Bulk updating salary records involves making simultaneous changes to the salary information of multiple employees within the payroll system.
To ensure a successful bulk salary update, it is crucial to prepare your CSV file correctly. Follow the file formatting guidelines to avoid errors during the upload process.
This process is necessary when implementing company-wide salary adjustments, such as annual raises or changes due to market conditions.
To help you bulk update salary records, please watch the instructional video or follow the steps outlined below.
Proper CSV formatting is essential to avoid errors during the upload process. Ensure your file adheres to the required guidelines before proceeding.
File format
Load personal rates of pay
For the employee new rates of pay check if the CSV file matches the file format below.
Column | Name |
| Description |
A | Employee Number | Mandatory | Employee Reference Number |
B | Effective Date | Mandatory, DDMMYYY | Date from which new rate is effective. |
C | New Position Code | Mandatory | Employee's new position |
D | Scale Point | Mandatory | The scale at which the employee will start on for the new position. |
E | Rate Sequence Number | Mandatory |
|
F | Pay Multiplier | Optional |
|
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. |
L | Appointment ID | Conditional** |
|
Position rates of pay
For position rates of pay, check if the CSV file matches this file format.
File preparation requirements
Before uploading salary records, ensure your CSV file meets the following criteria:
Use a comma-separated values (CSV) format.
Remove the header row (column names) before uploading.
Verify all required columns from the template are included and populated.
Bulk update salary records
šNote: Ensure that the Rate Sequence Number field is populated with the value 1 as part of the CSV preparation.
Click Uploads then depending on what you need to update, click either :
Employee New Rates of Pay
Load Position New Rates of Pay
In the Reference field, enter the memorable reference.
Select the file type as CSV.
To select a file to be loaded, click Browse.
Click OK.
Correct errors
To correct any errors in the file, open the original CSV file.
Use the success report to delete all the data that was successfully loaded to prevent duplicate reports from being uploaded.
Use the exemption report messages to amend the unsuccessful uploaded data.
Re-upload the new file using steps 1-7 above.
For further guidance, check how to load personal rates of pay or load position rates of pay.
Troubleshooting common issues
Data Appears in one column: If the file opens in a spreadsheet with all data in one column, re-import the file and specify a comma as the delimiter. Then, re-save the file as a CSV.
Upload failures: Double-check that all required columns are present and correctly populated. Ensure the reference entered in the Payroll upload screen is short and concise.