BrightPay provides the option to import updates for existing employees using CSV file.
This is a useful feature for bureaus who wish to update employee data sent to them from clients, for example, address changes, rate changes, updated bank details, leave dates, etc.
To use this utility, go to File > Import/ Export Data > Import/Update Employees from a CSV File...
1) Browse to the location of your Employee CSV File
2) Select the required file and click 'Open'
3) Your employee information will be displayed on screen. For each column, choose the employee data it represents. Ignore any columns and uncheck any rows you do not wish to be imported
Important Note:
In order for BrightPay to match row data against existing employees, it will use the 'identity columns'. These 'identity columns' are:
- Name
- Surname
- Works Number
- National Insurance Number
At least one of the above columns must be selected by the user to trigger a match attempt. Rows will be deemed to match only if the values for all selected identity columns equal those for the employee. 
- To assist with column selection, simply select 'Match Header Row'. BrightPay will try and match as many columns as it can for you.
- If you would like BrightPay to remember your column selections for any similar CSV imports you may perform in the future, simply instruct BrightPay to 'Remember Columns'. BrightPay will subsequently remember the column selection used in the previous import when you next import an employee CSV file.
- Should you wish to reset your column selection at any time, select 'Reset All Columns'.
- Should you not wish to add employees with a leave date in a previous year, select this within 'Options'
4) When ready, click Import to update your existing employee information.
Points to Note
- Invalid updates will be prevented (e.g. attempting to change an employee's start date after their payslip has been finalised).
- Where the employee has a currently open pay period, relevant updates will be applied to that period and going forward (e.g department changes)
- This utility cannot be used to change employee data that is classed as an 'identity column' i.e. name, surname, works number and national insurance number.
Employee data which can be imported in to update existing employee records are:
Personal Details:
Title
Middle Name
Gender
Date of Birth
Marital Status
Nationality
Passport Number
Contact Details:
Address Line 1
Address Line 2
Address Line 3
Address Line 4
Postcode
Country
Foreign Country Name
Email Address
Phone Number
Employment Details:
Tax Code
Week/Month 1 Basis
National Insurance Table
Is a Director
Director Start Date
Director End Date
Is Using Alternate Director NI Calculation
Is Exempt From Employer NICs
Student Loan Plan
Student Loan Start Date
Student Loan Stop Date
Postgraduate Loan
Postgraduate Loan Start Date
Postgraduate Loan Stop Date
Leave Year Start Date
Department
Is Annual Leave Carried Over from Previous Year
Number of Annual Leave Days Carried Over from Previous Year
Number of Annual Leave Hours Carried Over from Previous Year
Number of Days Holiday in Year
Typical Number of Hours in Working Day
Is Monday a Typical Working Day
Is Tuesday a Typical Working Day
Is Wednesday a Typical Working Day
Is Thursday a Typical Working Day
Is Friday a Typical Working Day
Is Saturday a Typical Working Day
Is Sunday a Typical Working Day
Minimum Wage Profile
Typical hours worked per period
Starter/Leaver:
Start Date
Starter Declaration
Seconded to Work in UK
Is EEA Citizen
Is EPM 6 Scheme
Taxable Pay in Previous Employment
Tax in Previous Employment
Leave Date
Is Deceased
Payment:
Payment Frequency
Payment Calculation Method
Annual Pay Rate
Period Pay Rate
Daily Pay Rate
Hourly Pay Rate
Payment Method
Payment Bank Name
Payment Bank Branch
Payment Bank Sort Code
Payment Bank Account Name
Payment Bank Account Number
Payment Bank Reference
FPS Details:
Payroll ID (RTI)
Contracted Hours Per Week
Is Irregular Payment Pattern
Is Non-Individual
Is Flexibly Accessing Pension Rights
HR:
Job Title
Starting Salary
Next Review Date
Document Password
Medical Information
Notes
Additional fields which can be imported if a MID-YEAR setup:
SSP to Date (Mid Year)
SMP to Date (Mid Year)
SPP to Date (Mid Year)
SAP to Date (Mid Year)
ShPP to Date (Mid Year)
SPBP to Date (Mid Year)
Gross Pay to Date (Mid Year)
Taxable Pay (including Free Pay) to Date (Mid Year)
Free Pay to Date (Mid Year)
Tax to Date (Mid Year)
NIC-able Pay to Date (Mid Year) (Current NI Table)
Earnings to LEL to Date (Mid Year) (Current NI Table)
Earnings from LEL to PT to Date (Mid Year) (Current NI Table)
Earnings from PT to UEL to Date (Mid Year) (Current NI Table)
Employee NI Contributions to Date (Mid Year) (Current NI Table)
Employer NI Contributions to Date (Mid Year) (Current NI Table)
Total NI Contributions to Date (Mid Year) (Current NI Table)
National Insurance Table (Preceding)
NIC-able Pay to Date (Mid Year) (Preceding NI Table)
Earnings to LEL to Date (Mid Year) (Preceding NI Table)
Earnings from LEL to PT to Date (Mid Year) (Preceding NI Table)
Earnings from PT to UEL to Date (Mid Year) (Preceding NI Table)
Employee NI Contributions to Date (Mid Year) (Preceding NI Table)
Employer NI Contributions to Date (Mid Year) (Preceding NI Table)
Total NI Contributions to Date (Mid Year) (Preceding NI Table)
Student Loan Deductions to Date (Mid Year)
Postgraduate Loan Deductions to Date (Mid Year)
Employee Pensionable Pay to Date (Mid Year)
Employer Pensionable Pay to Date (Mid Year)
Employee Pension to Date (Mid Year)
Employee Additional Voluntary Pension to Date (Mid Year)
Employer Pension to Date (Mid Year)
Net Pay to Date (Mid Year)
Take Home Pay to Date (Mid Year)
Cost to Employer to Date (Mid Year)