WFM UK: Uploading Payments

• Log in to HR & Payroll and access the Payroll module
• Select Upload Payments from the Quick Links menu on the left-side of the screen

Fig.1 - The Upload Payments quick link

• Select Download Sample file

Fig.2 - Downloading the template
 

• Open the downloaded file in Excel (it may open automatically, depending on browser settings)

Fig.3 - Template file opened in Excel

• Please do not:

  • Amend any of the column or tab names

  • Delete any columns from A-F

  • Enter data in any other tab than 'PayrollData'

Entering Data onto the Template

Each column in the template file is described below.
 

• Please ensure that the justification (left, centre, right) is the same for all cells. It doesn't matter what is used, as long as it doesn't change

Employee Number
 

• All cells under the Employee Number heading must be the same format

• ‘Numbers only’ (numeric) or ‘Number and letters only’ (alphanumeric) are allowed, not a mixture of both

• If there is a mixture of both formats, two separate uploads must be carried out - one for numeric only and one for alphanumeric - see Fig.4 and Fig.5

• Failure to do this will result in some upload information not feeding through to payroll correctly

Fig.4 - Employee Number column containing a mixture of numeric and alphanumeric data
 

Fig.5 - Employee Number column containing numeric data only
Payment Code

• Like Employee Number, all cells under the Payment Code heading need to be the same format and not a mixture of numeric and alphanumeric

• A mixture of different codes can be used, however

• Payment Codes must match what is entered in the Payment Type screen on the system

  • Go to Payroll Module > Administration > Payment Types

  • Select a Payment Type

  • See the Payment Code field for the correct code

 
Fig.6 - Payment Code field within a Payment Type on the system

Fig.7 - A mixture of different (but all numeric) Payment Codes

Units and Amounts 

The number of Units will multiply the figure in the Amount field.
 

Fig.8 - Units x Amount

 
In the example shown in Fig.8, the employee would receive £10 under the hours (HRS) Payment Code type (2 units x £5.00 = £10).
 

• Again, all of the cells under the Units and Amount fields need to be the same format (numerical or alphanumerical, not a combination of the two).

Location and Division
 

• These cells can be left blank. However, if they are filed out, they will need to match the Location and Divisions set up in the system and all be in the same format. 

Saving the Upload File
 

• When complete, save the file as Excel 97-2003 Workbook (*.xls) version

• The file name must not contain any punctuation or non-alphanumeric characters

• Each file must not contain more than 500 lines

Uploading the Payments File
 

• Log in to HR & Payroll and access the Payroll module

• Select Upload Payments from the Quick Links menu on the left-side of the screen

• Use the Browse button and locate the recently saved .xls file

• Select the file and then use the Upload button (as per the onscreen instructions)

Fig.9 - Uploading a Payments Update file

• Select OK on the warning 'are you sure' prompt that appears

• Select OK twice more on the two notification messages

Fig.10 - Notification of successful upload 1

Fig.11 - Notification of successful upload 2

To see the information on the portal, a ‘Pay Element & Deduction Preview’ can be run:

• Go to Payroll > Pay Runs > Current Pay Run List

• Select Preview against one of the listed Pay Basis

• In the pop-up that appears, use the Type drop-down and select With Pay Elements and Deductions

• Then select Run Preview

Extra Points to Consider
 

• Leavers will need to be manually added back to payroll in all scenarios. See WFM - Adding a Leaver After a P45 Has Been Issued for more information

• It is advised that payroll previews are checked before and after Payment Uploads, and reconciliations made to ensure that all payments have fed through to payroll correctly