How importing payments in Every Payroll using a CSV file works

The information relates to the Import Overview that shows error reporting for payment imports feature. This is in Beta testing as of August 2026. If you would like to join the Beta group, contact your account manager.

This topic explains what happens when payments are imported in Every Payroll using a CSV file. It includes what the system needs before payments can be imported, and what to check if something goes wrong.

The system accepts imports for new payments and updates to existing payments.

Useful things to know about adding payments to a CSV file and importing them

The following information helps you understand how payments are imported to Every Payroll if you are importing them for the first time. It can also help if you cannot remember how the system processes payments.

There are two types of payment import: 

  • Payments for a payrun — Imported on the payrun using the Import Payments option in Payroll.

  • Addition and Deduction payments for employee records — Imported in the Employees section.

If importing additions and deductions, a specific Pay Code must be entered payment in the file. If a Pay Code is not entered, Every Payroll treats the payment as the regular pay amount.

The file of payments being imported can have multiple payments for the same employee. In the file, add a row for each payment and make sure the Payroll Code entered is the same for each row. If adding multiple payments, also make sure a Pay Code column is included with the details of which pay code applies to the payment.

Before importing payments

Before payments can be imported using a CSV file, the following must have been done: 

If you or your colleagues have previously imported payments, make sure the following tasks have been done before you import payments:

  • Have pay codes set up for all employees included in the pay run.
  • The file must contain the correct information in columns that match payment fields. As a minimum it must have Payroll Code.
  • Make sure the payroll codes and values in the file match the details in Every Payroll exactly.

Employees not in the file are not included on the pay run. Payments are only imported for employees in the file with a payroll code that matches the system.

What happens during the import

When the CSV file is uploaded, the file is checked and a preview displayed of the data against the selected Mapping Template.

The preview shows a sample of 10 lines from your file. If the data in the columns matches what you expect, the data can be imported.

A success or failure message will be displayed to confirm the status of the import. If there are any errors in the file the import fails, and the reason is displayed. Correct the file, then try again.

To learn how to import payments in Every Payroll, go to Import permanent payments (CSV) or Import pay run overrides.

Not sure which method to use? If the pay run is already open and a calculated figure, such as PAYE PAYE or Pay as you earn is an HM Revenue and Customs’ (HMRC) system to collect Income Tax and National Insurance from employment. or NI needs to be corrected, use pay run overrides. For all other payment amount updates, use import payments.