How to import to/export data from Workforce Payroll

Export data

To export data:

Go to Payroll > Payroll Settings > Import Export
Click on a box of the data you would like to export
A .CSV will automatically be downloaded to your PC.

Import data

To import data:

Go to Payroll > Payroll Settings > Import Export
Click on a box of the data you would like to export
A .CSV will automatically be downloaded to your PC
Update data for employees, or add new employees by providing their name and Workforce System ID or Payroll ID
Scroll to the bottom of the Import / Export page and select Type of data
Attach .CSV with updated data
Select Import

You also have instructions with details on how to import at the bottom of the Import / Export page:

Staff Information

Address Details

Once Address Details have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Personal > Personal Details > Address

Leave Balances

Once Leave Balances have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Payroll > Payroll Details > Leave Balance

Leave_type: The specific category of leave (e.g., annual, sick, maternity).
Opening_balance: The amount of leave the employee has at the start of the period.
Hours_accrued: The amount of leave the employee has earned during the current period.
Hours_taken: The amount of leave the employee has used during the current period.
Current_balance: The remaining leave balance after accounting for accrued and taken hours.

Autopaid Earnings Templates

Once Autopaid Earnings Templates have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Payroll > Payroll Details > Autopaid Earnings

This section allows you to set up recurring earnings that will automatically be added to the employee’s payslip each time a pay run is generated.

Earnings Rate: The type of earnings the employee will receive (e.g., Basic Salary, Overtime, Bonus, Commission, etc.).
Primary?: Indicates whether this earnings type is the primary source of income for the employee. This is typically set to "True" for the main salary.
Annual Salary: The employee's total annual salary.
Account: If the earnings need to be linked to a specific account for tracking purposes, this can be set up here.
Hours per Week: If the earnings are based on hours worked (e.g., hourly pay), enter the number of hours worked per week.
Location: The employee’s work location.
Department: The department the employee belongs to.

Example:

Earnings Rate: Salary
Primary?: True
Annual Salary: 30000
Account: Wages Expense
Hours per Week: 37.5
Location: London Office
Department: Sales

Tax Declarations

Once Tax Declarations have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Payroll > Tax Information

Tax_file_number: The unique identifier assigned to an employee for tax purposes in the UK.
Student_loan: Indicate whether the employee has a student loan repayment obligation.
- True
- False
Uk_tax_year_status:
- first_job
- second_job
- had_previous_job
Uk_national_insurance_code: The employee’s National Insurance number, used for tax and social security purposes.
tax_code: The code that determines the amount of tax-free income the employee is entitled to in the UK.
employment_basis: The type of employment (e.g., full-time, part-time, contract).
income_type: The classification of the employee's income (e.g., salary, bonus, commission).

Bank Accounts

Once Bank Accounts have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Payroll > Bank Accounts

Payroll ID: A unique identifier for the employee within the payroll system.
Sort Code: The six-digit code used to identify the bank branch where the employee’s account is held.
Account Number: The unique number that identifies the employee’s bank account.
Account Name: The name associated with the employee’s bank account (usually the employee’s name).
Payroll Payment Type: The method of payment used to pay the employee
- remaining_balance
Payroll Payment Amount: The total amount being paid to the employee for the payroll period.

Journal Configuration

Journal Setup (Accounts)

Once the Journal Setup (Accounts) has been imported, you can confirm the imported information by navigating to:

Navigate to Payroll > Payroll Settings > Journal Setup (Accounts)

Staff Payroll Opening Balances

Opening Balances: Earnings Rates

Once the Opening Balances for Earnings Rates have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Payroll > Opening Balances > Earnings Types

Earnings type: The type of earnings (e.g., Salary, Overtime).
Date (yyyy-mm-dd): The date can be any date within the financial year. For example, if you enter 13/01/2025, it will display the referenced tax year as 2024 - 2025 after importing the template.
Amount: Enter the year-to-date earnings for the employee. This refers to the total amount they’ve earned so far in the tax year. If they’ve already worked part of the year with another employer, you’ll need to add their earnings from that period).

Opening Balances: Leave

Once the Opening Balances for Leave have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Payroll > Opening Balances > Statutory Leave

Uk_leave_type: The type of leave (e.g., Annual Leave, Sick Leave).
Date (yyyy-mm-dd): The date can be any date within the financial year. For example, if you enter 13/01/2025, it will display the referenced tax year as 2024 - 2025 after importing the template.
Amount: The amount of leave the employee is entitled to for the year.

Opening Balances: Tax

Once the Opening Balances for Tax have been imported, you can confirm the imported information by navigating to:

Navigate to Workforce > Staff
Select the staff profile with updated data
Once on the staff profile, go to Payroll > Opening Balances > Tax Balance

Uk_tax_type: The type of tax (usually Income Tax).
Date (yyyy-mm-dd): The date can be any date within the financial year. For example, if you enter 13/01/2025, it will display the referenced tax year as 2024 - 2025 after importing the template.
Amount: The amount of tax paid so far.

Opening Balances: Previous Employment