Overview
The Linked Pay Rates at Job Title import allows administrators to configure minimum and maximum pay rate thresholds across multiple job titles in bulk using a CSV file upload. Rather than updating each job title individually, this import enables linked pay rate values to be applied or updated across all pay types (Hourly, Shift, and Salary) and age brackets (Apprentice, Under 18, 18 to 20, and Over 21) in a single operation.
The template requires a Job Title and Job Title Code for each record, both of which must match exactly as configured in the system. These can be obtained by running the Structure export from HR > Reports > Exports. All pay rate values must be positive numbers to a maximum of two decimal places. Please note that where a minimum value is provided, a corresponding maximum is also required, and vice versa. A minimum value cannot exceed its corresponding maximum.
Where a job title is not currently configured for Linked Pay Rates, it will be automatically enabled as part of the import. Once processed, the uploaded values will update the Linked Rates of Pay settings found within each applicable job title's configuration.
Any validations that apply when configuring linked 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
Before a user can have access to this specific import, they must also have access to the 'Data Imports' page itself. To allow access 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 Linked Pay Rates at Job Title 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 Linked Pay Rates at Job Title
- Select Download CSV Template
The CSV Template will look like this, with the following column headers and the individual field validations:
Column Header |
Description |
Validations |
Job Title |
The name of the Job Title where the Linked Pay Rates are being applied. When entered, it must be spelt exactly the same as it is in the HR Module. |
|
Job Title Code |
The code, or ID, of the Job Title where the Linked Pay Rates are being applied. When entered, it must match the code for the entered Job Title |
|
Hourly Apprentice (Minimum) |
The minimum hourly pay rate allowed for an hourly paid apprentice. |
|
Hourly Apprentice (Maximum) |
The maximum hourly pay rate allowed for an hourly paid apprentice. |
|
Shift Apprentice (Minimum) |
The minimum shift rate allowed for a shift paid apprentice. |
|
Shift Apprentice (Maximum) |
The maximum shift rate allowed for a shift paid apprentice. |
|
Salary Apprentice (Minimum) |
The minimum salary allowed for an salary paid apprentice. |
|
Salary Apprentice (Maximum) |
The maximum salary allowed for an salary paid apprentice. |
|
Hourly Under 18 (Minimum) |
The minimum hourly pay rate allowed for an hourly paid employee under 18 years old. |
|
Hourly Under 18 (Maximum) |
The maximum hourly pay rate allowed for an hourly paid employee under 18 years old. |
|
Shift Under 18 (Minimum) |
The minimum shift rate allowed for a shift paid employee under 18 years old. |
|
Shift Under 18 (Maximum) |
The maximum shift rate allowed for a shift paid employee under 18 years old. |
|
Salary Under 18 (Minimum) |
The minimum salary allowed for a salary paid employee under 18 years old. |
|
Salary Under 18 (Maximum) |
The maximum salary allowed for a salary paid employee under 18 years old. |
|
Hourly 18 to 20 (Minimum) |
The minimum hourly pay rate allowed for an hourly paid employee aged between 18 and 20 years old. |
|
Hourly 18 to 20 (Maximum) |
The maximum hourly pay rate allowed for an hourly paid employee aged between 18 and 20 years old. |
|
Shift 18 to 20 (Minimum) |
The minimum shift rate allowed for a shift paid employee aged between 18 and 20 years old. |
|
Shift 18 to 20 (Maximum) |
The maximum shift rate allowed for a shift paid employee aged between 18 and 20 years old. |
|
Salary 18 to 20 (Minimum) |
The minimum salary allowed for a salary paid employee aged between 18 and 20 years old. |
|
Salary 18 to 20 (Maximum) |
The maximum salary allowed for a salary paid employee aged between 18 and 20 years old. |
|
Hourly Over 21 (Minimum) |
The minimum hourly pay rate allowed for an hourly paid employee aged 21 years or older. |
|
Hourly Over 21 (Maximum) |
The maximum hourly pay rate allowed for an hourly paid employee aged 21 years or older. |
|
Shift Over 21 (Minimum) |
The minimum shift rate allowed for a shift paid employee aged 21 years or older. |
|
Shift Over 21 (Maximum) |
The maximum shift rate allowed for a shift paid employee aged 21 years or older. |
|
Salary Over 21 (Minimum) |
The minimum salary allowed for a salary paid employee aged 21 years or older. |
|
Salary Over 21 (Maximum) |
The maximum salary allowed for a salary paid employee aged 21 years or older. |
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 Structure export from the HR module. More information is 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 Linked Pay Rates at Job Title
- 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 > Company Admin > Job Titles > select Job Title > Page Links (top right drop-down) > Link Rates of Pay
- Each rate of pay increment will be updated with the uploaded values:
Appendix
Structure Export
To locate the Job Title Code, users will need to run the Structure export in the HR Module.
- This export can be located by going to HR > Reports > Exports
- Select Structure, configure the export criteria, and then Run Export
The Structure export will look like this when opened in Excel. Locate the Jobtitle_code and Jobtitle and use this information in the upload:
Upload Validations
The following validation rules are applied when processing a Linked Pay Rates at Job Title import. Any records that fail validation will return an error and will not be processed.
File & Job Title Validations
- Missing Job Title Code: Job Title Code is required on every row and cannot be left blank. Validation will stop immediately for any record where this field is empty
- Missing Job Title: Job Title is required on every row and cannot be left blank
- Duplicate Record: The same combination of Job Title and Job Title Code appears more than once in the file. Each combination should only appear once per import
- Job Title and Job Title Code Not Found: The combination of Job Title and Job Title Code provided does not match an existing record in the system. Ensure both values are taken directly from the Structure export and match exactly as configured
Pay Rate Value Validations
The following rules apply to each pay rate category (for example, Hourly Apprentice, Shift Over 21, Salary 18 to 20). Where a validation error references a specific category, it will be named in the error description returned.
- Negative Minimum Value: The minimum value for the pay rate category cannot be a negative number
- Negative Maximum Value: The maximum value for the pay rate category cannot be a negative number
- Minimum Decimal Places: The minimum value must not exceed two decimal places
- Maximum Decimal Places: The maximum value must not exceed two decimal places
- Minimum Without Maximum: Where a minimum value is provided, a corresponding maximum value must also be entered
- Maximum Without Minimum: Where a maximum value is provided, a corresponding minimum value must also be entered
- Minimum Exceeds Maximum: The minimum value provided is greater than the corresponding maximum value. The minimum must always be lower than or equal to the maximum
- Invalid Numeric Value: A field expecting a numeric value contains a non-numeric or unrecognised value. Ensure all pay rate fields contain valid numbers only
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:
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