Import payments fields

Field Details
Payroll Code Enter unique code for employee.
Amount  
Hours  
Pay Code Needs to match the required pay code.
Note  
Effective From dd/mm/yyyy
Effective To dd/mm/yyyy
Automatic Back Pay Pay back pay automatically if required.
Already Paid  
Contributes To Basic Pay The standard amount paid to an employee which excludes additional payments like bonuses, overtime, and allowances.  
Pro-Rata Adjustment  
Pay Spine Is part of a pay spine.
Pay Grade Required pay grade
Spine Point Required spine point.

Example...

  • CSV Payments Import Template. CSV

  • We apply logic when creating the file: 

    • Pay Spine - Is only shown when a pay spine is present.

    • Pay Grade - Is only shown when a pay grade in present.

    • Spinal points - Is only shown when a spinal point is present.

    • London Allowance - Is only shown when London Allowance is present - Fringe , Inner , Outer.

    • Role Reference - Only shown if 'Multiple Role Settings' is enabled

Import payments CSV file or API call values

If importing payments using a CSV file or through the Async process with the API, the following fields are used. Not all fields are required and some depend on whether payments are being imported as additions and deductions or for the payrun.

Field names when importing payments to a payment run can be customised, so might not match the field names in the table. If custom headings have been used, check the Mapping template to confirm what is required for that column.

Field name Additions and Deductions or Payrun import Required field Value required in the file or API call Useful information
Payroll Code

Additions and Deductions

 

Payrun

 Yes The exact Payroll Code as it is on the employee's record. To find an employee's Payroll Code, go to Employees, select Employment, then Overview.
Amount Additions and Deductions Optional A number value that is no more than 2 decimal places, for example, 100.00

Do not include currency symbols, such as £, $, and so on.

 

If the number must not contain any special characters, such as a comma, for example 10000.00 not 10,000.00
Hours Additions and Deductions Depends on the pay set up for the employee A number value, such as 37.5 Do not include any alphabetical or special characters.
Pay Code

Additions and Deductions

 

Payrun

Yes for Additions and Deductions only.

 

Optional for Payrun.

 The exact Code as it is in the Pay Code on the employee record.

To find To find an employee's Pay Code, go to Employees, select Pay Options, then Regular Pay.

 

The Pay Code is different to the Payroll Code.
Effective From

Additions and Deductions

 

Payrun

 If a it applies to the payment set up Must be entered in DD/MM/YYYY format, for example, 27/05/2026 Must be the date the payment is being applied from.
Effective To

Additions and Deductions

 

Payrun

 If a it applies to the payment set up Must be entered in DD/MM/YYYY format, for example, 27/05/2026 Must be the date the payment no longer applied. If there is no end date, leave the field blank.
Automatic Back Pay

Additions and Deductions

 

Payrun

If a it applies to the payment set up Must be entered as TRUE or YES if it applies or FALSE or NO if it does not.  
Already Paid Additions and Deductions If a it applies to the payment set up Must be entered as TRUE or YES if it applies or FALSE or NO if it does not.  
Contributes To Basic Pay

Additions and Deductions

 

Payrun

 If a it applies to the payment set up Must be entered as TRUE or YES if it applies or FALSE or NO if it does not.  
Pro-Rata Adjustment Additions and Deductions If a it applies to the payment set up Must be entered as TRUE or YES if it applies or FALSE or NO if it does not.  
Pay Spine

Additions and Deductions

 

Payrun

If a it applies to the payment set up Enter the Name of the Pay Spine exactly as it is in Every Payroll

Is only added if a Pay Spine applies for the employee and role.

 

To check the Name of a Pay Spine, go to Settings, then select Pay Spines.
Pay Grade

Additions and Deductions

 

Payrun

 If a it applies to the payment set up Enter the Name of the Pay Grade exactly as it is in Every Payroll

Is only added if a Pay Grade applies for the employee and role.

 

To check the Name of a Pay Grade:

  1. Go to Settings, then select Pay Spines.

  2. Select the relevant Pay Spine.

  3. Select Pay Grades.
Spine Point

Additions and Deductions

 

Payrun

 If a it applies to the payment set up Enter the Code for the Spinal Point.

Is only added if a Spinal Point applies for the employee and role.

 

To check the Code of a Spinal Point:

  1. Go to Settings, then select Pay Spines.

  2. Select the relevant Pay Spine.

  3. Select Spine Points.
London Allowance Additions and Deductions If a Pay Spine is applied that has London Allowance set. Must be entered as INNER, OUTER, or FRINGE. If it does not apply, must be left blank. Is only added if London Allowance is set for the Pay Spine applied.
Gross up Target Net Additions and Deductions If payment is an addition or deduction with Gross Up Target Net selected. Must be entered as YES if it applies or NO if it does not.  
Unique Identifier Additions and Deductions Optional

Depends on the type of payment being entered:

 

If a new payment, then leave the field blank. The system assigns an ID once the payment has been successfully imported.

 

If updating an existing payment, the ID must exactly match the ID for the payment as it displays on the Employee Payments report.

 Updating existing payments only: To check the ID details, go to Reports, select Employee, then Employee Payments
Employee Name Additions and Deductions Optional Must be entered exactly as the Name is displayed on the Employee record in Every Payroll Employee name is just used for reference and does not update anything in the system when imported.
Role Reference

Additions and Deductions

 

Payrun

 Required if Multiple Role Settings is on. Must be entered exactly as the Role Reference is displayed for the Role on the Employee record in Every Payroll

To check a Role Reference for an employee:

  1. Go to Employees.
  2. Find and select the employee.
  3. Select Employment, then Roles.
  4. Check if the Role Reference in the import file matches one on their record.
Treat as When Paid Additions and Deductions Optional Must be entered as TRUE or YES if it applies or FALSE or NO if it does not.  
Basis Payrun Set once within the Mapping template and applies to the whole import.

Not entered in the CSV file. If uploading a file, this is set by the Mapping template used.

 

If using the API, the value must be Daily, Hourly, or Monthly.

  
Pay Amount Payrun Optional A number value that is no more than 2 decimal places, for example, 100.00

Do not include currency symbols, such as £, $, and so on.

 

If the number must not contain any special characters, such as a comma, for example 10000.00 not 10,000.00
Pay Amount Multiplier Payrun Optional Enter a number of days or hours, such as 2. If left blank, the default value of 1 is used.
Department Payrun Optional Enter the Code of the Department exactly as it is in the employer settings.

To check the Code of a Department, go to Settings, then select Departments.

 

Do not enter the Accounting Code.
Cost Centre Payrun Optional Enter the Code of the Cost Centre exactly as it is in the employer settings.

To check the Code of a Cost Centre, go to Settings, then select Cost Centres.

 

Do not enter the Accounting Code.
Ignore Initial Back Pay Payrun Optional Must be entered as TRUE or YES if it applies or FALSE or NO if it does not.  
Auto Adjust for Leave Payrun Optional Must be entered as TRUE or YES if it applies or FALSE or NO if it does not.  
Note Payrun Optional   Adds a note to the payment record. This also displays as a payslip A statement provided by an employer to an employee, detailing their wages, deductions, and net pay for a specific pay period.This is a legal requirement under the employment rights act and should be received on or before the pay date. note on the employee's payslip.