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    Earnings Import Template
    • 01 Oct 2024
    • 3 Minutes to read
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    Contents

    Earnings Import Template

    • Updated on 01 Oct 2024
    • 3 Minutes to read
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    Article summary

    The Earnings Import template is used to import earnings to pay runs in Workforce Payroll. When the Earnings Import template is downloaded, all active employees and all valid earnings types are included in the blank template.

    Download

    The Earnings Import template is downloaded from within the Add Import wizard.

    1. Navigate to the Imports page.

    2. Click +Add to open the Add Import wizard.

    1. Select the desired pay run.

    2. Select Earnings.


    3. Click Download Earnings Template.


    Template Columns

    Column

    Description

    A

    Employee ID

    Unique numerical ID for the employee as it appears on their employee record.

    B

    First Name

    Employee’s first name as it appears on their employee record.

    C

    Last Name

    Employee’s last name as it appears on their employee record.

    D

    Location

    Location associated with the employee’s job.

    The downloaded template is populated with the employee’s primary location.

    E

    Job Title

    Job associated with the imported earnings.

    The downloaded template is populated with the employee’s primary job.

    F

    Earning Type

    Type of earning to be added to the employee’s payment.

    G

    Pay Rate

    Pay rate for the employee associated with the listed job and location.

    Required for hours-based earnings and cannot be 0 (zero), except when the earning type is ‘Unpaid Leave’.

    H

    Hours

    Hours for the employee associated with the earning.

    Required for hours-based earnings and cannot be 0 (zero).

    I

    Amount

    Amount of the earning being imported.

    For hours-based earnings, the amount is double-checked by the system using the values entered for Pay Rate and Hours.

    This field is required.

    Filling Out The Template

    Follow these steps to properly fill out the Earnings Import template.

    Enter Earning Details Per Employee

    1) Locate the line for the desired employee.

    2) Do not edit columns A - C.

    The Employee ID, First Name, and Last Name must match the employee’s employee record. Errors in the employee’s name and associated employee ID can be updated after import, if needed.


    3) Confirm the location and job associated with the employee’s earning.

    Locations names must match the location name as it appears on the location record and be associated with the entered job.

    Job Titles and must match the job name as it appears on the employee’s employee record.

    Locations must match the location name as it appears on the employee’s employee record.

    Errors can be corrected after upload if needed.  


    4) Select an earning type from the drop-down menu.

    Only earning types present in the drop-down menu can be imported.

    Errors can be corrected after upload if needed.

    5) For hours-based earnings, enter the pay rate and hours associated with the earning.

    The system will calculate and update the final import amount based on the pay rate and hours entered.

    Errors can be corrected after upload if needed.

    6) Enter the amount to be imported.

    For amount-based earnings, the system will use this amount as the import amount and it can be corrected after upload if needed.

    For hours-based earnings, the system will calculate the amount based on the pay rate and hours and indicate if the entered amount does not match the system calculation.

    Add Additional Employees

    Follow these steps to add separated employees or other employees not present on the import template:

    1) Confirm that the employee has been onboarded to payroll.

    Only employees who have been onboarded to payroll can be included in a pay run.

    2) Note the employee’s Employee ID, First Name, Last Name, Job Title and Location as they appear on their employee record.

    3) Locate a blank row on the import template.

    4) Enter the employee’s details for columns A-E into the blank row.

    5) Enter the earning details.

    Add Multiple Earning Types for a Single Employee

    Follow these steps to add additional earning types for a single employee.

    1) Locate the line for the desired employee.

    2) Insert a blank row above or below the desired employee.

    3) Copy the details from columns A-E from the employee’s existing row into the blank row.

    4) Enter the earning details.

    Remove Unnecessary Employees

    All rows in the Earnings Import template will be checked for validity when it is uploaded. Removing unnecessary employees prior to import reduces rows in the review step of the import process.

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