Employee Information

This section provides guidance on managing employee data in AllWage, covering both the specifics of required personal information fields and the process for bulk uploading this data efficiently.

Employee Personal Information Fields

Below is an example of a completed Excel file containing employee information. Follow these instructions to learn how to import the file and perform bulk updates: Bulk Edit/Upload Information

The example includes data with descriptions of each field.

Please note that all columns with grey backgrounds are for context only (Read only). These fields will not be updated when importing the Excel file for bulk updates.

Edit Employee Personal Information - Per individual employee

Navigate to the employee profile screen to edit an individual's information. To access this screen:

• Navigate to Payroll / Employees and click on the desired employee OR

• Navigate to a Recurring Pay run and click on the desired employee

Navigate to the Employee Details tab. On this screen you will be presented with all the relevant information for the employee:

Adding an active period to individual employees

Navigate to the employee profile screen to edit an individual's information. To access this screen:

• Navigate to Payroll / Employees and click on the desired employee OR

• Navigate to a Recurring Pay run and click on the desired employee

On the left hand side, click on Add Active periods:

The below side panel will open up:

1. In the Start date section, click on the calendar and select that start date for this employee.

2. Click on the Company drop down and select the correct company this employee will now be linked to.

3. Click on Add.

Bulk Edit/Upload Information

Please note to add any payroll information for employees they must first be added under Management / Employees.

Navigate to Management / Employees or Payroll / Employees. Click on the "Export / Import" button:

1. Export Employee Information: Select the Export option and in the Employee Personal Info (Payroll) Section

   1. Export All: Exports information for all employees.

   2. Export Pay Run Errors: Exports data specifically related to errors in pay runs and that need to be fixed before the first pay run can be completed.

   3. Export Monthly Filing Errors: Exports information regarding errors in monthly filings

   4. Export Bi-Annual Errors: Focuses on exporting data concerning bi-annual filing errors.

   You can make changes to any information on this sheet. The sheet will highlight required information with red validation errors.

2. Reference for Field Requirements:

   • For details on which fields are required or conditional, refer to the field descriptions.

3. Completing the Upload:

   • After making the necessary changes on the excel sheet, click on the "Import personal info" button on the same page and follow the instructions to update the information.

4. Validate information:

   • Before uploading the data it will be validated.

   • All errors must be attended to before importing.

     

     Validation errors and warning when importing data.

Update the employee details in Bulk

Export the EPI sheet

1. Navigate to Payroll, Employees.

2. Click on Export/Import on the top of the screen (more to the right).

3. Click on Export.

4. Select Export All Personal Info

This will download an Excel sheet.

Edit the sheet

1. Open up the Excel sheet.

2. You can remove any employees or lines you don't want to edit.

3. Fill in all the information in red

4. Save the excel sheet.

Remember for the pay run, the below information needs to be completed before you can pay your employees:

Active Period/Start date Date of Birth UIF PAYE Banking details

Import the EPI sheet

1. Navigate to Payroll, Employees.

2. Click on Export/Import on the top right hand side.

3. Click on Import.

4. Select Import Personal Information.

5. Click on Import.

6. Locate the Excel sheet and select it, then click on Open.

7. Click on Upload file.

8. Click on Next.

9. Click on Validate.

10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import.

Validation

To make sure all employee information is valid, the AllWage payroll has built in functions to assist in finding errors with all your information.

Tax certificates cannot be generated for employees that have validation errors

Click on the red exclamation icon next to filter to view validation errors across all your employees:

Once you have clicked on the icon, a detailed side panel will appear with specific errors for each employee:

Validation error for a specific employee

Click on the specific employee in the list to edit and correct their information. If there are no errors for an employee the red icon will disappear next to their name.