Employee Information - Import Fields Available

Modified on Tue, 22 Apr at 12:37 PM

Employee Information

Importing employee information is usually 'additive' - when you import a spreadsheet/CSV file the system will add any new people it finds, and update any that exist. It is important to remember that if you have 'blank' columns, the system will map the column and overwrite existing data with 'blank' data. Although this is useful for removing content, we would advise not having banks columns unless it is intentional.

If you are importing based on payroll number of NI number, those fields are mandatory and can't be ignored.

PAYE Information

If the PAYE reference is mapped for data import, employee information will be 'allocated' to the assigned PAYE references (so a single import file can import employees across a number of employers. However, the PAYE reference MUST exist in your system for the employees to be imported if the column is mapped.

Full Description	Database Field	Data Type	Field Length	Inclusion	Pre-Format
Address line 1	ADR_1	Character	50	Optional
Address line 2	ADR_2	Character	50	Optional
Address line 3	ADR_3	Character	50	Optional
Address line 4	ADR_4	Character	50	Optional
Cost Centre	COSTCENTRE	Character	10	Optional
Department	DEPARTMENT	Character	15	Optional
Is employee a Company director	DIRECTOR	Character	3	Optional	Yes/No
Date of Birth	DOB	Date	8	Optional	dd/mm/yyyy
Date of Commencement	DOC	Date	8	Optional	dd/mm/yyyy
Date of Leaving	DOL	Date	8	Optional	dd/mm/yyyy
E-mail address	EMAIL	Character	50	Optional
Exempt from Class 1A	EXEMPT	Logic	1	Optional	True/False
Exempt from Payrolling of Benefits	NOPAYROLL	Logic	1	Optional	True/False
Fax Number	FAX	Character	15	Optional
Forename	FORENAME	Character	20	Optional
Initials	INITIALS	Character	5	Optional
Location	LOCATION	Character	30	Optional
Mobile Phone Number	MOBILE	Character	15	Optional
National Insurance Number	NI_NUMBER	Character	10	Key field
PAYE to date	PAYETODATE	Numeric	10	Optional
Payroll Number (Employee's unique Identifier)	PAYROLL	Character	20	Key field
Pay Group	PAYGROUP	Character	30	Optional
Postcode	POST_CODE	Character	15	Optional
Region	REGION	Character	30	Optional
Salary	SALARY	Numeric	10	Optional
Sex (biological) of employee	SEX	Character	1	Optional	Male/Female
Surname	SURNAME	Character	20	Optional
Telephone Number	TELEPHONE	Character	15	Optional
Title	TITLE	Character	5	Optional
User Defined/Free Purpose	USER_1	Character	15	Optional
User Defined/Free Purpose	USER_2	Character	15	Optional
PAYE Reference	PAYEREF	Character	19	Optional