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    Import Payroll Payments
    • 29 Jun 2024
    • 3 Minutes to read
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    Contents

    Import Payroll Payments

    • Updated on 29 Jun 2024
    • 3 Minutes to read
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    • PDF
    Article summary

    This article reviews the Payment Upload Template, which is used to import hours and earnings to Pay Runs within Workforce.

    Downloading the Payment Upload Template

    To download the Payment Upload Template, click 'Import' on the Payroll Overview page. 

    The Import Payment tool will open.

    1. Enter the last date of the desired Pay Run. This date will auto-populate on the downloaded template, and determines which Pay Run the entries are imported to.

      Import entries are imported to the pay run for the date associated with them.

    2. Click 'Download template' to download the Payment Upload Template as a .xlsx file.

    The downloaded Payment Upload Template will already be populated with Employee details.

    Payment Upload Template

    Template Prep

    In order for the upload template to successfully import, certain rows must be deleted: 

    1. Remove Row 1

      The first row of the downloaded template contains instructions for the template. This row must be removed in order for the template to successfully import.

    2. Remove Unneeded Employees

      Each row of the Payment Upload Template must contain an Earning Type (column H). Any Employees on the downloaded template that do not have earnings to upload must be removed. Employees with blank earning information will cause the import to fail.

    Importing Multiple Earning Types For a Single Employee

    To import multiple Earning Types for an Employee, add additional rows with the same information for columns A-E

    Template Columns

    The Payment Upload Template contains the following columns:

    Column Title

    Description

    Notes

    A

    Worker ID

    Unique identifier for the Employee

    Required

    These columns are pre-populated with the information for Employees within the Pay Run.

    B

    First Name

    Employee's first name

    C

    Last Name

    Employee's last name

    D

    Full Name

    Employee's full name

    E

    Date

    Date associated with the Earning

    Required

    Dates will be pre-populated with the date entered when downloading. Earnings will be Imported to the Pay Run associated with this date.

    F

    Location

    Location associated with the Employee's earnings

    Required

    The Location must be associated with the Employee on their Employee Record

    G

    Job Title

    Job associated with the Employee's earnings

    Required

    The Job must be associated with the Employee on their Employee Record

    H

    Earning Type

    Earning Type for the Payment

    Required

    The following Earning Types can be used, and must be entered exactly as listed:

    • Regular

    • Overtime

    • DoubleOvertime

    • Tips

    • Previously Paid Tips

    • Regular Salary

    • Break Penalty

    • Split Penalty

    • Clopening Penalty

    • Tip Credit

    • Vacation

    • Sick

    • Bereavement

    • Service Charge

    • Bonus

    • Reimbursement

    • Advance

    • Commission

    • Holiday

    • Additional Holiday

    • Loan

    • Per Diem

    • PTO

    • Contractor

    • Separation

    • Retro Pay

    'Tip' is used for tips still owed to the Employee. 'Previously Paid Tips' is used for tips that have been previously paid.

    I

    Pay Rate

    Pay rate associated with hours

    Used for reporting the associated pay rate on paystubs.

    Required for Earning Types:

    • Regular

    • Overtime

    • DoubleOvertime

    • Regular Salary

    • Vacation

    • Sick

    • Bereavement

    • Holiday

    • Additional Holiday

    • PTO

    • Retro Pay


    Does not impact the amount of the Payment.

    J

    Hours

    Hours worked

    Used for reporting the associated hours on paystubs.

    Required for Earning Types:

    • Regular

    • Overtime

    • DoubleOvertime


    Does not impact the amount of the Payment

    K

    Amount

    Amount of Earning

    Required

    L

    Note

    Comments regarding the Earning

    M

    Deduction: DEDUCTION_NAME

    Columns M-Z are reserved for One-Time Deductions

    Learn more about importing One-Time Deductions here.

    Uploading the Payment Upload Template

    Once the Payment Upload Template has been filled out and saved as either a .xlsx or .csv file, it can be uploaded to the Pay Run. 

    From the Payroll Overview page, click the 'Import' button. 

    The Payment Import tool will open. Either drag and drop the completed Payment Upload Template into the upload area or click 'locate the file' to browse for the file. 

    Click 'Import' to import the selected Payment Upload Template

    Import Errors

    When a Payment Upload Template is imported, only the details for rows without errors will be imported. If one or more rows contain missing or incorrect information, the details of that row will not import and a 'Wages Not Imported' message will be displayed indicating how many rows contained errors. 

    To review and correct rows with errors, download the provided error file by clicking 'Download Template'.

    The error file will only contain the rows that failed import. Column M will list all of the errors that were found for the associated row. If a row has more than one error, all errors will be listed, separated by commas. 

    After correcting the errors, the file can be re-imported. If additional errors are found, a new 'Error' file will be produced.

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