GET STARTED
Home > Implementation 
Toolkit > Data Preparation

Data Preparation

Data preparation is key for your success. An HRIS is a significant piece of work, and alongside your change management planning to bring your ELMO system into your business, your backend initial data preparation and upload will set you up for more rapid time to value. This page has sections that can be collapsed and expanded to show what you need to do in each aspect of foundational setup.

You will need access to your people’s data, and depending on your organisational size and structure, you may need to liaise with an HR team, a payroll team, and an IT team to find data and make decisions to set up your ELMO HRIS.

The goal here is that you are equipped to arrive at your first meeting with a series of files that will see you using your HRIS in a matter of weeks. We have sequenced the areas to prepare, and in each one, you will see this process:

  1. A short video explaining what this section is about
  2. A downloadable template to populate and save
  3. A legend explaining what each field or data type is
  4. A walkthrough video showing an experienced implementation consultant talking you through the completion of the template

Let’s go!

General Settings and Technical Specifications

Your general settings are where you can specify your site name, company email addresses, password settings, and more. Download and complete the below document about your setting preferences.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

The user profile is the hub where all information and activities related to an employee is stored. In this step, you’ll choose the information that you would like captured within the profile page, and define access permissions.

Download and complet this linked file about your profile requirements

Please follow along with this walkthrough video that goes through each element of the file:

Departments, Locations, Job Roles, Postions and Users

Define the Departments within your company. Your Departments library is one of the three key libraries to set up in your ELMO system before users can be imported. The other key libraries are Positions and Locations, which are imported separately.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
Department ID HR001
or
Human Resources		 Required
The Department ID is used to identify and differentiate departments in the system. It must be unique for each department.A Department ID could be:

  • IDs or codes you already use elsewhere, such as in your payroll system (e.g. HR001).
  • A full Title (e.g. Human Resources). Many customers choose to make the Department ID the same as the Title, as long as the Title has not been used as an ID for another department.
Title Human Resources Required
The Title of the department is the name that will display in the system.
Parent ID PC101
or
People and Culture		 To establish a hierarchy of departments, you can nominate a department to be the Parent of another.

Enter the Department ID of the nominated Parent department into this field.

This field is not required and can be configured later.
Description Team responsible for managing the employee life cycle and administering employee benefits. Add a longer Description of the department.

This field is not required and can be configured later.
Enable 1
or
0		 Required
Departments can be imported into your library in an enabled or disabled state.

Disabled departments appear in your library but cannot be used in the system.

This field must be entered as a number:

  • Enter 1 to enable.
  • Enter 0 to disable.

Departments can be enabled or disabled as needed after importing them.

Define the locations where employees can be based. Your Location library is one of the three key libraries to set up in your ELMO system before users can be imported. The other key libraries are Positions and Departments, which are imported separately.

Please download this linked file for you to complete.

 

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
Location ID SYD-BON002
or
Sydney Bondi Office		 Required
The Location ID is used to identify and differentiate locations in the system.It must be unique for each location.A Location ID could be:

  • IDs or codes you already use elsewhere, such as in your payroll system (e.g. SYD-BON002).
  • The full Title (e.g. Sydney Bondi Office). Many customers choose to make the Location ID the same as the Title, as long as the Title has not been used as an ID for another location.
Title Sydney Bondi Office Required
The Title of the location is the name that will display in the system.
Parent ID SYD-HQ001
or
Sydney HQ		 To establish a hierarchy of departments, you can nominate a location to be the Parent of another.

Enter the Location ID of the nominated Parent location into this field.
Description Sydney Headquarters in the CBD. Add a longer Description of the location.

This field is not required and can be configured later.
addressLine1 580 George Street Street address.
addressLine2 Floor 27 Apt., unit, building, floor, etc.
suburb Sydney Suburb/town/city
state 2 The State must be entered as a number.

Use the Code list below to find the number that corresponds with each State (e.g. 2 is New South Wales).

Click here to see the Code list
postcode 2000
country AU The Country must be entered as a 2-letter code.

Use the Code list below to find the code that corresponds with each Country (e.g. AU is Australia).

Click here to see the Code list
Enable 1
or
0		 Required
Locations can be imported into your library in an enabled or disabled state. Disabled locations appear in your library but cannot be used in the system.

This field must be entered as a number:

  • Enter 1 to enable.
  • Enter 0 to disable.

Locations can be enabled or disabled as needed after importing them.

In this phase, we define the Job Roles (the categories that staff occupy). For example, Animal Trainer is a job role, and you may have 3 staff working in such a role (in 3 different positions in your organisation; a lion trainer, penguin trainer and elephant trainer).

Job roles outline different job functions’ description and qualifications description, skills, goals, competencies, development objectives and courses. Job roles act as templates for positions. Once job roles are created, positions can be linked to the job roles.

 

Please download this Job Role file for you to complete.

Please follow along with this walkthrough video that goes through each element of the Job Role file:

Field Example Description
Job Role ID AMA
or
Administration Manager Assistant		 Required
The Job role ID is used to group positions in the system. It must be unique for each Job role.

Note: Multiple positions can be linked to the same Job role ID.
Title Administration Manager Assistant Required
The Title of the Job role is the name that will display in the system.
Enable 1
or
0		 Required
Job roles can be imported into your job roles library in an enabled or disabled state.

Disabled job roles appear in your library but cannot be used in the system.

This field must be entered as a number:

  • Enter 1 to enable
  • Enter 0 to disable.

Job roles can be enabled or disabled as needed after importing them.
Description The Administration Manager Assistant is responsible for providing support to the administration manager and ensuring the smooth operation of administrative tasks within the company. Add a longer Description of the Job role.

This field is not required and can be configured later.
Skills and experience Bachelor degree, excellent communication skills. Skills and experience needed for the Job role.

This field is not required and can be configured later.

With Job Roles defined, you can now define the position titles for job roles filled by staff within your organisation. Your Positions library is one of the three key libraries to set up in your ELMO system before users can be imported. The other key libraries are Departments and Locations, which are imported separately.

Please download this Positions linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

 

Field Example Description
Position ID HRA001 The Position ID is used to identify and differentiate positions in the system. It must be unique for each position.

If Auto-generate Position ID is disabled, this field is Required.

If Auto-generate Position ID is enabled, this field can be populated or left blank. If left blank, a Position ID will be automatically created on import.
Auto-generate Position ID 1
or
0

Note: This field is only available if you have the HR Core Module, and the Auto-generate Position ID feature enabled.

 

New Clients
Enter 1 to allow the platform to generate an automated Position ID. If you choose to enable, please make sure the Position ID field is blank.

Enter 0 or leave blank to stop the platform auto-generating a Position ID. If you select disable, you must populate the Position ID field.

Existing Clients
Enter 1 to replace an existing position ID with an auto-generated position ID.

Enter 0 or leave blank to keep the existing position ID unchanged.
Title HR Administrator Required
The Title of the position is the name that will display in the system.
Enable 1
or
0		 Required
Positions can be imported into your positions library in an enabled or disabled state.This field must be entered as a number:

  • Enter 1 to enable
  • Enter 0 to disable
Budgeted FTE 1

or

.8

 This fields is is Required only if you have the HR Core Module and the Budgeting feature is enables.

Enter 0 if there is no budgeted FTE data for this position.
Budgeted headcount 1 This field is only available if you have the HR Core Module, and the Budgeting feature is enabled.

Enter the headcount budgeted for the position into this field.

It is strongly recommended that each position has a headcount of 1.
Budgeted base salary 100000 This field is only available if you ave the HR Core Module, and the Budgeting feature is enabled.

Enter the base salary budgeted for the position into this field.
Department HR001
or
Human Resources		 Enter the Department ID of the department the position belongs to.
Location SYD-BON002 or
Sydney Bondi Office
 Enter the Location ID of the location the position belongs to into this field.
Job Role AMA
or
Administration Manager Assistant		 This field is only available if you have the HR Core Module.

Enter the Job Role ID of the job role the position is linked to.

Important:
When a position is linked to a job role, the position will inherit all information from the job role (including Skills, Goals, Competencies, Development objectives, Courses data).
Description The HR Manager is the go-to person for all employee-related matters. Add a longer Description of the position.

This field is not required and can be configured later.
Qualifications Bachelor degree, excellent communication skills. Qualifications refer to the skills and experience needed for the position.
Reports To HRM001
or
HR Manager		 To establish a hierarchy of positions, you can nominate a position that the position reports to.

Enter the Position ID of the nominated reports to into this field.

This field is not required and can be configured later, however we strongly recommend populating this field if you have purchased ELMO HR Core as this will improve Team Search, Org chart and Custom Reports.

If you do not have the HR Core module, the benefit of populating this field is limited to filters in reporting.
Indirectly Reports To HRM001
or
HR Manager

This field is only available if you have the HR Core Module.

You can nominate a position that the position indirectly reports to. Enter the Position ID of the nominated indirectly reports to into this field.

Inheritance status 1 This field is only available if you have the HR Core Module.

This field must be entered as a number:

  • Enter 1 to enable
  • Enter 0 to disable

When inheritance is enabled for a position, any changes to the position data (eg. department, location or reports to manager) will be inherited automatically in the assigned employee profiles.

By default, inheritance is OFF for all positions.
position.importer.CustomPositionField Text Information Enter text information in this field.

The next step is to prepare the data that will eventually be imported to create user profiles for each of your employees. Follow the link below and select “Download Import Template”, then complete the template spreadsheet with the help of the legend provided.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Code Description
First Name Ariana Required
Enter the Legal First Name of the user. If the User has a Preferred First Name, this can be added in a separate field within this same template.

The legal name will only be visible to HR Managers and Payroll Admins, as it’s required for payroll and legal purposes.
Last Name Citizen Required
Enter the Legal Last Name of the user.

If the user has a Preferred Last Name, this can be added in a separate field within this same template.

The legal name will only be visible to HR Managers and Payroll Admins, as it’s required for payroll and legal purposes.
Username ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The username is what a User will enter when logging into ELMO.The username must be unique.It must not contain any uppercase or special characters such as (:<>/%#&?’,)

It must not be shorter than 3 characters.
Employee Number EMPoo1 Enter the Employee Number of the user.

If the “Auto Generate Employee Number” feature is enabled, then this field will be automatically populated and can be left blank in the import.
Email ariana.citizen@companytestemail.com Required
The email address of the user.

If Email is also configured as the User Identifier for the account, then it must be unique.
Manager sharon.doe
or
sharron.doe@companytestemailcom
or
SD5678		 If inheritance is enabled, Manager is inherited from the selected position by default.

If wanting to override the inherited Manager, enter the User identifier of the User’s Manager into this field. If inheritance is disabled, enter the User identifier of the User’s Manager into this field.

Note: It is case sensitive.
Position HRA001
or
HR Administrator		 Add the user’s position by entering the Position ID, as it appears within your Positions library.
Department HRA001 or Human Resources If inheritance is disabled for the position, add the user’s department by entering the Department ID, as it appears within your Departments library.

If inheritance is enabled for the position, department is inherited from the selected position. Any data entered in this field in this case will be disregarded.
Location SYD-BON002
or
Sydney Bondi Office		 If inheritance is disabled for the position, add the user’s Location by entering the Location ID, as it appears within your Locations library.

If inheritance is enabled for the position, location is inherited from the selected position. Any data entered in this field will be disregarded.
Date of Birth 01/01/2000

This must be entered in the format DD/MM/YYYY.
Expiry Date 01/01/2024

This must be entered in the format DD/MM/YYYY.
Start Date 01/01/2023

This must be entered in the format DD/MM/YYYY.
Service Start Date 01/02/2023

This must be entered in the format DD/MM/YYYY.
End Date 01/01/2024

This must be entered in the format DD/MM/YYYY.
Mobile “0411112222” The Mobile Number of the user.

Do not include any spaces or special characters such as ‘+’.

Enter any numbers starting with 0 inside quotation marks.
Country AU Required
The Country must be entered as a 2-letter code.Use the Code list below to find the code that corresponds with each Country (e.g. AU is Australia).

Click here to see the Code list
State 2 Required
The State must be entered as a number.

Use the Code list below to find the number that corresponds with each State (e.g. 2 is New South Wales in Australia).

Click here to see the Code list
System Default Timezone Area/Location The Timezone must be entered in the format displayed within the list below.

Click here to see the Timezone list
Company (Legal Entity) ABC Company Pty Ltd Select the Company (or Legal Entity) for the User by entering the company name exactly as it displays in legal documentation.
Effective From DD/MM/YYYY Effective From does not have to be updated for the initial import.

If you do not import an Effective From date, the employees position history will display the day of import.

This must be entered in the format DD/MM/YYYY.
Reason xxxxxxxxxxxxx ReasonID
Effective To DD/MM/YYYY Effective From does not have to be updated for the initial import.

This must be entered in the format DD/MM/YYYY.
Comment ✅ Any comments related to the data being imported.
profile_field_customfielddate DD/MM/YYYY Custom date field associated with the user’s profile.

This field does not have to be updated for the initial import.

This must be entered in the format DD/MM/YYYY.
profile_field_customfieldtext xxxxxxxxxxxxx Custom text field associated with the user’s profile.

This field does not have to be updated for the initial import.
profile_field_customfieldmenu xxxxxxxxxxxxx Custom dropdown menu associated with the user’s profile.

Note: The text provided must exactly match the list configured.  If not, it will add an additional option to the list.

This field does not have to be updated for the initial import.
profile_field_customfieldcheckbox Car allowance (single option)

or

Car allowance#Credit Card#Mobile Phone (Multiple Options)

 Custom checkbox field associated with the user’s profile.

This field does not have to be updated for the initial import.
Active 0
or
1		 Required
Users can be imported in an actie or inactive status.  Any existing employees should be imported as Active users.
Preferred First Name Ari

Preferred Last Name Smith
Indirect manager mary.sue
or
mary.sue@companytestemail.com
or
MS2468		 This field is only available if you have the HR Core module.

If inheritace is enabled, Indirect
If wanting to override the inherited Indirect manager, enter the User identifier of the User’s Indirect manager into this field.

Note: It is case sensitive.
Assigned FTE 1 This field is Required only if only if you have the HR Core Module, and the Budgeting Feature is enabled.

Enter the amount of FTE (Full-time equivalent) assigned to the user into this field.

Enter 0 if there is no budgeted FTE data for this position.
Assigned base salary 100000 Enter the base salary assigned to this user into this field.

Prepare your HR Core Data

Bulk importing users’ Personal Details from a CSV file.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”).
Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Email ariana.citizen@personalemail.com Personal email address of the user.
Address Line 1 520 Oxford Street Street address of the user.
Address Line 2 Unit 25 Apt., unit, building, floor, etc.
Suburb/Town/City Bondi Junction Suburb/Town/City
State/Province/County 2 The State/Province/County must be entered as a number.

Use the Code list below to find the number that corresponds with each State (e.g., 2 is New South Wales in Australia).

Click here to see the Code list
Postcode 2026
Country AU The Country must be entered as a 2-letter code.

Use the Code list below to find the code that corresponds with each Country (e.g., AU is Australia):

Click here to see the Code list
Home Phone Country Code 61 This must be entered as a 2 or 3 digit number (e.g., 61 is the code for Australia).

Do not include any spaces or special characters such as ‘+’.

This field is Required if a Home Phone number is provided.
Home Phone Area Code “02” This must be entered as a 2, 3, or 4 digit number (e.g., 02 is the code for New South Wales).

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.

This field is Required if a Home Phone number is provided.
Mobile Country Code 61 This must be entered as a 2 or 3 digit number (e.g., 61 is the code for Australia).

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.

This field is Required if a Mobile Phone number is provided.
Mobile Area Code “04” This must be entered as a 2, 3, or 4 digit number (e.g., 04 is the code for Australia).

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.

This field is Required iff a Mobile Phone number is provided.
Home Phone “0233334444” Enter the Home Phone number for the User.

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Work Phone “0255556666” Enter the Work Phone number for the User.

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Mobile Phone “0411112222” Enter the Mobile Phone number for the User.

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.

Bulk importing users’ Emergency Contact Details or Next of Kin Details from a CSV file.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”).
Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Type 1
or
2		 Required
The Type determines whether this information is entered into the system as Emergency Contact details or Next of Kin details.

The Type must be entered as a number. Please select an option:

  • Enter 1 for Emergency Contact
  • Enter 2 for Next of Kin
Name Daniel Citizen Required
Full Name of the person nominated as next of kin or emergency contact.
Relationship Father Required
Contact’s relationship to the user.
Email daniel.citizen@personalemail.com Personal email address of the contact.
Address Line 1 100 Queen St Street address of the contact.
Address Line 2 Unit 20 Apt., unit, building, floor, etc.
Suburb/Town/City Melbourne Suburb/Town/City of the contact.
State/Province/County 7 The State/Province/County must be entered as a number.

Use the Code list below to find the number that corresponds with each State (e.g., 7 is Victoria in Australia).

Click here to see the Code list
Postcode 3000
Country AU The Country must be entered as a 2-letter code.

Use the Code list below to find the code that corresponds with each Country (e.g., AU is Australia).

Country is a Required field if the State is provided in the import file.

Click here to see the Code list
Home Phone “0233334444” Home Phone number of the contact.

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Work Phone “0255556666” Work Phone number of the contact.

Do not include any spaces or special characters such as ‘+’.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Mobile Phone “0411112222” Required
Mobile Phone number of the contact.Do not include any spaces or special characters such as ‘+’.If using a CSV file, then place any numbers starting with a 0 inside quotation marks.

Bulk importing answers given by users for their diversity questions.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”).
Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
answerText I speak English and Mandarin. Only populate the user’s answer in this field if the question had a text-based ‘Response Type’, such as:

  • Paragraph
  • Single line text
  • Date
  • Toggle

Answers to Date questions must be entered in DD/MM/YYYY format.

Answers to Toggle questions must be entered as: ‘true’ or ‘false’ in lower case. These values are case-sensitive.
question Which language(s) do you speak at home? Enter the diversity question as free text.
answerOption English Only populate the user’s answer in this field if the question had a set of predefined options to choose from. That is, the ‘Response Type’ was one of the following:

  • Type and Select
  • Dropdown
  • Single Choice
  • Multiple Choice
  • Buttons

For Multiple Choice with multiple responses, add each as separate rows for import. Existing values won’t be replaced.

Bulk importing users’ Tax File Number Details and other related information.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”). Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

 

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Use my personal email as primary email 1
or
0		 This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

This field can only be entered as ‘1’ if the User has already populated the ‘Personal Email’ field within the ‘Personal Contact Details’ section of their user profile.

If an empty value is provided for this field, the system will default the value to ‘0’.
Primary Email Address ariana.citizen@elmotestemail.com This field is only is only Required if “Use my personal email as primary email” is set to “No”, otherwise leave it blank.

This is the primary email address if the employee does not want to use their personal email address.
Tax File Number 123456789 The User’s Tax File Number must be entered as a 9-digit number, without any special characters such as spaces or hyphens.

If this field is left blank, then please complete the “Reason for no TFN” field.

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration
  • Withholding Variation
  • Medicare levy variation declaration
Basis Of Payment 1
or
2
or
3
or
4
or
5		 Required
This field must be entered as a number.

Please select an option:

  • Enter 1 for Full Time Employment
  • Enter 2 for Part Time Employment
  • Enter 3 for Labor Hire
  • Enter 4 for Casual Employment
  • Enter 5 for Superannuation or annuity income stream

ATO forms data used in:

  • TFN Declaration
Reason for no TFN 1
or
2
or
3
or
4
or
5		 This field is only Required if the Tax File Number field is blank.

This field must be entered as a number.

Please select an option:

  • Enter 1 if the User has made a separate application/enquiry to the ATO for a new or existing TFN
  • Enter 2 if the User is claiming an exemption because they are under 18 years of age and not earning enough to pay tax.
  • Enter 3 for if the User is claiming an exemption as recipient of pension, benefit or allowance.
  • Enter 4 for the User didn’t provide a TFN or reason for exemption.
  • Enter 5 for User if they quoted an invalid TFN.

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration.
Is Australian Resident 1
or
0		 Required
This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration
Is Working Holiday Maker 1
or
0		 Required
This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

This indicates whether the employee is a working holiday maker.

ATO forms data used in:

  • TFN Declaration
Visa Country DE The Visa Country is Required if Working Holiday Maker is set to “Yes”.

This must be entered as a 2 digit country code from the ISO 3166 standard.

Use the country list below to find the code that corresponds with each Country (e.g. DE is Germany).

Click here to see country list

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration
Claim Tax Free Threshold 1
or
0		 Required
Warning: Tax-freethreshold cannot be claimed if Working Holiday Maker is set to “Yes”.

This field must be entered as a number.Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration
Claim Pensioner Offset 1
or
0		 If an empty value is provided for this field, the system will default the value to ‘0’.

This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

ATO forms data used in:

  • Withholding Declaration
Claim Zone Offset 1
or
0		 If an empty value is provided for this field, the system will default the value to ‘0’.

This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

ATO forms data used in:

  • Withholding Declaration
STLR – Study and Training Loan Repayment 1
or
0		 Required
If an empty value is provided for this field, the system will default the value to ‘0’.This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration
  • Medicare Levy Variation
Previous Surname Doe Provide the User’s previous family name, if they have changed their name since they last dealt with the ATO.

ATO forms data used in:

  • TFN Declaration
PAYG Variation Type 0
or
1
or
2		 If an empty value is provided for this field, the system will default the value to ‘0’.

This field must be entered as a number.

Please select an option:

  • Enter 0 for Not applicable
  • Enter 1 for Amount
  • Enter 2 for Percentage

ATO forms data used in:

  • Withholding Variation
PAYG Variation 5000 This field is only equired if PAYG Variation Type is selected as 1 or 2.

The PAYG Variation must be entered as a number, up to 2 decimal places, and without special characters such as ‘$’ and ‘%’.

If the Variation Type is an amount, then this field must be entered as a number.

If the Variation Type is a percentage, then this field must be entered as a number between 0-100.

ATO forms data used in:

  • Withholding Variation
Additional Tax 5000 If there is additional tax then enter the amount.

This field must be entered as a number.
I declare that the information I have given is true and correct 1 Required
This field must be entered as 1, which means ‘Yes’.

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration
  • Medicare levy variation declaration
Tax Declaration Date 01/02/2023 Required
This date must be entered in the format DD/MM/YYYY.

I fyou are making modifications to a User’s existing taxation details, ensure a new declaration date is entered.

Only current and future dates can be accepted.
Tax Declaration Date Timezone Australia/Sydney Required
The Time Zone must be entered in the format displayed within the list below.

Click here to see the Timezone list

ATO forms data used in:

  • TFN Declaration
  • Withholding Declaration
  • Medicare levy variation declaration

Bulk importing users’ Employment Details (including rates and payroll cycle).

Note: The Employment Details import is only applicable for customers who have not purchased ELMO Payroll. If your organisation has purchased ELMO Payroll, this information will be housed and maintained in Payroll.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”). Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Standard Hours Per Week 37.5 Required
The Standard Hours Per Week is used to calculate the employee salary.

This must be entered as a number.

If an empty value is provided for this field, the system will default the value to be 38 hours.
Rate 38.461538 This is the Rate exclusive of superannuation.

It must be entered as a number, without special characters such as ‘$’.

e.g. An employee on $75,000 per annum, working a 37.5-hour week would be on an hourly rate of $38.461538.

(75,000 / 52 wks / 37.5 hrs = 38.461538).
Rate Type 1
or
2
or
3		 Required
The Rate Type must be entered as a number.

Please select an option:

  • Enter 1 for Per Hour
  • Enter 2 for Per Day (only available to Contractors, i.e. Employment Type 4)
  • Enter 3 for Per Annum (not applicable to Employment Type 4).

If an empty value is provided for this field, the system will default the value to be 1.
Employment Type 1
or
2
or3		 Required
The Employment Type must be entered as a number.

Please select an option:

  • Enter 1 for Full Time
  • Enter 2 for Part Time
  • Enter 3 for Casual
  • Enter 4 for Contractor

If an empty value is provided for this field, the system will default the value to be 1.
State/Regions Employed NSW The State/Region must be entered as a 2 or 3 letter code.

Please select an option:

  • Enter ACT for Australian Capital Territory
  • Enter NSW for New South Wales
  • Enter NT for Northern Territory
  • Enter TAS for Tasmania
  • Enter AAT for Australian Antarctic Territory
  • Enter QLD for Queensland
  • Enter SA for South Australia
  • Enter VIC for Victoria
  • Enter WA for Western Australia
  • Enter OTH for Other/Overseas
Payroll Cycle 1 Required
The Payroll Period must be entered as a number.

This will require your Payroll Cycles to be configured prior to running the import file.

You can view the Payroll Cycle values for the import file in Administration > HR Core > Import Profile > Employment Details.
Include Superannuation 1 Opt to include the employee’s superannuation in the estimated calculated salary amount.

This field must be entered as a number:

  • Enter 1 for Yes, include superannuation

Enter 0 for No, do not include superannuation
Leave Policy 1 This is only relevant if your organisation opts to use the Leave function.

The Leave Policy must be entered as a number.
This will require your Leave Policies to be configured prior to running the import file.

You can view the Leave Policy values for the import file in Administration > HR Core > Import Profile > Employment Details.
Reason Other Required
This should match the Reason ID List saved in the Reasons for change library.

For the initial import, please use “Other” as the value for all users.
Effective From 28/09/2023 Required
Date the change is effective from.
Effective To 30/10/2023 Date the change is effective to.
Comment New position and salary increase Any comments related to this change.

Bulk importing users’ Import users Bank Account Details.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”). Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Account Name Ariana Citizen Required
The employee’s Bank Account Name.
BSB “032854” Required
The BSB number is a code that represents the bank, state, and branch location.

This must be entered as a 6-digit code.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks. It is strongly recommended that you use the following website, Search BSBs, to check the BSB supplied by the employee is correct before importing.
Account Number “05862548” Required
The User’s Account Number. This is commonly an 8 or 9 digit number, depending on the bank.If using a CSV file, then place any numbers starting with a 0 inside quotation marks
Is Primary Account 1
or
0		 Required
Every user profile must have a Primary Bank Account.

Note: A Primary Bank Account must already exist in the system before any secondary accounts can be added. This may require 2 separate imports.

This field must be entered as a number:

  • Enter 1 for Yes, it is the primary account
  • Enter 0 for No, it’s not the primary account

Only one Primary Account can be saved per employee record. If a primary account already exists in the User profile and you are importing a new primary account, the old primary account will be overwritten with the most recent import account details.
Rate Type 1
or
2		 This field is Required for Secondary bank accounts. Leave this field blank for Primary bank accounts.

The Rate Type determines if the value in a non-primary bank account will be set as a dollar amount or a percentage.

This field must be entered as a number:

  • Enter 1 for Amount
  • Enter 2 for Percentage
Rate Value 5000.55 This field is Required for Secondary bank accounts. Leave this field blank for Primary bank accounts.

The Rate Value must be entered as a number, without special characters such as “$” and “%”. The rate amount must be greater than 0.01 to ensure the information is sent to payroll successfully.

If the Rate Type is an amount, then the Rate Value must be entered as a number (up to 2 decimal places).

If the Rate Type is a percentage, then the Rate Value must be entered as a number between 0-100 (up to 2 decimal places).

Bulk importing users’ Superannuation Details.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”). Example: Mobile number 0411112222, must be entered as “0411112222″.

Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Super Fund Type 2 Required
Designate the type of Super Fund that has been chosen by the employee.

This must be entered as a number.

Please select a Type:

  • Enter 1 for Employee-nominated super fund
  • Enter 2 for Employer-nominated super fund
  • Enter 3 for Retirement Savings Account (RSA)
  • Enter 4 for Self-Managed Super Fund (SMSF)

If Type 2 is selected, then the User”s superannuation details will be updated using legal entity default settings, instead of using superannuation details provided in this import.
Super Fund Name Australian Super Required
Super Fund must match the SuperFund  available at:

Super Fund Lookup
Super Fund Phone 1300300273

This field is Required if Super Fund Type 4 (SMSF) is selected.

Phone number of the Super Fund must be entered as a number, without spaces or other special characters.
Super Fund Email contactus@testsuperfund.com The email address of the Super Fund.
Super Fund ABN 65714394898 The ABN of the Super Fund must be entered as a number, without spaces or other special characters.

This is a Required field if Super Fund Type 3 or 4 is selected.

If the Super Fund Type 1 or 2 is selected and the Super Fund Name is entered incorrectly, the system will check the ABN and USI values entered to assign the correct Super Fund.

Super Fund ABN and USI must match the SuperFund list available at:

Super Fund Lookup
Super Fund USI STA0100AU The USI of the Super Fund must be entered as a code, without spaces or other special characters.

This is a Required field if  Super Fund Type 3 or 4 is selected.

If the Super Fund Type 1 or 2 is selected and the Super Fund Name is entered incorrectly, the system will check the ABN and USI values entered to assign the correct Super Fund.

Super Fund ABN and USI must match the SuperFund list available at:

Super Fund Lookup
Membership Number 12345678 A User’s Membership Number must

must follow the below specifications:

  • Upper and lower case letters 
  • Numbers 0 – 9
  • Dashes (-)
  • Slash (/)
  • Space ( )
  • Maximum length of 20 characters 

This field is Required if Super Fund Type 1 (Employee-nominated super fund) or Type 3 (RSA) is selected.
Account Name Ariana Citizen The User’s bank Account Name.

This field is limited to 32 characters if Super Fund Type 4 (SMSF) is selected.
BSB “032854” BSB of the employee’s bank.

This must be entered as a 6-digit code.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks. This field is required if Super Fund Type 4 (SMSF) is selected.
Account Number “012345678” The employee’s bank Account Number.

This is commonly an 8 or 9-digit number, depending on the bank.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks. This field is required if Super Fund Type 4 (SMSF) is selected.
Fund Electronic Service Address (ESA) CLICKSUPER

This field is Required if Super Fund Type 4 (SMSF) is selected.

An ESA is a series of alphanumeric characters with a combination of upper and lower case characters and is case sensitive.
Scheme Provider URL https://www.australiansuper.com/ The URL of the scheme provider.
Address Line 1 520 Oxford Street Street address of the employee.
Address Line 2 Unit 25 Apt., unit, building, floor, etc.
Suburb/Town/City Bondi Junction Suburb, town, or city of the employee.
State 1
or
2
0r
3
0r
4
0r
5
or
6
or
7
or
8		 The State must be entered as a number (e.g. 2).

Please select an option:

  • Enter 1 for Australian Capital Territory
  • Enter 2 for New South Wales
  • Enter 3 for Northern Territory
  • Enter 4 for Queensland
  • Enter 5 for South Australia
  • Enter 6 for Tasmania
  • Enter 7 for Victoria
  • Enter 8 for Western Australia
Postcode 2000

  • Bulk importing users’ IRD Number Details and other related information in bulk.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”).
Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
IRD Number “012345678” Required
The IRD Number must be entered as a 9-digit number, without any special characters such as spaces or hyphens.If the IRD is an 8-digit number, a zero must be added as the first number, (e.g. 12345678 will be entered as 012345678).

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Tax Code M Required
This must be entered as one of the tax codes listed below:
M, M SL, ME, ME SL, SB, SB SL, S, S SL, SH, SH SL, ST, ST SL, SA, SA SL, CAE, EDW, NSW, WT, STC, ND.
Special Tax Rate Percentage 20.15 This field is Required if Tax Code is “STC”.

It must be entered as a number between 0-100, up to 2 decimal places, and without any special characters such as %.
Schedular Payment Tax Rate Percentage 20.15 This field is Required if Tax Code is “WT”.

It must be entered as a number between 0-100, up to 2 decimal places, and without any special characters such as %.
Primary Income 0
or
1		 This field is Required if Tax Code is “STC”.

Specify whether this is the employee’s primary income.

This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes
Student Loan 1 Specify whether the employee has a student loan.

This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes
Special deduction rate certificate provided? 1 Specify whether a special deduction rate certificate is provided.

This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes
Special deduction rate 1 This field is Required if Special deduction rate certificate provided is “Yes”.

This field must be entered as a number.

Please select an option:

  • Enter 0 for No
  • Enter 1 for Yes

Bulk importing users’ Employment Details (including rates and payroll cycle) in bulk.

Note: The Employment Details import is only applicable for customers who have not purchased ELMO Payroll. If your organisation has purchased ELMO Payroll, this information will be housed and maintained in Payroll.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”).
Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Standard Hours Per Week 37.5 Required
The Standard Hours Per Week is used to calculate the employee salary. This must be entered as a number.

Important:

  • If an empty value is provided for this field, the system will default the value to be 38 hours.
Rate 38.461538 This is the Rate exclusive of superannuation.

It must be entered as a number, without special characters such as ‘$’.

e.g. An employee on $75,000 per annum, working a 37.5-hour week would be on an hourly rate of $38.461538.

(75,000 / 52 wks / 37.5 hrs = 38.461538).
Rate Type 1 Required
The Rate Type must be entered as a number.

Please select an option:

  • Enter 1 for Per Hour
  • Enter 2 for Per Day (only available to Contractors, i.e. Employment Type 4)
Employment Type 1
or
2
or
3		 Required
The Employment Type must be entered as a number.

Please select an option:

  • Enter 1 for Full Time
  • Enter 2 for Part Time
  • Enter 3 for Casual
  • Enter 4 for Contractor

If an empty value is provided for this field, the system will default the value to be 1.
State/Regions Employed AUK The State/Region must be entered as a 2 or 3 letter code.

Please select an option:

  • Enter OTH for Other
  • Enter AUK for Auckland
  • Enter BOP for Bay of Plenty
  • Enter CAN for Canterbury
  • Enter CIT for Chatham Islands
  • Enter GIS for Gisborne
  • Enter HKB for Hawke’s Bay
  • Enter MWT for Manawatu-Wanganui
  • Enter MBH for Marlborough
  • Enter NSN for Nelson
  • Enter NTL for Northland
  • Enter OTA for Otago
  • Enter STL for Southland
  • Enter SCB for South Canterbury (PH)
  • Enter TKI for Taranaki
  • Enter TAS for Tasman
  • Enter WKO for Waikato
  • Enter WGN for Wellington
  • Enter WST for Westland (PH0)
  • Enter WTC for West Coast
Payroll Cycle 1 Required
The Payroll Period must be entered as a number.

This will require your Payroll Cycles to be configured prior to running the import file.

You can view the Payroll Cycle values for the import file in Administration > HR Core > Import Profile > Employment Details.
Include Superannuation 1 Opt to include the employee’s superannuation in the estimated calculated salary amount.

This field must be entered as a number:

  • Enter 1 for Yes, include superannuation
  • Enter 0 for No, do not include superannuation
Leave Policy 1 This is only relevant if your organisation opts to use the Leave function.
The Leave Policy must be entered as a number.
This will require your Leave Policies to be configured prior to running the import file.
You can view the Leave Policy values for the import file in Administration > HR Core > Import Profile > Employment Details.
Reason Promotion Required
This should match the Reason ID List saved in the Reasons for change library.
Effective From 28/09/2023 Required
Date the change is effective from.
Effective To 30/10/2023 Date the change is effective to.
Comment New position and salary increase Any comments related to this change.

Bulk importing users’ Import users Bank Account Details.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”). Example: Mobile number 0411112222, must be entered as “0411112222″.

Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
Account Name Ariana Citizen Required
The User’s Bank Account Name.
BSB “0686” Required
The BSB field is used for the Branch Codes in NZ.

This must be entered as a 4-digit number.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Account Number “0123456” Required
This is the employee’s Account Number.

This must be entered as a 7-digit number.

If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Is Primary Account 1 Required
Every user profile must have a Primary Bank Account.

Note: A Primary Bank Account must already exist in the system before any secondary accounts can be added. This may require 2 separate imports.

This field must be entered as a number:

  • Enter 1 for Yes, it is the primary account
  • Enter 0 for No, it’s not the primary account

Only one Primary Account can be saved per employee record. If a primary account already exists in the user profile and you are importing a new primary account, the old primary account will be overwritten with the most recent import account details.
Bank Number “02” Required
The Bank Number is the prefix to the Branch Code (also referred to as BSB in this importer).

It must be entered as a 2-digit number.

Important:

  • If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Suffix “099” Required
The Suffix is a 2 or 3-digit code used to denote the type of bank account held.

It must be entered as a 3-digit number. If the Suffix is a 2-digit number, a zero must be added as the first number in the suffix (e.g. 99 will be entered as 099).

Important:

  • If using a CSV file, then place any numbers starting with a 0 inside quotation marks.
Rate Type 1 This field is Required for Secondary bank accounts. Leave this field blank for Primary bank accounts.

The Rate Type determines if the value in a non-primary bank account will be set as a dollar amount or a percentage.

This field must be entered as a number:

  • Enter 1 for Amount
  • Enter 2 for Percentage
Rate Value 5000.55 This field is Required for Secondary bank accounts. Leave this field blank for Primary bank accounts.

The Rate Value must be entered as a number, without special characters such as “$” and “%”. The rate amount must be greater than 0.01 to ensure the information is sent to payroll successfully.

If the Rate Type is an amount, then the Rate Value must be entered as a number (up to 2 decimal places).

If the Rate Type is a percentage, then the Rate Value must be entered as a number between 0-100 (up to 2 decimal places).

Bulk importing users’ KiwiSaver Employee for NZ.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”). Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
optIn 1 Required
Opt in or opt out of Kiwisaver. This field must be entered as a number.

Please select an option:

  • Enter 0 for Opt Out
  • Enter 1 for Opt In
optInDate 01/02/2023 This field is Required if “Opt in” was selected.

Leave it blank if “Opt out” was selected.

This date must be entered in the format DD/MM/YYYY.
optOutDate 01/02/2023

This date must be entered in the format DD/MM/YYYY.
optOutReason 1
or
2
or
3
or
4
or
5
or
6
or
7		 Important: This field is Required if “Opt out” was selected, and the Opt-Out Date is more than 8 weeks (56 days) from the employee’s start date.

Provide a reason why the employee has opted out late.

This field must be entered as a number. Please select an option:

  • Enter 1 if Employer did not provide a KiwiSaver information pack within seven days of starting employment.
  • Enter 2 if IR didn’t send an investment statement upon allocation to a default scheme.
  • Enter 3 if Employer didn’t provide an investment statement (for the employer chosen KiwiSaver scheme).
  • Enter 4 if Events outside of control meant the opt-out application was unable to be submitted.
  • Enter 5 if Employee did not meet the criteria to join KiwiSaver.
  • Enter 6 if Employee was incorrectly enrolled under the age of 18.
  • Enter 7 for Other Explanation
optOutExplanation Undergoing financial hardship Important: This field is Required if Opt Out Reason is set to 7 (“Other Explanation”).

Provide the other explanation for why the employee has opted out.

This field can be entered as free text, with a maximum of 255 characters, and without characters such as commas, backlashes, square brackets, apostrophes, and quotation marks.
contributionHoliday 0
or
1		 Specify whether the employee is on Contribution Holiday (i.e. Savings Suspension).

This field must be entered as a number. Please select an option:

  • Enter 0 to No.
  • Enter 1 to Yes.
contributionHolidayStartDate 01/02/2023 Important: This field is Required if contributionHoliday is set to “Yes”.

This date must be entered in the format DD/MM/YYYY.
contributionH

olidayEndDate

 01/02/2023 Important: This field is Required if contributionHoliday is set to “Yes”.

This date must be entered in the format DD/MM/YYYY.
contributionHolidayKs6 0
or
1		 Important: This field is Required if contributionHoliday is set to “Yes”.Specify whether the KS6 form is verified and IRD notification is confirmed.

This field must be entered as a number. Please select an option:

  • Enter 0 to No.
  • Enter 1 to Yes.
employeeContribution 0
or
3
or
4
or
6
or
8
or
10		 Required
This field must be entered as a number, without any special characters such as %. Please select an option:

  • Enter 0 for ‘Not applicable’.
  • Enter 3 for 3%.
  • Enter 4 for 4%.
  • Enter 6 for 6%.
  • Enter 8 for 8%.
  • Enter 10 for 10%.
isInformationCorrect 1 Required
I declare that the information I have given is true and correct.
This field must be entered as 1.
declarationDate 01/02/2023 Required
This date must be entered in the format DD/MM/YYYY.
declarationDateTimezone Pacific/Auckland Required
The Time Zone must be entered in the format displayed within the list below:

Click here to see the Timezone list

Bulk importing users’ KiwiSaver Employer for NZ.

For all inputs beginning with zero, the data must be entered within quotation marks (“0”). Example: Mobile number 0411112222, must be entered as “0411112222″. Please note the legend offered below the links which outlines each field and formatting required.

Please download this linked file for you to complete.

Please follow along with this walkthrough video that goes through each element of the file:

Field Example Description
User Identifier ariana.citizen
or
ariana.citizen@companytestemail.com
or
AC123		 Required
The User Identifier is a unique user profile field value that is used to distinguish between users in the system. The default setting for this is Username.

If you have nominated to use Email or Employee Number as your User Identifier in your Initial Configuration & Technical Specifications document, this is the data you need to enter in column A of this import file.
employerContribution 5.5 Required
Important:

  • Minimum rate is 3%.

The Employer’s Contribution rate must be entered as a number, up to 2 decimal places, and without any special characters such as %.
contributionToComplyingFund 5.5 Minimum rate is 3%.

The Employer’s Contribution to the complying fund must be entered as a number, up to 2 decimal places, and without any special characters such as %.
ESCTRateThreshold 70000 This field is Required, and must be a value greater than or equal to 0, if Calculation Method is Type 3 (ESCT).

The ESCT Rate Threshold Amount will determine the ESCT Rate percentage.

This field must be entered as the salary amount. The system will automatically set the ESCT Rate accordingly:

  • If amount is less than or equal to 16800, then ESCT Rate will be 10.5%.
  • If amount is greater than 16800 and less than or equal to 57600, then ESCT Rate will be 17.5%.
  • If amount is greater than 57600 and less than or equal to 84000, then ESCT Rate will be 30%.
  • If amount is greater than 84000 and less than or equal to 216000, then ESCT Rate will be 33%.
  • If amount is greater than 216000, then ESCT Rate will be 39%.
ESCTEffectiveDate 01/02/2023 This field is Required if Calculation Method is Type 3 (ESCT).

This date must be today or prior, and be in the format DD/MM/YYYY.
ESCTCalculationMethod 2 Required
This field must be entered as a number.

Please select an option:

  • Enter 1 for Pay as Gross
  • Enter 2 for Pay as Net
  • Enter 3 for ESCT