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Import/export data (UK Payroll)

Import updates or new data to payroll or export payroll configuration to CSVs.

Whats covered in this guide?:

How to import to/export data from Workforce Payroll

Export data

To export data:

  1. Go to Payroll > Settings > Import Export

  2. Click on a box of the data you would like to export

  3. A .CSV will automatically be downloaded to your PC.

Import data

To import data:

  1. Go to Payroll > Settings > Import Export

  2. Click on a box of the data you would like to export

  3. A .CSV will automatically be downloaded to your PC

  4. Update data for employees, or add new employees by providing their name and Workforce System ID or Payroll ID

  5. Scroll to the bottom of the Import / Export page and select Type of data

  6. Attach .CSV with updated data

  7. Select Import

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

Every export CSV also includes Name, System ID, and Payroll ID columns, in addition to the type-specific columns listed below.

Staff Information

Address Details

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

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. 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:

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. 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:

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. 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. Typically "True" for the main salary.

  • Percentage: If the earnings amount is calculated as a percentage (e.g., of salary) rather than a fixed amount, enter it here.

  • 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.

  • Additional tracking category columns may appear depending on your organisation's configured tracking categories.

Example:

  • Earnings Rate: Salary

  • Primary?: True

  • Percentage: (blank)

  • 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:

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Tax Information

  • National Insurance Number: The employee's National Insurance number. This populates the employee's tax file reference.

  • Legal Gender: The employee's legal gender, as held for tax purposes.

  • Student_loan: Indicate whether the employee has a student loan repayment obligation (True / False).

  • Uk_tax_year_status: first_job, second_job, or had_previous_job.

  • Uk_national_insurance_code: The employee's National Insurance category letter, 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.

  • emergency_tax_code: Indicates whether the employee should be taxed on an emergency/non-cumulative basis.

  • 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).

  • uk_loan_plan_1 through uk_loan_plan_5: Flags for each UK student/postgraduate loan plan the employee is repaying (Plan 1, 2, 4, 5, and Postgraduate Loan).

Bank Accounts

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

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Bank Accounts

  • Sort Code: The six-digit code used to identify the bank branch where the employee's account is held.

  1. Account Number: The unique number that identifies the employee's bank account.

  2. Account Name: The name associated with the employee's bank account (usually the employee's name).

  3. Payroll Payment Type: The method of payment used to pay the employee (e.g., remaining_balance).

  4. Payroll Payment Amount: The total amount being paid to the employee for the payroll period.

Pension Provider Memberships

Once Pension Provider Memberships have been imported, you can confirm the imported information by navigating to:

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Payroll Details

  • provider_name: The pension provider name (e.g. Nest).

  • member_number: The membership or policy number assigned by the provider.

  • group_name: The pension group or scheme name the employee belongs to.

  • payment_source: The payroll source or reference used for contributions.

  • contribution_method: Whether contributions are calculated as a percentage or a fixed amount.

  • employee_contribution_percentage: The percentage of qualifying earnings deducted from the employee's pay.

  • employer_contribution_percentage: The percentage contributed by the employer.

  • employee_contribution_fixed_amount: A fixed contribution amount for the employee, if using the fixed-amount method.

  • employer_contribution_fixed_amount: A fixed contribution amount for the employer, if using the fixed-amount method.

  • currently_enrolled: Indicates whether the employee is currently enrolled in the pension scheme (TRUE or FALSE).

  • opt_out_of_pension: Indicates whether the employee has opted out of the pension (TRUE or FALSE).

  • auto_enrol_postpone_date: If enrolment has been postponed, the date until which postponement applies.

  • reassessment_date: The date the employee will next be reassessed for pension eligibility.

  • ae_worker_category: The employee's current worker classification for auto-enrolment.

  • assessment_date: The date the employee was last assessed.

  • opt_in_without_auto_enrol: Indicates whether the employee has chosen to opt in without being automatically enrolled (TRUE or FALSE).

  • postpone_enrolment: Indicates whether enrolment has been postponed (TRUE or FALSE).

  • enrolment_date: The date the employee was enrolled in the pension scheme.

  • opt_out_date: The date the employee opted out of the pension scheme.

Pension Provider Contributions

Pension contribution fields are managed through the Pension Provider Memberships CSV.

Journal Configuration

Journal Setup (Accounts)

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

  1. Navigate to 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:

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Opening Balances > Earnings Types

  • Earnings type: The type of earnings (e.g., Salary, Overtime).

  1. Date (yyyy-mm-dd): Any date within the financial year determines the referenced tax year after import.

  2. Amount: The year-to-date earnings for the employee in the tax year, including earnings from a prior employer this year, if applicable.

Opening Balances: Leave

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

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. 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): Any date within the financial year determines the referenced tax year after import.

  • 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:

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Opening Balances > Tax Balance

  • Uk_tax_type:

    • employee_national_insurance_contribution

    • employer_national_insurance_contribution

    • income_tax

    • national_insurance_earnings_lel_pt

    • national_insurance_earnings_pt_uel

    • national_insurance_earnings_lel

    • uk_loan_plan_1

    • uk_loan_plan_2

    • uk_loan_plan_3

    • uk_loan_plan_4

    • uk_loan_plan_5

  • Date (yyyy-mm-dd): Any date within the financial year determines the referenced tax year after import.

  • Amount: The amount of tax paid so far.

Opening Balances: Previous Employment

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

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Opening Balances > Benefit Balance

Opening Balances: Pension

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

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Opening Balances > Pension Balance

  • Uk_pension_type: employee_pension_contribution or employer_pension_contribution

  • Date (yyyy-mm-dd): Any date within the financial year determines the referenced tax year after import.

  • Amount: The amount of pension contributions made so far.

Draft Payslip Lines

Payslip Deduction Lines

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

  1. Navigate to Workforce > Staff

  2. Select the staff profile with updated data

  3. Once on the staff profile, go to Payroll > Payroll Details > Deductions

Payslip Earnings Lines

For more on importing earnings line to draft payslips, see our guide here.

Import FPS XML

To upload your FPS XML file into the importer.:

  1. Navigate to Payroll > Settings > Import/Export

  2. Select FPS XML Import

  3. Upload an XML file containing an FPS

For more on importing earnings line to draft payslips, see our guide here.

Import earnings lines to draft payslips (UK)

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