee pay history.

Please note: some versions of Safari are not compatible with the Import facility.

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