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Import allowances for unprocessed payslips

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Import allowances in bulk for unprocessed payslips

The import allowances CSV export lets you export your unprocessed payslips from the Pay page and import allowances in bulk to apply them before the pay cycle is processed.

In this article, we will cover:

  • Exporting unprocessed payslips
  • How to manage the allowances export
  • Importing allowances for unprocessed payslips
  • Data validation information

  Looking for information on how to make changes to generated payslips? Check out our Making changes to generated pays - Adjustments & Edits article here. 

Exporting unprocessed payslips

You will want to start this process by exporting your unprocessed payslips so that you can apply the relevant allowances to the import. 

You may want to import your allowances in bulk for the following reasons:

    • Applying a yearly bonus to your employees
    • Adding tips to your employees
    • Adding back pay amounts to employees

To export your unprocessed payslips for allowance import: 

  1. Navigate to Payroll > Pay, and next to the 'Add payslip' option, select the down arrow > Allowances. This will take you to the Pay Allowance Import page. 

    Allowance export pay page.png

      Hot tip: You can also action this import by navigating to your main menu > Import/ Export > Pay Allowance Import.
  2. Update the relevant fields:
    • Period Ending - Select the period end date for which you want to export the payslips. 
    • Employees - Choose specific employees or leave the field blank for all. 
    • Office Codes - Choose specific office codes or leave the field blank for all. 
  3. Select Export Payslips to create the CSV.

    Pay allowance import page export side.png
Managing allowances export

With the CSV exported, allowance details can now be added to the CSV file. 

To manage your allowance export:

  1. Open the CSV you downloaded from the previous steps. 
  2. Apply the allowance data using the following fields:
    • Allowance Rate ID
    • Allowance Label
    • Allowance Rate
    • Hours
    • Purchase Orders 
    • Chargeout Rate
    • Super Rate
    • Operation No-Charge
    • Delete Allowance
    • Comments
  3. Save your CSV file, ready for import.

  Hot tip: Refer to the 'Data Validation' section below for assistance and more information about what information can be added to the editable columns and when.

Importing allowances to unprocessed payslips

With the changes made to the exported CSV file, you are ready to import them back into foundU.

To import allowances to unprocessed payslips:

    1. Navigate to Payroll > Pay and next to the 'Add payslip' option, select the down arrow > Allowances. This will take you to the Pay Allowance Import page. 

      Allowance export pay page.png

        Hot tip: You can also action this import by navigating to your main menu > Import/ Export > Pay Allowance Import.
    2. To the right, in step 2, upload the payslip allowances modified CSV file by selecting Choose file > Import Payslips.

      Pay allowance import page import side.png

        Please note: If the import encounters any errors with the CSV file due to incorrect data, you will be notified of the line where the error occurs and what the error is. In this case, resolve the errors and re-import the file.
    3. The CSV will upload and your changes will be reflected in the Payroll > Pay page. Feel free to double-check and ensure that all payslips have been updated before processing payroll.
Data validation

When importing data into foundU, the data must be provided in the correct format. Below, you will find all the information required about the included columns of this import as well as the accepted formats for editable data. 

 Please Note: The bold rows in the below table denote editable columns in your export. 

Column Name Column definition Editable Accepted format
Paycycle ID The ID of the paycycle which is required for the import N N/A
Candidate ID Unique identifier for the employee N N/A
Candidate Employee's full name N N/A
Position Breakdown ID The ID of the position from the paycycle which is required for the import N N/A
Operation The operation that was worked by the employee N N/A
State The state associated with the Operation N N/A
Position The position that was worked by the employee N N/A
External ID External ID assigned to the employee Y Numerical
Allowance Rate ID The unique ID of the allowance rate which is required for the import Y Numerical
Allowance Label The allowance's label Y Free text field
Allowance Rate The rate of the allowance Y Numerical
Hours The unit of the allowance Y Numerical
Purchase Order The Purchase Order/Cost Code Y Free text field
Chargeout Rate The charge-out rate amount for the allowance Y Numerical
Super Rate The Super guarantee rate if super is applied to the allowance Y Numerical
Operation No-Charge Applies no charge out rate Y Numerical
Delete Allowance If the exported paycycle has an existing allowance it can be deleted from this field Y Free text field
Comments Adds a comment to the payslip history for the change  Y Free text field

 

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