How to Import Pay History Data
Learn how to use the Pay History import to load historical payroll information required for Average Holiday Pay and Holiday Top Up calculations.
Before you start
-
Ensure you have configured your Average Holiday Pay Top Up absence plan.
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Ensure any relevant pay codes have been configured for Average Holiday Pay.
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Gather the historical payroll data you want to import.
Average Holiday Pay calculations are typically based on up to 52 weeks of historical pay information. In some circumstances, such as periods of unpaid absence or long-term sickness, additional historical records may be required to ensure sufficient qualifying pay data is available.
| Jump to section |
| Import process |
| Steps to follow |
| Key column fields explained |
| Common issues |
Import process
The Pay History import is used to load historical payroll information into the system.
This information is used to support Average Holiday Pay calculations based on an employee's historical earnings.
In many organisations, payroll data is held as monthly values. Before importing this information, it will typically need to be converted into weekly Sunday to Saturday records.
💡Tip
Before preparing data for all employees, we recommend testing the process using a single employee, or a test employee if available. This allows you to validate both the import process and the resulting calculations before investing time in preparing a larger dataset.
Steps to follow
Downloading the import template:
- Navigate to Administration then Imports and Batch
- Click on Payroll
- Click Pay History and download the Pay History import template
Completing the import template:
- Complete all required fields
- Add one row per employee, per week ensuring there are at least 52 weeks for each employee
- Check that week start and week end dates align with Sunday to Saturday periods
- Save the completed file
- Upload the file back into the system
Key column fields explained
Person Code (Required)
Description
Identifies the employee the pay history record belongs to.
Validation Rules
- Must match an existing employee.
First Name (Optional)
Description
The employee's first name.
Surname (Optional)
Description
The employee's surname.
Employment ID (Required)
Description
Identifies the employee's employment record.
Validation Rules
- Must exist within the system.
Week Start (Required)
Description
The start date for the weekly pay history record.
Accepted Values
DD/MM/YY
Validation Rules
- Should represent the Sunday of the week being imported.
Week End (Optional)
Description
The end date for the weekly pay history record.
Accepted Values
DD/MM/YY
Validation Rules
- Should represent the Saturday of the week being imported.
Amount Paid (Required)
Description
The employee's qualifying earnings for the week being imported.
Enter the weekly earnings value that should be included when calculating average holiday pay.
Amount Paid For Top-Up (Required)
Description
The employee's qualifying earnings for the week being imported.
In most cases, this will be the same value entered in the Amount Paid column. The system uses this information when performing holiday pay calculations.
Hours Worked (Required)
Description
The number of hours worked during the corresponding week.
Action (Optional)
Description
Determines the action the import should perform.
If left blank, the information will be imported into the system.
Common issues
Importing Large Volumes of Data
If importing historical data for a large number of employees:
- Consider splitting the data across multiple import files rather than importing all employees at once.
- Where possible, schedule larger imports towards the end of the working day, as these can take longer to process.