Use the bulk import feature to add one-off payments or deductions for multiple employees in a single operation.
Importing one-off payments and deductions
Open a payroll and select the One-off payments & deductions tile.
Select Add One-off Payments & Deductions.
Select the Bulk import tab.
Select Download Template. It will save in your downloads folder.
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Upload the saved template in the area below. See validation errors.
Completing the bulk import template
Open the downloaded template in Excel or other spreadsheet program.
You may have to select Enable Editing to make changes.
For each payment or deduction, you must add information for each column into a new row.
When you select any cell, a tooltip provides more information about any validation rules:
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Do not change the column heading names: this will cause the import to fail.
The mandatory columns depend on your payroll setup and the type of payment. The following sets of columns apply:
Employment ID, First Name, Surname.
Header: Select the type of payment / deduction from the drop-down list. This list is maintained in Cintra iQ.
Units: Either enter the number of hours worked, or to transfer a single amount of money, enter “1”
Rate / Amount: Either enter the hourly rate, or to transfer a single amount of money, enter the amount to be paid. If your payroll team manages these rates, you can leave this field blank.
From Date / To Date: If payments relate to a previous period, enter the actual From and To date so that employee payments are calculated correctly. If the From date is left blank, the current period is used.
Post: If the employee has more than one position, enter which position this payment / deduction relates to. Otherwise, leave blank.
Notes: Free text field
Cost Code 1-4: Where applicable, select suitable cost-codes from the drop-down list.
If there are any errors, select Cancel Import, fix the errors, then upload again. See Validation errors.
If there are no errors, a summary of the validate rows will be displayed. Click Complete Import to finish.
Click Recalculate to recalculate the payroll.
Validation errors
When you upload your completed checklist, the system will check that all data is correct and valid. You must fix any problems before completing the upload. Common errors / solutions include:
Problem | Solution |
|---|---|
Field name is required | Enter valid data into the field |
Employee ID does not exist in payroll | Ensure that the payroll ID exactly matches an employee for that payroll. |
This header type requires units to be 1.00-10 | Ensure that the number of units falls within the acceptable range. |
ToDate field is required | If you enter a From Date, you must enter a To Date as well. |