Import employees via CSV

Employee Import via CSV

This feature is available on our business plus plan, advanced accountant plan and EVOLV. 

To import employees using CSV,  download the template from the bottom of this article and fill it in using the file specifications below.  

*It is critical that you follow the specification for the file. Failure to do so will result in a failed import. If you would like one of our specialists to review your file for potential errors we offer this as an add-on service.  Let us if you would like to know more. 

Ready To Import

If you have not already done so, please Contact Us and ask us to activate this feature on your account.  You will receive confirmation once it's live.

Login to your account and go to Employees

Click Import

 You will receive confirmation of the upload or any issues encountered on screen.

Specifications

	Name	Field size	Description	Mandatory?
1	EmployeeNumber	15	Custom employee number (optional). System generated if left blank.	N
2	FirstName	30	Employee first name	Y
3	LastName	30	Employee last name	Y
4	MiddleName	30	Employee middle name	N
5	SIN	9	Validated SIN number - Numeric type	Y
6	DOB		Date of Birth, format dd/mm/yyyy (must include "/")	Y
7	DOH		Date of Hire, format dd/mm/yyyy (must include "/")	Y
8	PayRate		Amount based on PayRateUnit, numeric only	Y
9	PayRateUnit	1	Y  = Yearly H = Hourly M = Monthly W = Weekly	Y
10	PaysPerYear	2	52 - Weekly 26 – Bi-Weekly 12 – Monthly 04 – Quarterly 01 – Yearly 24 - Semi-monthly 22 - 22 Pays a year 13 - 13 Pays a year 10 - 10 Pays a year Defaults to company default PaysPerYear	N
11	TD1		Personal exemption amount, Federal  (defaults to base exemption), numeric	N
12	TDP		Personal exemption amount, Provincial  (defaults to base exemption), numeric	N
13	Add1	25	Address line 1	Y
14	Add2	25	Address line 2	N
15	City	25	City	Y
16	Province	2	AB = Alberta BC = British Columbia MB = Manitoba NB = New Brunswick NL = Newfoundland and Labrador NS = Nova Scotia NT = Northwest Territories NU = Nunavut ON = Ontario PE = Prince Edward Island QC = Quebec SK = Saskatchewan YT = Yukon	Y
17	Postal	6	Postal code (A1A1A1 format, no space)	N
18	GLAccount	8	Cost account for employee earnings, Numeric	N
19	Phone	10	Contact number, Numeric	N
20	Title	30	Job title within company	N
21	Email	60	Email address	N
22	EmployeeType	1	P = Permanent (default) S = Subcontractor T = Temporary	N
23	SalaryType	1	S = Salaried employee L = Timesheet employee	Y
24	Password	6	Employee password for PayChequer.com access	N
25	Institution	3	For direct deposit - institution number	N
26	Branch	5	for direct deposit - branch. Must be 5 digits	N
27	AccountNumber	12	For direct deposit. Max 12 digits. Canadian banks supported only.	N
28	YTD:RegularEarnings		Year to date earnings (numeric)	N
29	YTD:FederalTax		Year to date federal tax (numeric)	N
30	YTD:ProvincialTax		Year to date provincial tax (numeric). Use for Quebec only - other taxes should go into Federal Tax (column 29 YTD:FederalTax)	N
31	YTD:EI		Year to date employment insurance (employee portion) - numeric	N
32	YTD:CPP		Year to date Canada Pension Plan contributions (employee portion) - numeric	N

*** If you have custom earnings codes that you need to add the YTD for- go to COMPANY SETTINGS>PAY RULES>EARNINGS.  There is a 2-digit number next to your earnings name, this is the YTD:DIGITCODE you would use on the CSV in a new column.

For Example YTD for Support from the picture below you would create a column with the header YTD:20

Notes

Please, note, while Microsoft Excel does work with CSVs, we suggest using a true CSV editor to edit/create your CSV files. Excel has a tendency to change the format on the user, which will result in a failed import.  There are many free CSV editors available online.

After Importing

Edit any other employee details as needed   You may need to edit fields under Payroll Details and Rules, Benefits and Deductions.

 You can download a sample CSV file below