Before making changes, you should export your current data to ensure you have the correct template and employee identifiers.

1. Navigate to Settings.
2. Click on Payroll and select Import Payroll Data.
3. Select Additional rates and earnings from the Import Type drop-down menu.
4. Click the Export button to download the CSV file containing your current employee pay records.

Once you have updated your spreadsheet with all employee information, follow these steps to upload the changes:

1. On the Import Payroll Data page, ensure the Import Type is set to Additional rates and earnings.
2. Upload: Drag and drop the file into the area or click on it to Select File and choose your updated spreadsheet.
3. Review: The system will validate the data and check the summary for any identified errors or warnings.
4. Confirm: Click Import to apply the changes to all relevant employee profiles.

Each column in your import file maps directly to the fields found in the individual employee profile under Pay details Additional rates and earnings. Key fields include:

• Employee Identifier 
• Income Type/Rate/Rate Unit
• Is recurring (Yes/No): whether or not the earnings can be recurring in future pay runs 
• Is recurring in pay runs (Yes/No): whether you want to add an additional earnings on a recurring income type for this employee in future pay runs
  • Hint: “Is recurring in pay runs” cannot be Yes if “Is recurring” is No
• Units per pay run: the number of units to multiply by given the pay rate set up for the income type
• Cost centre
• Expiry date/Maximum amount: refers to how you would like the additional earnings line to be included in a pay run:
  • If both Expiry date and Maximum amount are left blank in the imported file, then the system will assume that the earnings line will be included in All future pay runs
  • If Expired date is specified in the imported file, then the earnings line will be included in All pay runs where pay period starts on or before the specified date
  • If Maximum amount is specified in the imported file: the earnings line will be included in All pay runs until the maximum amount has been reached.
• Record ID: this is the ID of the additional earnings line. There’s one for each recurring income type. 

Hint: if you ever need to delete the additional earnings line via the file import, keep the Record ID in the file, delete Units per pay run/Cost centre/Expiry date/Maximum amount/Notes and switch “Is recurring in pay runs” from Yes to No

To maintain clean payroll data, it is recommended to perform a bulk export at the start of each new financial year or after a major workforce-wide salary review. This ensures your offline records match the Pay details section within each employee's profile.