Payroll Imports: Employee Recurring Additional Pay

This article provides instructions on how to prepare the import template to modify Employee Recurring Additional Pay in Namely Payroll.

OVERVIEW

Primary hourly and/or salary wage records sync from HRIS to Payroll once an employee profile is properly setup. Recurring additional pay (extra pay) consists of supplemental pay outside of an employee’s standard pay (ex. cell phone reimbursement). If you need to modify recurring additional pay for employees in bulk, the Namely Service Team can help by completing an Employee Recurring Extra Pay 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 How do I add and edit a recurring wage?.

 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.  

IMPORT TEMPLATE

  • Template: Modify/Add Employee Recurring Extra Pay

    • Required fields available for import:

      • Operation: Add/Update/Delete

      • Identifier: EmployeeID (recommended), Social Security Number or Employee Email.

      • Client Job

      • Recurring Pay Type

      • Recurring Pay Amount: This must be a decimal amount with no special characters (ex. $).

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 the Employee Wage report to collect the employees’ data. 

  • In Namely Payroll, click Reports > Date Range > select the appropriate year, period pay date > click Employee Wage report.

TIP:

Use CTRL + F “Employee Wage” to locate the Date Range report. Refer to Payroll Report Guidance (Date Range, Standard, Quarterly and Year End) for more information. 

  1. Use the information provided from the report and insert it into the import template or manipulate the Employee Wage report by removing columns that are not applicable. You should only include data on employees that need Recurring Additional Pay modified on your template. 

  • Job Name: This will be the employee's Default Job. If a Job Code is being used instead, please specify which wage record is needed to attach the corresponding recurring earning to. 

  1. 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

  • 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.