Importing a pay run

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You can import a pay run by following these steps:

  1. From within any unfinalised pay run, click on the "Pay run actions" -> "Import pay run"



  2. You will then be shown the "Import pay run" dialog.



    From the "Import pay run" dialog, 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 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. 

    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 KeyPay 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


  3. 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
  • PAYG Adjustments
  • Super 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

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

PAYG Adjustments

The PAYG adjustments worksheet can be used to import PAYG 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 PAYG adjustment N
Amount PAYG Adjustment amount (in dollars)  Y
ExternalId The external Id for the PAYG adjustment

 

 

Super Adjustments

The Super adjustments worksheet can be used to import Super 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 Super adjustment N
Amount Super Adjustment amount (in dollars)  Y
Contribution Type

The contribution type of the super adjustment. Valid values are:

  • Employer Contribution
  • Super Guarantee
Y
ExternalId The external Id for the Super adjustment

N

 

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:
  • WithheldByEmployer
  • BankAccount
  • SuperFund
Y
PayToBankAccountBSB The BSB to use when paying by bank account

Y* (required when paying by bank account)

PayToBankAccountAccountNumber The account number to use when paying by bank account Y* (required when paying by bank account) 
PayToSuperFundMemberNumber The super fund member number to use when paying by super fund Y* (required when paying by super fund)
PayToSuperFundName The name of the super fund to use when paying by super fund Y* (required when paying by super fund)
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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