How to Bulk Upload Other Pay Items

Learn how to efficiently upload multiple pay items at once using Remote's bulk upload feature. This guide will walk you through the process of importing payroll data using CSV files.

Pre-requisites

• Access to the Payroll runs page
• A CSV file containing your pay item data
• Legal Entity Pay Items must be already set up for the relevant legal entity

Step-by-Step Guide

Access the Bulk Import Tool

Navigate to Payroll in the left-hand menu, select the “Payroll run” option and click “Upload Payroll Data”.

Then select Upload a file.

1. Select Data Type

On the following screen, choose the relevant types for uploading in bulk as payroll inputs.

💡 Select Other Pay Items for additional payments such as bonuses, commissions, allowances.

See also: 
- How to bulk import expenses/incentives for team members 
- How to bulk upload time off requests for team members

2. Upload file

Choose Legal Entity

Select the appropriate legal entity from the dropdown menu.

Note: Each legal entity is assigned a different set of pay items. As a result the template may vary depending on the legal entity you choose. E.g. A car allowance is a payroll item in the US, but not in India.

Prepare and Upload Your File

Download and fill out Remote's template

🚨Instructions:

1. Column A should be removed before uploading the file.
2. Rows 2, 3 and 4 must be deleted prior to uploading the file.

3. Employee identifier: Complete with one of the accepted identifiers — required field. You can use the employee's email address, employment slug, external employment ID, or PSP ID. When more than one value is present, Remote resolves them in this order:

   1. Email
   2. Employment slug
   3. External employment ID
   4. PSP ID (new)

   Customers who use PSP ID as their primary employee identifier can populate this column directly without first translating to one of the other identifiers.

4. Pay item: Choose the type from the options provided. - required field.
5. Amount: Enter the amount. Please note that the decimal separator is a period. - required field.
6. Occurrence: At this step, you’ll be able to choose whether you want it to be a one-time action or a recurring one. - optional field.
7. Incentive.effective_date: The date must follow the format YYYY-MM-DD. - required field.
8. End date: The date must follow the format YYYY-MM-DD. - optional field. 

Upload the completed CSV file and click Continue

Note: You can either click on "click to upload" or simply drag the file into the white box.

You can view or download the valid pay item codes for a legal entity directly from the uploader. Use these codes as a reference when filling in the Pay item type column of the upload template.

View pay codes in-platform

1. Open the bulk uploader (see Access the bulk import tool above).
2. Pick the upload type (Bulk upload payroll data or Bulk delete payroll items) and select the legal entity.
3. Click Show pay codes on the uploader screen.
4. A right-hand drawer opens, listing the valid pay item codes and names for that legal entity. The list reflects the latest pay items available when you open it.
5. Scroll or search the drawer, then close it to return to the uploader without losing your place.

Download pay codes for a legal entity

1. Reach the same uploader screen.
2. Click Download pay codes.
3. A spreadsheet downloads, listing the valid pay item codes and names for that legal entity. The list reflects the latest pay items available when you download it.
4. Use the codes in the file as a reference when filling in the Pay item type column of the upload template.

3. Map fields

This step is done automatically where possible. However, any unmapped required fields can be filled in during the review step.

4. Review and Correct Data

Review the uploaded items and ensure that there are no errors before proceeding. Any errors will be highlighted in red and you will be able to identify them in the first column, where a red triangle will appear with a number indicating how many errors that particular employee has.

To correct the errors, you can either edit them manually, or you can download a file to review all the errors and make bulk corrections by clicking on Actions on the left-hand side.

Once you have corrected all the errors, or if you haven’t encountered any errors during the bulk upload, you will see the green mark on the left. You can then proceed to the final step of confirmation by clicking on Continue.

5. Confirmation

In the next step, Remote will inform you whether all files have been uploaded correctly or if there was an issue. If an error has occurred, the platform will allow you to download an Excel report to help identify where the problem lies.

Verification

If you wish to verify whether the pay items have been correctly assigned to employees, you can access each employee's profile and select the "Pay items" tab, where you'll be able to view the most recently uploaded pay items.

Important Notes

• We strongly recommend using the dedicated bulk uploaders for specific categories where available (like Expenses and Time off) as they are designed to capture more comprehensive information
• Only one pay item can be specified per row
• You cannot add pay items for multiple legal entities in a single upload
• EOR employees are not supported in the bulk upload feature