Payroll Imports: Deduction Imports

This article provides instructions on how to prepare the import template to add or modify employee deductions in Namely Payroll.

OVERVIEW

There may be occasions where you need to adjust your employee's deduction data in bulk in Namely Payroll. If you need to add deductions or modify existing deduction data, the Namely Service Team can help by completing a Deduction Import. 

TIP:

We recommend importing if you have more than ten lines of data that need updating. If it's fewer than ten lines, it is faster to make the updates manually. For more information, read Company and Employee Level Deduction Setup. 

 This import will be completed in two business days from the receipt of your completed import template. Import time can vary if we need to follow up to confirm, correct or collect any data provided. Following the steps in this article will ensure the Service Team has all the necessary information to successfully process your import efficiently.  

TIP:

Need to make a one-time adjustment to an employee's deduction? Refer to Deduction Pay Cycle Imports for instructions!

IMPORT TEMPLATES AND HELPFUL REPORTS

  • Template: Add/Replace Employee Deductions

    • Add/Replace imports are used to end date your existing deduction record and add a new deduction using the same deduction type. This import will automatically end-date the old deduction one day prior to the start date specified on your template. 

You should Add/Replace if you'd like a record of the deduction. For example, if you need to update employee medical deductions, but would like the system to have a record of employees being deducted the old amount, you should use Add/Replace.

  • Required Fields: Employee Name, Deduction Name, New Deduction Start Date, and all applicable and relevant deduction data (ex. employee deduction amount, employer deduction amount, any cap information, annual maximums)

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

  • Template: Modify Employee Deductions

    • Modify imports are used to modify the existing deduction record. Performing this import will not create a new line of data, so this should only be used if you do not need a record of the prior deduction amount. This import type is typically used if there was a mistake in data entry.

    • Required Fields: Employee Name, Deduction Name, Existing Deduction Start Date, and then only the fields that need to be modified. Do not include any other fields.

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

  • Reports: If you'd like to use a report as source data to build your template, we recommend using the Deductions Template in Report Writer. You'll want to be sure to add the above mentioned required fields to your template. 

 

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 FOR YOUR IMPORT

To prepare the import template:

  1. Download Deductions Template report in our Report Writer to collect the employees’ data. 

  • In Namely Payroll, click Reports > Report Writer and select Deductions Template. Add the fields noted in the above section. For more information on using Report Writer, read Report Writer (Building Custom Reports).

  1. Use the information provided from the report and insert it into the proper Deduction import template or manipulate the Report Writer report to match the import template format. You should only include data on employees that need deductions added on your template. 

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

 

CASE SUBMISSION DETAILS

Once the import file is complete, submit a case in the Help Community and include the file as an attachment.

Product Name: Payroll

Feature: Employee Payroll Profiles & Data

Function: Employee Data Update

 TIPS​​​​​​

  • There must only be one row for each deduction type. For example, if John Doe needs to have Medical, Dental and Vision added or modified, there will be three line items on the file for the employee. 

  • It's important to use the proper import template for your specific use case. Add/Replace should be used in instances where you need a record of the old deduction, Modify is used primarily for corrections to data that require no record of the old data. The Service Team can help you choose the correct template if need be. 

  • To avoid any data discrepancies, it’s recommended that you use the EmployeeID (in column A) as the identifier for the import template.

    • Using EmployeeID instead of a field like Social Security Number also limits the transfer of Personally Identifiable Information (PII.) Any files containing PII cannot be provided to Service though the Help Community - they must be uploaded via Support Files.

  • Before you submit, verify the data mentioned below to ensure the data is ready for an import to eliminate any errors that may result in a longer import turnaround time:

    • Your import 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.

    • Dates should be formatted: MM/DD/YYYY

    • Remove any filters and ensure the cells are formatted accordingly.