Import employees
Prepare an employee import file, upload it, and review its processing results.
The Employee Import provides a step-by-step guide for uploading multiple employee records at once into the HRIS + Payroll system, ensuring accurate and consistent employee information. This process ensures accurate and consistent employee information is uploaded in accordance with company policies. Proper use of the import template and adherence to field requirements will prevent data errors and maintain system integrity.
Purpose
To help users:
- Upload employee records in bulk
- Add or update existing employee information efficiently
- Ensure consistent and accurate employee data
- Reduce manual data entry errors
Prerequisites
Before proceeding, ensure you have:
- Access to the HRIS + Payroll system
- Permission to import employee records
- Completed employee import template
- Valid system values for required fields such as department, employment status, and payroll group
Step 1: Access the Employee Module
To begin importing employees, navigate to the HRIS + payroll application.
Once inside HRIS + payroll, locate and click the Employee module.
In the Employee module, click the Employee List
Step 2: Open the Import Function
In the top-right corner of the Employee List, click the Import button. Click the small drop-down arrow beside it and select Employees.
You will be redirected to the Import Module screen.
Step 3: Reviewing Import Guidelines and Downloading the Import Template
On the Import Module page, click the Import button again. A new section will appear. Before importing, carefully review the Employee Import Guidelines. This ensures you understand the correct process and helps prevent errors during the import.
Reminder
- Do not modify the template header.
Key Points to Remember
- Employee Code Handling: If the imported employee code already exists in the system, the existing employee data will be overwritten.
- Non-existing Job Positions: If a job position in the import does not exist in the system, the import will proceed, but the employee's position field will remain unassigned.
- Date Formats: Birth date and hire date must be in MM/DD/YYYY format.
Required Fields for Import: For a record to be successfully imported, the following fields must be filled:
- Employee Code
- First Name
- Last Name
- Hire Date
- Salary Amount
- Salary Type
- Department
- Employment Status
- Birth Date
- Marital Status
- Gender
- Nationality
- Employee Status
- Payroll Group Code
Restrictions: Certain fields have strict validation. If the values do not exist in the system, the import will fail. These include Employment Status, Employee Status, and Payroll Code.
Additional Notes
- When importing, use F4 to copy the last highlighted cell to ensure consistency in data entry.
- Ensure that all required fields are correctly filled out to avoid import errors.
- Double-check the date formats to ensure proper conversion and storage in the system. After reviewing the import guidelines, click the Download Template button to obtain the official employee import template.
Open the downloaded template and fill in all required employee information according to the import employee guidelines.
Step 4: Import the File
After completing the template:
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Save the file (Ctrl + S). Important: If creating a new file, save it as .CSV.
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In the Import Module, click Choose File and select your saved CSV file.
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Click Import button to begin importing the employee records.
Step 5: Checking Import File Status
After importing, click View Summary to check the number of records successfully imported versus the records that failed. This will help you identify any errors that need correction.
If any records fail during import, click the Download button in the summary view. This will download a file listing the failed records along with error notifications.
For example, an error might appear like: “Employee Code 'G-2' already exists in the system.”
Use this file to review each failed record, correct the errors (such as duplicate employee codes or missing required fields), and then re-import the corrected file.
Make sure all required fields are filled correctly and follow the proper formats to avoid repeated errors.
Expected result
- Employee records are imported successfully
- Employee data is updated or added correctly
- Failed records are identified for correction
- Data reflects accurately in the employee list
Troubleshooting
- Import failed
- Check required fields are complete
- Invalid field values
- Verify values exist in system settings
- Duplicate employee code
- Confirm if overwrite is intended
- Incorrect date format
- Ensure format follows MM/DD/YYYY
Notes
- Always use the official template
- Do not modify headers
- Review all data before importing
- Re-import only corrected records
- Validate system values before upload
- Make sure all required fields are filled correctly and follow the proper formats to avoid repeated errors.