Customers who need to change multiple sets of pay conditions at once can use the Employment Conditions Upload to import a CSV file containing the new conditions.
This tool is particularly useful when addressing scenarios such as the warning message, "Employment Condition Set for Employee has changed during the Timesheet," which may arise during payroll checks.
Tip: When configuring an account for the first time, consider using positions to template common user configurations and set these up before importing Pay Condition data.
Additionally, ensure you use the Manage Employment Conditions tool for bulk future changes, as the Pay Conditions import tool is not designed for this purpose.
Who Can Access the tool
Currently, this import feature is available to account administrators only, similar to the Positions feature.
Understanding the Warning Message The warning message, "Employment Condition Set for Employee has changed during the Timesheet," appears when an employee's employment condition set changes during a timesheet period. This is a default payroll check warning in Workforce.com. You can either:
Ignore the warning and proceed with payroll.
Disable the warning if you prefer not to see it again.
Steps to Disable the Warning
Navigate to Settings > Timesheets > Shift Checks (Configure).
Locate the warning: "Timesheet - Employment Condition Set for Employee has changed during the Timesheet."
Disable it. Once disabled, the warning will no longer appear during payroll processing.
Navigating to the Import Tool
Navigate to Workforce.
Select Staff.
Go to Tools.
Click on Manage Employment Conditions.
Exporting Existing Employee Pay Conditions
Clicking Export will produce a CSV file containing the current pay conditions for active employees.
Editing the Pay Condition Data
The exported file can be opened and amended with the necessary changes. Please note the following:
Remove Unchanged Staff: Delete any staff that do not require changes from the file.
Update the START DATE Column: Ensure the start date is later than the start of the employee's current pay conditions.
Valid Staff Only: Do not add details for staff who do not exist. Staff without existing active profiles will fail to import.
Position Data Priority: When a position is used, those fields will be filled first. Additional data that clashes with the position will be ignored.
Required CSV Columns: Ensure the file includes the following columns:
annual_salary – Annual salary amount (if applicable).
hourly_rate – Hourly rate (if applicable).
contracted_weekly_hours – Weekly contracted hours (if applicable).
start_date – Date the change takes effect (required).
Employee identifier – Include a column to identify the employee (e.g., email or employee ID).
Chronological Start Dates: Ensure start dates are strictly in chronological order to avoid conflicts.
Importing the Pay Condition Data
In the Import CSV section, upload the file.
A loading bar will track the status of the import.
Upon completion, the system will alert you to any errors and their position in the file. In the event of errors, you will have the option to download the failed rows. This download allows you to edit and re-upload only the rows that have not already been imported successfully.
