Loading personal pay rates involves entering individual employee compensation rates into a payroll system. This process is essential for ensuring that each employee receives the correct pay based on their contract terms, and any relevant adjustments.
By accurately loading position pay rates, you ensure that employees receive appropriate compensation for their roles.
To upload new personal pay rates, follow these steps to load, view, delete, and perform bulk updates for employees on a personal pay rate.
📌Note: The new rates will be directly added to an employee's record through the PeopleXD system.
Upload rates
To upload new position rates of pay for an employee, follow the steps below.
Create your CSV file.
The table below describes the fields that are available for loading new personal pay rates. The order of the fields is critical and should be aligned with this table.
Column | Name |
| Description |
A | Employee Number | Mandatory | Employee Reference Number. |
B | Effective Date | Mandatory, | Date from which the new rate is effective eg. 06042023 |
C | New Position Code | Mandatory | Employee's new Pay Scale/Grade Code |
D | Scale Point | Mandatory | The Point at which the employee will start on the new Pay Scale/Grade. |
E | Rate Sequence Number | Mandatory | Always 1. |
F | Pay Multiplier | Mandatory | For Hourly Rate always 1. This is the FTE multiplier that the FTE Salary will multiply. |
G | Hourly Rate | Optional* | Hourly rate of pay up to five decimals. |
H | Daily Rate | Optional* | Daily rate of pay up to five decimals. |
I | Weekly Rate | Optional* | Weekly rate of pay up to two decimals. |
J | Annual Salary | Optional* | Annual salary up to two decimals. |
K | Reference | Optional | Reference for the record/file. Max 10 characters. **must be unique for each load if employee has secondary apt |
L | Appointment ID | Conditional | Only to be populated for multi appointments where the salary is not for the substantive appointment. |
*At least one of G, H, I, or J need to be entered.
📌Note: After saving the CSV, open the file in Notepad and check that each line contains at least 10 commas. This ensures all fields are present and will load correctly.
Upload csv file
After creating your CSV file with the fields, log in to Portal and follow the steps below.
Click Uploads then click Employee New Rates of Pay.
In the Reference field, enter a reference.
🤓Tip: If a reference (maximum 10 characters) is entered, it will override the existing reference. To use the file reference, leave this field blank.
As the File Type, select CSV.
To locate and upload the relevant CSV file, click Browse.
To complete the upload, click OK.
The system automatically generates a report. To view the results, go to the Report Centre, where you’ll see both successful and unsuccessful record lines uploaded into PeopleXD.
Delete incorrect upload
To delete incorrect uploads of the new personal rates of pay files, follow the steps below in portal.
Click Uploads then click Employee New Rates of Pay.
Enter the reference for the load which was used as part of the original upload.
Click Delete.