Importing Permanent addition and deductions: fields

When importing you must include:

Field Description Requirements
Payroll Code Employee’s payroll code Required
Unique Identifier Unique ID of the pay line Required for updating existing lines
Amount Payment value (e.g., 1000.00) 0.00 accepted
Hours Number of hours Accepts 0 or 0.00
Days Number of days Accepts 0 or 0.00
Pay Code Custom pay code Text
Description Description of the pay line Text
Effective From Start date of the payment Format: dd/mm/yyyy
Effective To End date of the payment Format: dd/mm/yyyy
Gross up Target Net Enable gross-up calculations True or False
Department Department name Text
Cost Centre Cost Centre name Text
Automatic Back Pay Allow back pay Only if Effective Date Salary Changes is enabled
Already Paid Mark payment as already paid Only if Effective Date Salary Changes is enabled
Contributes to Basic Pay The standard amount paid to an employee which excludes additional payments like bonuses, overtime, and allowances. Include in basic pay Only if Effective Date Salary Changes is enabled
Pro-Rata Adjustments Enable pro-rata calculation True or False
Role Reference Role identifier Required only if Multi-Role Settings are enabled
Pay Spine Pay spine reference Required only if pay spines exist
Pay Grade Grade from the pay spine Required only if pay spines exist
Spinal Points Spinal point details Required only if pay spines exist
London Allowance Region-specific allowance One of: Fringe, Inner, Outer – Only if pay spines exist
Treat as When Paid   Only if Education Settings are enabled – True or False

Good to know...

  • When importing the file, the payroll will apply rules for the payment or deduction:

    Create a New Pay Line
    If no Unique Identifier is provided, the system will create a new pay line for the employee.

    Update an Existing Pay Line
    If the Unique Identifier and Effective Date match an existing pay line, it will be updated with the new values from your file.

    Replace an Existing Pay Line
    If the Unique Identifier exists but the Effective Date is different, the original pay line will be replaced.