WFM UK | Payroll UK: Data Imports - Employee Payments Import

Overview

The Employee Payments upload allows administrators to add payments to employees' current payroll in bulk using a CSV file upload. Rather than applying payments individually, this import enables payment values to be assigned across multiple employees in a single operation. Location and Division fields are also available on a non-mandatory basis, and can be used where the cost of a payment needs to be charged to a specific location or division other than the employee's default.

Once processed, the uploaded payments will be added to each applicable employee's current payroll. Please note that if a payment needs to be uploaded for a leaver, that employee must first be manually added back to payroll before the import can be processed successfully.

Any validations that apply when adding payments 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
  • Payment Code
  • 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 and control which type of upload a certain user can perform:

• Using the side menu, go to Payroll > 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 Employee Payments Import

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

• Using the side menu, go to Payroll > 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 Payroll > 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 Payroll > Administration > Data Imports
• Select an Upload Type, which in this case is Employee Payments Import
• Select Download CSV Template

The CSV Template will look like this, with the following column headers and the individual field validations:

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 find more information on getting the Payment Code in the appendix.
  • Important: If uploading a payment for a leaver, then that leaver must be manually added back to payroll

Uploading the Data

• Using the side menu, go to Payroll > Administration > Data Imports
• Select an Upload Type, which in this case is Employee Payments Import
• 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:

• Payroll > Employees > Employee List > find & select Employee > Employee Info > View Payroll Summary > Payments

The Payment will now be visible in the employees payroll:

Appendix

Payment Code

To retrieve the payment code, go to:

• Payroll > Administration > Payment Types
• Select a Payment Type
• See the Payment Code field for the correct code, and use this in the Payment Code field in the upload template:

• Complete the Employee Payments Upload template and ensure it is saved as a .csv file. Example:

Upload Validations

The following validation rules are applied when processing an Employee Payments upload. Any records that fail validation will return an error and will not be processed.

File & Employee Validations

• Missing Employee Number: Employee number is required on every row and cannot be left blank
• Duplicate Employee Number and Payment Code: The same combination of Employee Number and Payment Code appears more than once in the file. Each combination should only appear once per import
• Employee Not Found: The employee number provided does not match an existing or current employee record. Ensure the employee is active before retrying

Payment Validations

• Missing Payment Code: Payment Code is required on every row and cannot be left blank
• Payment Code Not Found: The payment code provided does not match an existing payment code in the system. Ensure the correct code is taken from Payroll > Administration > Payment Types
• Missing Units: Units is required on every row and cannot be left blank
• Missing Amount: Amount is required on every row and cannot be left blank

Optional Field Validations

• Location Not Found: A location value has been provided but does not match an existing location record in the system
• Division Not Found: A division value has been provided but does not match an existing division record in the system

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: