Ezypay Payroll Import Specs
This is our default import structure. Individual transaction codes may vary by customer but the format remains the same. We are not limited to this format and can import from many different sources so if you have an existing output file we may well be able to use it.
| Field | Format | Description | Value in Example |
| Employee Code | Numeric | Unique Employee Identifier | “1456” |
Employee Surname |
Alpha | Unique Text Identifier | ‘Smith’ |
Employee First Name |
Alpha | Unique Text Identifier | ‘John’ |
| Data Entry Code | Alpha Numeric | The Ezypay Data Entry Code | “Ord” |
| Transaction Units | Number | Quantity – Must be Decimal Hours | “32” |
| Work Area | Alpha Numeric | The Ezypay Work Area Code, can be left blank | “LEF01” |
| Project | Alpha Numeric | Project, Site ID. Maximum 13 characters, can be left blank | ‘TOWERS’ |
| Unit Rate | Numeric | A Dollar Amount | “23.50” |
| Start Date | dd/mm/yyyy | Transaction Start Date | “03/06/2011” |
| End Date | dd/mm/yyyy | Transaction End Date | “03/06/2011” |
| Leave Reason | Alpha or Numeric | Used to control functionality around Leave Transactions | See Table |
| Comment | Alpha Numeric | Transaction Comment | “Weekend Callout” |
Example File
Code,Surname,FirstName,TranCode,TranUnits,WorkArea,Project,UnitRate,StartDate,EndDate,LeaveReason,Comment 1456,Smith,John,Ord,8,LEF01,,03/06/2011,03/06/2011, 1456,Smith,John,Anl,8,,,04/06/2011,04/06/2011, 1487,Jolie,Ange,Meal,1,LEF04,23.50, 03/06/2011,03/06/2011,Call Out |
Data Entry Codes –can be added to at any times to suit individual needs
| Ord | Ordinary Time – Rate 1 |
| Ord2 | Ordinary Time – Rate 2 |
| Ord3 to Ord8 | Ordinary Time – Rate 3 to 8 |
| Sal | Salary |
| Pr1 to Pr3 | Piece Rate – Rate 1 to 3 |
| Thl | Time & a Half (1.5) |
| Dbl | Double Time (2) |
| Tht | Half Time (0.5) |
| Tqr | Time and a Quarter (1.25) |
| T17 | Time and a Seventh |
| Phwp | Public Holiday Worked (paid at T1.5 and generates an Alternative Day) |
| Phws | Public Holiday Worked Salary (paid at T0.5 and generates an Alternative Day) |
| Ada | Alternative Day Trigger |
| Anl | Leave - Annual Leave |
| Sick | Leave - Sick Leave |
| Bir | Leave - Birthday Leave |
| Pal | Leave – Parental Leave |
| Alt | Leave - Alternative Leave (Paid) |
| Lwop | Leave - Leave Without Pay |
| Sku | Leave - Sick Leave Unpaid |
| Anu | Leave - Annual Leave Unpaid |
| Ac1 | Leave - ACC First Week |
| Ber | Leave - Bereavement Leave |
| Lsl | Leave - Long Service Leave |
| Sty | Leave – Study Leave |
| Pht | Public Holiday Taken |
| Com | Allowance – Regular Sales Commission |
| Come | Allowance – Irregular Sales Commission |
| Phn | Allowance - Phone Allowance |
| Dis | Allowance - Discretionary Bonus |
| Meal | Allowance – Meal Allowance |
| Exp | Allowance – Expense Reimbursement |
| Bon | Allowance – Non-Taxable Bonus |
| Chs | Deduction – Child Support |
| Soc | Deduction – Social Club |
| Pur | Deduction – Company Purchase |
| DayPay | Counter for the number of days paid, used for Leave Accruals |
| Leave Reason Description | Alpha Code | Numeric Code |
| Cash up leave – Can be applied to any leave type but usually ANL or LSL | Cashed Up Leave | 1101 |
| Negative Leave – Allow leave to be paid in advance | Negative Leave Allowed | 1100 |
| Sick in Lieu of Annual – to pay Sick when insufficient Annual | Sick in Lieu of Annual | 1114 |
| Annual in Lieu of Sick – to pay Annual when insufficient Sick | Annual in Lieu of Sick | 1108 |
For each client we will generate a list of Pay Codes that relate directly to their circumstances.
Format
The file should be provided as an Excel Spreadsheet or CSV file preferably with a predefined name based on the client, this will be provided. A Header Row is very useful for understanding the data.