Before you start
Export your staff list from your current payroll software (such as QuickBooks, Sage or Paybook), or use your own spreadsheet. Save it as an Excel workbook (.xlsx) or a CSV file of 5 MB or less. If you have an older .xls file, save it as .xlsx from Excel first. If PaySuiteTT can't read your program's file, tell us and we'll add it as soon as we can.
Your column headings can say anything. You match them to the details PaySuiteTT needs during the import.
Open Import data
Open Pay Runs › Import data. Under What are you bringing in?, choose Employees.
If you have no employees yet, the Import employees button on Employees opens the same page.
Choose your file
Press Choose an Excel or CSV file and choose your file.
Choose the row with your headings
Under Which row holds the column names?, the page highlights the row it thinks holds your headings, such as Name and NIS number. Reports often start with a title or a date, so check it. If it's wrong, press the round button beside the right row. If your workbook has more than one sheet, choose the right one under Sheet.
Then press the button that names your row, such as Use row 1.
Match your columns
Each PaySuiteTT detail, such as Employee name, has a list of your file's columns. Choose the column that holds it. The page matches what it can from your headings, and shows the first few values from your file beside each match.
- Check each match. For a detail your file doesn't have, choose Not in this file.
- Match Employee name and Start date, which are required and marked with a red asterisk. You can match First name and Last name instead of Employee name.
- Under Pay frequency for rows that don’t say, choose Weekly, Fortnightly, Semi-monthly or Monthly.
- Press Check the rows. It stays greyed out while a required detail is listed as "Still needed".
You can also match other details, such as Email, NIS number, Pay frequency, Pay per period and bank details.
Check the rows
The heading tells you how many rows are ready, for example "8 of 9 rows are ready". A row with a problem says what's wrong, such as "Start date is missing" or "Pay per period is missing for a salaried employee".
- To fix a row, correct your file and upload it again.
- To go on without those rows, leave the box that skips them ticked, such as Skip the 1 row with problems.
- To change a match, press Back to matching.
Import the employees
Press the import button, which shows how many people it will add, for example Import 8 employees. The page then says how many were imported and lists any skipped rows with the reason.
A row is skipped when its employee code or email address is already in PaySuiteTT for this business. The existing record isn't changed. Press Open employees to see your staff.
Add year-to-date balances if you're switching mid-year
To add each person's pay and deductions so far this year, press Import year-to-date balances next once your employees are in. Match Balances as at to your last pay day in the old payroll, then gross pay, PAYE, NIS and Health Surcharge to date. For the TD4, also match commission, travelling and other allowances, the weeks worked, and the Health Surcharge weeks at $8.25 and $4.80 if your report has them.
To type one person's figures instead, open their page and use Pay this year before PaySuiteTT.
Check each person's page
Everyone comes in as Employee: PAYE, NIS and Health Surcharge apply with No time records. Under Employees, press Edit beside anyone who is a contractor, clocks in at a kiosk or tracks time on projects. Change these on their page and press Save employee.
Good to know
- The page remembers your matches on this device. The next file with the same column names is matched the same way.
What's next
Set up leave for the people you've added: Set up leave and record time off.