WFM UK: Uploading Payments

Overview

The Payment Upload functionality in HR & Payroll allows the uploading of additional payments for employees, which are then added to the Payroll. Additional payments are typically things like overtime, bonuses, tips, or any other form of extra payments for employees. This article explains how to correctly format the files for uploading, and how to use the functionality.

Access to Microsoft Excel is required to carry out this process.

Downloading and Completing the Template File

The upload needs to be on a specific template, which can be downloaded from the system. 

• From the Payroll module homepage, select Upload Payments from the 'Quick Links' menu on the left

Fig.1 - The Upload Payments quick link

• Select Download payment type template 

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 in 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 in 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 > 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 be multiplied by 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' headings need to be in 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 filled out, they will need to match the Locations 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 filename must not contain any punctuation or non-alphanumeric characters

• Each file must not contain more than 500 lines

Uploading the Payments File 

• Using the side menu, go to Payroll > Payroll Homepage

• Select Upload Payments from the 'Quick Link's menu on the left side

• Use the Browse (upwards arrow) 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 

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 UK: Paying a Recently Terminated Employee

• 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