WFM UK | HR UK: Data Imports - Multiple Employment Pay Rate

Overview

The Multiple Employment Pay Rate import allows administrators to update the hourly rate for employee multiple employment records in bulk using a CSV file upload. For each record, a new hourly rate and an effective date can be provided, allowing pay rate changes to be applied across multiple employees in a single operation.

It is important to note that this import is limited to pay rate changes only. Other aspects of multiple employment records, such as starts, stops, or other contractual changes, cannot be modified through this import.

Any validations that apply when updating pay rates directly within the system are also enforced during the import process. Full details of these validations, along with file formatting requirements and field guidance, are covered in this article.

Contents

• User Access Permissions
• Downloading & Populating the CSV Template
• Uploading the Data
• Appendix
  • ME Report
  • Upload Validations
  • Filtering the Results Table

User Access Permissions

Before a user can have access to this specific import, they must also have access to the Data Imports page itself. To allow access to the 'Data Imports' page and control which type of upload a certain user can perform:

• Using the side menu, go to HR > Users > Assign User Access > search for and select the required Employee
• Select User Profile from the top-right corner
• Locate the new 'Data Imports' permission group
• To allow access to the new menu option in the HR module, tick Data Imports
• Then, tick the box(es) for any import type for the user to have access to. In this case, select Multiple Employment Pay Rate batch upload

These individual permissions can also be applied to User Access Templates:

• Using the side menu, go to HR > Users >Templates
• Create A New Template or select an existing one
• Select Assign Permissions

• Within the pop-up, select Data Imports
• Select the permissions required to be added for the template and Save
  • Note: As above, the Data Imports permission is required for users to access the imports page

These templates can then be assigned to each user to update multiple permissions at once, rather than individually:

• Using the side menu, go to HR > Users > Assign User Access > search for and select the required Employee
• Select User Profile from the top-right corner
• Select the Access Template, and then Apply

Downloading & Populating the CSV Template

With permissions now applied, users can access the Data Imports page and the individual imports where access is applied.

• Using the side menu, go to HR > Administration > Data Imports
• Select an Upload Type, which in this case is Multiple Employment Pay Rate
• Select Download CSV Template

The CSV Template will look like this, with the following column headers:

Please note: More information on wider upload validations is available in the appendix.

• Populate and save the template, ensuring it remains as a CSV file type
  • Important: To support users with populating this template, users can run the ME Report from the HR module. More information available in the appendix on how to utilise this export

Uploading the Data

• Using the side menu, go to HR > Administration > Data Imports
• Select an Upload Type, which in this case is Multiple Employment Pay Rate
• Load in the template saved earlier, and select an If Validation Errors Occur option:
  • Cancel Upload - even if just one error, the entire file will not upload and will be cancelled
  • Continue with Upload - all successful records in the template will load into the system, whilst the rejected ones will not
• Select Upload

Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload:

A successful row will show Record Processed Successfully under Status, and an unsuccessful row will show Record Validated with Errors, with the reason detailed under Error Description.

• Correct any erroneous data and reattempt the upload, noting that;
  • If Continue With Upload was selected, successful records will update the data in an employee's record. When re-completing the upload, exclude successful records
  • If Cancel Upload was selected, then no records will be processed, and all records, including successful ones, should be included in the re-completed upload

Please note: More information is available in the appendix around filtering the results table, especially helpful if the import features a lot of data.

Once the upload has been completed, the following data will be updated:

• HR > Employees > Employee List > find & select Employee > Employee HR Info > Multiple Employment > select the ME Record

The Hourly Rate (£) field will now be populated with the uploaded value

Appendix

ME Report

• This export can be located by going to HR > Reports > Exports
• Select ME Report, configure the export criteria, and then Run Export

The ME Report will look like this when opened in Excel:

Populating the Template

• Copy the data from each column and paste it into the 'Multiple Employment Batch CSV Upload template' column headers of the same name (data in 'Employee Name' and 'ME Pay Rate' columns in the export is used for 'FullName' and 'CurrentHourlyRate' respectively in the template)
  
  Or, alternatively,
   
• In the downloaded ME Report, delete columns 'Main Location' (G), 'Main Division' (H), 'Main Job Title' (I) and 'Current Hourly Pay/Shift Pay/Salary' (M) and then copy and paste the remaining columns (excluding the headers) to the Multiple Employment Batch CSV Upload template

Whichever method is followed, and data has been transferred, the template will look like this (using columns A-K):

• Enter New Hourly Rate figures in column J and Effective Dates in column K

Upload Validations

The following validation rules are applied when processing a Multiple Employment Pay Rate import. Any records that fail validation will return an error and will not be processed.

Required Field Validations

• Missing Multiple Employment ID: The Multiple Employment ID is required on every row and cannot be left blank
• Missing Employee Number: Employee number is required on every row and cannot be left blank
• Missing Full Name: Full Name is required on every row and cannot be left blank
• Missing ME Location: ME Location is required on every row and cannot be left blank
• Missing ME Division: ME Division is required on every row and cannot be left blank
• Missing ME Job Title: ME Job Title is required on every row and cannot be left blank
• Missing ME Start Date: ME Start Date is required on every row and cannot be left blank
• Missing Current Hourly Rate: Current Hourly Rate is required on every row and cannot be left blank
• Missing New Hourly Rate: New Hourly Rate is required on every row and cannot be left blank
• Missing Effective Date: Effective Date is required on every row and cannot be left blank

Format Validations

• New Hourly Rate Decimal Places: The New Hourly Rate value must not exceed two decimal places

Record Match Validations

The template is pre-populated with existing data from the system. If any of the following fields do not match the values currently held against the Multiple Employment record, the row will fail validation. This ensures the correct record is being updated and that no unintended changes are applied.

• Multiple Employment ID Not Found: The Multiple Employment ID provided does not match any existing ME record in the system
• Employee Number Mismatch: The Employee Number does not match the value held on the ME record
• Full Name Mismatch: The Full Name does not match the employee name held on the ME record
• Location Mismatch: The ME Location does not match the location name held on the ME record
• Division Mismatch: The ME Division does not match the division name held on the ME record
• Job Title Mismatch: The ME Job Title does not match the job title held on the ME record
• Start Date Mismatch: The ME Start Date does not match the start date held on the ME record
• End Date Mismatch: The ME End Date does not match the end date held on the ME record
• Current Hourly Rate Mismatch: The Current Hourly Rate does not match the pay rate currently held on the ME record

Business Rule Validations

• Effective Date After ME End Date: The Effective Date provided falls after the ME record's end date. The effective date must be within the active period of the multiple employment
• ME Not Paid by Rota: The multiple employment record is not configured as Paid by Rota. This import can only be used to update pay rates for ME records where Paid by Rota is enabled
• Same Rate for Same Job Title Setting Conflict: The global setting for Same Rate for Same Job Title is enabled, the ME job title matches the employee's main job title, but the New Hourly Rate provided differs from the main job's hourly rate. Both must match when this setting is active
• Existing Conflicts: After all other validations have passed, one or more future changes are already scheduled against this ME record for the same effective date. Resolve any conflicts before resubmitting

Filtering the Results Table

Once an import has been processed, the results table provides filtering options within the column headers, allowing records to be narrowed down by success or failure status, as well as by specific error descriptions. The full results table can also be exported to Excel or CSV if required: