How to Import Batches - New Payroll Experience

How to Import Batches - New Payroll Experience

Purpose

This SOP outlines how to create and import earning files into a current payroll batch. It covers the available import file type (Regular), the file-preparation rules that must be followed for an import to process successfully, and the step-by-step process for locating templates, uploading files, and resolving import errors.

How to Import Batches - New Payroll Experience 


 Import File Type: Regular Import  

Regular Import is used to process one earning code per row, per employee. If an employee has multiple earnings being paid, they will need multiple rows to record all payments.
Keep in mind that a specific format (described below) must be followed when creating the import file. If this format is not followed, the import will not be successful.

Locating the Downloadable Import Template  

Before building your import file, download the correct blank template rather than starting from a blank spreadsheet — this ensures your columns and headers match exactly what the system expects. Use the navigation path below to find it:
Hamburger Menu → Settings → Imports → Import Templates → use the Description filter (contains “Payroll”) → click Excel next to External Payroll Data Upload (Regular).


Download by clicking the Excel button on the left. Make sure to select the template for External Payroll Data Upload — not the version labeled “Columnar.”


The Excel file will typically contain more columns than are needed for the import. Before importing, edit the file to include only the required columns, as outlined below.

The Employee Name column is optional. The required columns are:
  1. Company Short Name
  2. Employee ID
  3. Pay Statement Type
  4. E/D/T
  5. E/D/T Code
  6. E/D/T Name
  7. E Hours

File Preparation Checklist  

Review every item below before uploading. A single mismatch (a header spelled or spaced incorrectly, a stray formula, etc.) will cause the import to fail.

Before You Upload

  1. File naming: Remove all spaces from the file name. If a space is needed between words, use an underscore ( _ ) instead. File name should match the batch name for the payroll you are importing into.
  2. Remove unneeded data: Delete rows for terminated employees, $0 amounts, and any employees not in this payroll before uploading.
  3. Column headers are case- and space-sensitive. Do not alter, retype, or add/remove spacing in header titles, or the import will not process successfully.
  4. Data fields must be numbers only — no formulas. Convert any formula cells to static values before saving; the import will not calculate or read formulas.
  5. Excluding a column: If a column exists in the file but should not be included in the import, place an “X” in front of that column's header title. The system will skip any header that begins with X.

 Step-by-Step Import Process  

Once your file has been built and reviewed against the checklist in Section 4, follow the steps below to import it into the payroll batch.

Step 1:  Go to the Payroll that is Currently Processing

Navigate to the Process Payroll tab, then click Payroll Processing.

Step 2:  Open the Batch

Click Run on the applicable batch, or click View All Payrolls to locate it.

Step 3:  Go to Payroll Processing

From the timesheet review screen, click Go to Payroll Processing.

Step 4:  Open Import / Add Pay Statements

From the Review Pay Information screen, click Import / Add Pay Statements.

Step 5:  Choose Your File

Click the Import tab, then Choose file, and select the import file you prepared using the template from the beginning of the steps.

Step 6:  Set Batch and Template Options, then Add

Confirm the following before clicking Add:
  1. File name has no spaces
  2. Batch option is set to Create a new batch (or Add to an existing payroll batch, if applicable)
  3. Import Template matches your file type — Regular
Click Add on the bottom right 

Step 7:  Resolve Any Upload Failures

If the upload fails, click the blue “Upload Failed” hyperlink. The message will explain what is missing from your import (for example, a required column) so you can correct the file and re-upload.



Example: a missing required column identified after a failed upload. The screenshot below highlights the missing columns.

Step 8:  Recalculate Pay Statements

After a successful import, you may need to click Recalculate Pay Statements for the imported data to reflect correctly on each pay statement, as shown below.

Step 9:  Confirm the Import

Once complete, the imported data will populate the Pay Information grid, as shown below, confirming the import was successful. Before closing the payroll, be sure to review the supporting reports: Payroll Register PST, Employees NOT Paid, Payroll Recap, and Funding Pre-Process.

Quick Reference: Common Import Failures  

Issue

Likely Cause / Fix

Missing required column error

A header was renamed, removed, or misspelled. Compare against the saved report/template and correct the header exactly.

Import silently ignores a column

An “X” may have been mistakenly left in front of the header — remove it if that column should be included.

Employee not appearing in batch

Check whether the row was removed as a termed/$0/not-in-payroll employee, or confirm the Employee ID matches the current payroll.

Amounts show as blank or 0 after import

A formula was left in a data cell instead of a static number, or Recalculate Pay Statements has not been run yet.

File won't upload / batch name mismatch

Confirm the file name has no spaces (use underscores) and matches the batch name.