Loading new deduction details for employees is essential for effective payroll management and compliance with tax and benefit regulations. This process involves updating the payroll system with accurate information about deductions, such as tax withholdings and retirement contributions.
You need to reflect changes in employee benefits or tax laws to ensure employees receive the correct net pay and avoid penalties.
📌Note: If you use Back Office, follow these steps.
File format
To load new deduction details into CorePay, ensure that the CSV file includes the following fields:
Field Name | Mandatory / Optional | Max. Size |
Employee number | Mandatory | 10 Alpha |
Pay Code | Mandatory | 4 Numeric |
Value | Mandatory | 9999999999.99 |
Account Reference | Optional: for Account Reference | 12 Alpha |
Capital Sum | Optional: for Reducing Balance deductions | 9999999999.99 |
Number of Deductions | Optional: for Installment Voluntary deductions | 9999999999.99 |
Deductions Taken | Optional: for Installment Voluntary deductions | 9999999999.99 |
Percentage Rate | Optional: for Percentage Rate deductions | 9999999999.99 |
📌Note: You can include records for the following deduction types in the file:
Standard periodic value voluntary deduction.
Reducing balance voluntary deduction.
Percentage rate voluntary deduction (Check what should be under the value field when loading a percentage deduction for more information).
Installment voluntary deduction
Load file
To load the new deduction details, follow the steps below in portal.
From the dashboard menu click Payroll Dashboard.
Click Uploads then under Employee Uploads, click Load New Deduction Details.
From the File Type drop-down menu, select Load Deduction Details.
In the End Date field, enter a date for the old voluntary deduction..
🤓Tip: If it is a new deduction, set the End Date to the day before the Start Date
In the Start Date field, enter the date for the new voluntary deduction (i.e when it starts).
In the Reference field, enter the load reference.
🤓Tip: The date should be in the format DDMMYYYY (e.g., 4001-01012009). The reference cannot exceed 16 characters.
To locate the file, click Browse then to process file, click OK.
When the loading procedure is complete, you will see one of the following validation messages:
Reducing balance deductions: If a 'Balance Due' amount exists in the file and the associated pay code is not a reducing balance pay code, the record will be rejected. It will appear on the exception report with the message: 'Not a Reducing Balance Pay Code'.
Installment deductions: If 'Number Of Deductions' and 'Deductions Taken' exist in the file and the associated pay code is not an installment pay code, the record will be rejected. It will appear on the exceptions report with the message: 'Not an Installment Pay Code'.
Percentage rate deductions: If a 'Percentage Rate' amount exists in the file and the associated pay code is not a percentage rate pay code, the record will be rejected. It will appear on the exceptions report with the message: 'Not a Percentage Rate Pay Code'.
If successful, click OK. This will generate a control or exceptions report.