Employee Import

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Note: see the following links if you are importing employees from MYOB or Ace Payroll.

 

Employees can be imported into FlexiTime from external systems using a standard text file (.txt or .csv). The import can be found under Tools > Import.

employee_import.png

 

As well as importing your Employees, you may want to consider importing their Pay History to ensure that FlexiTime can calculate their Ordinary and Average rates for you.

 

Importing Pay History

To perform the Employee Import, simply change the Upload Type drop down to Employee, click 'Select File' and upload the appropriately formatted file containing the employee data.

 

The first row of the file should contain the column titles listed in the table below (you can download one of our templates from the bottom of this article with pre-populated column titles). Except for fields marked as mandatory below, you only need to include the columns that you have data for.

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.

 

Creating the Import File

The columns which can be included in the import file are listed in the table below. The mandatory fields are marked in bold and any fields in Italics are required for accurate payroll processing

When creating the file to upload from, the column titles in the first row of your file must exactly match the column titles listed below. To make this easier, you can download one of the example .csv files from the bottom of this article, open it in Excel and enter your employee details from Row 2 onwards. Make sure you save it as a .txt or .csv when you're done.

The simple upload includes the basic fields you may need to get your employees set up and ready for payroll processing.

The full upload includes all of the fields listed above.

Feel free to add or remove any columns you do or don't wish to import into FlexiTime, but take care not to make any changes to the column titles in Row 1 for the columns you do keep.

Column Title

Description/Details

Display Name

The display name you would like to use for the employee throughout FlexiTime. This must be unique, and can not match the display name of any other employee in your FlexiTime account, including any finished employees.

First Name

The employee's first name.

Last Name

The employee's last name.

Start Date

The date the employee started working for the company. The format must be DD/MM/YYYY.

Pay Frequency

How frequently the employee is paid. Must be one of the following values: Daily, Weekly, Fortnightly, Half Monthly, Three Weekly, Four Weekly, Monthly, Annually, Variably, Never.

Tax Code

The employee's tax code as per the IR330 declaration form they should have returned to you at the commencement of their employment. If this column is not included, or the value is left blank, the employee Tax Code will default to Non Disclosed (ND). Valid tax codes are: CAE, EDW, M, ME, M SL, ME SL, ND, NSW, S, SB, SH, ST, S SL, SB SL, SH SL, ST SL, STC. Any tax codes with spaces must be entered accordingly.

IRD Number

The employee's IRD number. Can be formatted as either 012345678 or 012-345-678.

Hours Per Day

The employee's normal hours per day, if known and relatively consistent.

Hours Per Week

The employee's normal hours per week, if known and relatively consistent. Note that if a figure is entered here, the employee's Leave will be set to accrue based on that number of hours. That can then be altered on the Leave tab if required. See this article for more information.

Days Per Week

The employee's normal days per week, if known and relatively consistent. Note that if they work 5 days a week, FlexiTime will assume that this is Monday-Friday. If you have employees who work set hours on set days that aren't Monday-Friday, then that can be altered - on the Employment tab simply click Show Days and enter the hours against each day.

Annual Salary

The employee's annual salary. Only enter this figure if the employee is paid on a salary basis.

Normal Rate

The employee's normal pay rate.

Second Rate

The employee's second pay rate.

Third Rate

The employee's third pay rate.

Bank Account

The employee's primary bank account number that wages are to be paid to. Can be formatted as either 01-1234-1234567-123 or 0112341234567123.

Bank Particulars

Bank Code

Bank Reference

Any information that you would like to show in the Particulars, Code and Reference fields on the employee's bank statement. These fields can't be more than 12 characters long.

If preferred, rather then entering the same details for every employee you can set these once on the Direct Credit pay code under Setup > Pay Codes.

KiwiSaver Percent

The employee's KiwiSaver contribution rate - 3, 4 or 8. Must be a whole number, not a percentage or decimal e.g. 3 if the employee deduction rate is 3%. The employer contribution rate will always be set to 3% and can be changed in FlexiTime if necessary.

KiwiSaver Member

Y/N value only, and must be capital letters. Enter Y if the employee is currently a KiwiSaver Member, or N if they are not.

KiwiSaver Contribution Holiday

Y/N value only, and must be capital letters. Enter Y if the employee is currently on a KiwiSaver Contributions Holiday, or N if they are not.

ESCT Rate

The ESCT rate for the employee, as per IRD guidelines. Must be a whole number, not a percentage or decimal e.g. 17.5 if the employee's ESCT rate is 17.5%. If unspecified, FlexiTime will attempt to calculate the rate as described in this article.

Title

The employee's preferred title e.g Miss, Mrs, Mr, etc.

Occupation

The employee's job title.

Birth Date

The employee's date of birth. The format must be DD/MM/YYYY.

Gender

The employee's gender. Valid entries are M, F, or leaving the field blank.

Address

The employee's home address.

Suburb

The employee's suburb.

City

The employee's city of residence.

Post Code

The employee's post code.

Email Address

The employee's primary contact email address.

Email Payslips

Y/N value only, and must be capital letters. Enter Y to automatically email payslips to the specified Email Address when a pay run is finalised, or N if you do not wish to automatically email payslips.

Phone

The employee's contact phone number.

Mobile

The employee's mobile phone number. 

Department

The business department the employee works for.

Gross Earnings

The employee's gross earnings to date since their last holiday anniversary. This figure is required to calculate the employee's Holiday Pay Accrued.

Holiday Pay Rate

The employee's holiday pay percentage. Must be a whole number, without symbols or decimals e.g. 8 if the employee Holiday Pay Rate is 8%.

Holiday Paid

The dollar amount of holiday pay that has been paid As-You-Go. Do not include a dollar sign.

Annual Leave Due

The total amount of annual leave that is due as at the employee's last holiday anniversary, in hours. If you wish, to simplify your import you can enter all leave available (Annual Leave Due + Annual Leave Accrued - Annual Leave Taken in Advance) as Annual Leave Due. In this instance, you would only include the Annual Leave Due column, the other two columns plus the Gross Earnings columns would be excluded. See this article for more information.

Annual Leave Taken

The total amount of annual leave the employee has taken since their last holiday anniversary, in hours.

Annual Leave Accrued in Advance

The total amount of annual leave the employee has accrued in advance since their last holiday anniversary, in hours.

Next Holiday Anniversary

The employee's next holiday anniversary. This will default to the anniversary of their Start Date if excluded.

Annual Sick Leave Entitlement

The employee's annual sick leave entitlement in days. This will default to 5 if excluded.

Sick Leave Due

The number of days sick leave the employee currently has available.

Alternate Leave Due

The number of days alternate leave (also known as days in lieu) the employee currently has due.

Next Sick Anniversary

The employee's next sick leave anniversary. This will default to their 6 month anniversary if excluded.

YTD Gross Earnings

The employee's gross earnings to date since the beginning of the financial year (April 1st).

YTD Taxable Allowances

The employee's gross taxable allowances to date since the beginning of the financial year (April 1st).

YTD Non Taxable Allowances

The employee's gross non-taxable allowances to date since the beginning of the financial year (April 1st).

YTD Pre Tax Deductions

The employee's gross pre-tax deductions to date since the beginning of the financial year (April 1st).

YTD Taxes

The employee's gross taxes paid to date since the beginning of the financial year (April 1st).

YTD Post Tax Deductions

The employee's gross post-tax deductions to date since the beginning of the financial year (April 1st).

YTD Payments

The employee's gross payments received to date since the beginning of the financial year (April 1st).

YTD Super Contribution

The gross employer superannuation contributions made to date since the beginning of the financial year (April 1st).

 

 

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

 

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