HRIS Imports: Payroll Employee

This article provides tips and instructions on how to successfully mass import employee payroll information in Namely HRIS.

 

OVERVIEW

The Payroll Employee Import is primarily used to bulk add employees to Namely Payroll. It updates fields like Pay Group and Payroll Company. This import is often used when onboarding multiple new hires. 

IMPORT TEMPLATE

  • Template: Payroll Employee Import Template

    • Fields available for import: Employment Uuid, Pay Group, Payroll Company Name, Include in Payroll, Start Date, Departure Date

    • You must also include one Unique Identifier on your template: EmployeeID, Social Security Number or Employee Email (recommended)

  • Reports: The Profile report type in HRIS contains the unique ID needed to complete this import. You can also use the Profile report to save a snapshot of your data prior to processing your import. 

SAVE A COPY

It's always best practice to save a copy of your data prior to processing an import, in case anything goes awry.

 

PREPARING AND UPLOADING THE IMPORT TEMPLATE

Prepare the Import template

  1. Download the Profile report to collect the employees’ data. 

  • In Namely HRIS, click Reporting under Admin Tools > New Report > select Profile as the Report Type > select Profile Default as the Report Template > Create Report.

  • Refer to HRIS Reports for more information.

  1. Use the unique ID and the employment Uuid information provided from the report and insert it into the import template. You should only include data on employees that need employee payroll information added on your template. 

  2. Once the employee information has been added to the corresponding fields, save the file as a .csv format.

  • The Start Date (column F) can be one of the following:

    • The employee's first date of employment

    • The first date of employment for a specific company (for multi-EIN) 

      • For this option, make sure the Start Dates are mapped correctly or else the original start dates might be altered by mistake. 

Import the template

Tip: 

Test the import first by importing a single row of data and confirming that the import is successful on an employee's profile prior to proceeding with the full import. If you need additional support with the import, refer to HRIS Imports.

 

  1. When the import file is complete, go to Company Settings in Namely HRIS.

  2. Click Settings > Import Data under the General tab.

  3. Scroll down to the Payroll Employee Import section.

  4. Click Choose File > upload the completed import template > Upload CSV file.

  5. Under Assign Fields, select the unique employee identifier you used in your .CSV file.

  6. Use the dropdown selection to map the fields in your import file to their corresponding Namely Field. 

A screenshot of a computer Description automatically generated

  1. Click Continue > Import Data.

  

TROUBLESHOOTING

If an error occurs during the import process, an error report will automatically be generated in a .CSV format. Download the file and refer to Common HRIS Import Error Messages to resolve the errors. Once the errors have been resolved, re-import only the rows of data that had issues.

If you're still encountering issues or unresolved errors, submit a case in the Help Community and include the import file and any screenshots of the errors as an attachment.

Product Name: HRIS Settings

Feature: Company Settings

Function: Imports 

TIPS

  • Your .csv file cannot exceed 5 MB.

  • The first row of each column should be treated as a header row.

  • Each employee must be listed on a separate row.

  • Each row must have Unique ID to match your records to Namely records. Employee email is used as the primary unique identifier within Namely.

  • Dates should be formatted: MM/DD/YYYY