Import leave credits

This training manual provides a step-by-step guide on how to import employee leave credits in the HRIS + Payroll system. This process allows bulk adding or update of leave credits, ensuring accurate tracking of employee balances.

PurposeCopy Anchor Link

To help users:

• Upload leave credits in bulk
• Update existing leave balances efficiently
• Ensure accurate tracking of employee leave credits
• Reduce manual encoding errors

PrerequisitesCopy Anchor Link

Before proceeding, ensure you have:

• Access to the HRIS + Payroll system
• Permission to import leave credits
• Existing employee records in the system
• Valid leave type codes configured
• Completed import template ready for upload

Step 1: Navigate to the Import ModuleCopy Anchor Link

To begin importing of leave credits, navigate to the HRIS + payroll application

Once inside HRIS + payroll, locate and click the Import module.

In the Import Module, go to Leave Credits and click the Import button.

A panel will appear allowing you to upload your import file.

Step 2: Downloading Import TemplateCopy Anchor Link

Prior to importing, review the Leave credits Import Guidelines by clicking on them. This helps you follow the correct steps and avoid mistakes during the import.

Reminder

• Do not modify the template header.

Key Points to Remember

• Leave Credit Handling: If the imported leave type code already exists in the system, the existing leave credit will be overridden with the new data.

Required Fields for Import: For a leave credit record to be successfully imported, the following fields must be present. If any of these fields are missing, the import will not proceed:

• Employee Code (Ex. G-00001)
• Leave Type Code(Ex. L0001)
• Total Credits

Restrictions on Import: Certain fields have strict validation criteria. If the values in these fields do not exist in the system, the import will not proceed, and the leave credit of the employee will not be added to the system. These fields are

• Employee Code (Ex. G-00001)
• Leave Type Code (Ex. L0001)
• Date Expired (Format: Month/Day/Year) (Ex. 01/04/2026)

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 Leave Credit import template.

Open the downloaded template and fill in all required employee information according to the import leave credits guidelines.

Step 3: Importing Leave CreditsCopy Anchor Link

After completing the template:

1. Save the file (Ctrl + S). Important: If creating a new file, save it as .CSV.

2. In the Import Module, click Choose File and select your saved CSV file.

3. Click Import button to begin importing the employee records.

Step 4: Checking Import File StatusCopy Anchor Link

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: ["Leave Type doesn't exist"]

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.

1. Make sure all required fields are filled correctly and follow the proper formats to avoid repeated errors.
2. To check the Leave Type Code, open the Payroll Module. Click Settings in the upper right corner and search for Leave. Verify the existing leave type codes in your system, as they may differ between setups.

Expected resultCopy Anchor Link

• Leave credits are imported successfully
• Employee balances are updated correctly
• Failed records are identified for correction
• Data reflects accurately in the system

TroubleshootingCopy Anchor Link

• Import failed
  • Check required fields are complete
• Invalid leave type
  • Verify leave type code in system settings
• Employee not found
  • Confirm employee code exists
• Incorrect data format
  • Ensure date format follows MM/DD/YYYY

NotesCopy Anchor Link

• Always use the official template
• Do not edit headers
• Review data before importing
• Re-import only corrected records
• Verify leave types before upload