Importing Employees from the Employee Database

This tutorial will show you how to import employees manually from the Employee Database to add them to the current payroll.

Importing Employees from a Different Payroll - When you import employees from a different payroll, only basic payroll information is included (e.g. name, address, language preference, etc.) - their year-to-date information from the other payroll is not included.

NOTE: Click on the images below to view them at full size

To import employees into the current payroll from the Employee Pool:

1. Choose the Employee - Import Employee menu option. This opens the Import Employee screen that lists employees who exist outside of the current payroll.
   Example: In Fig. 01 below, we see a group of six employees. Three of them are currently part of a different payroll, and the other three are not yet assigned to any payroll.
   

   Fig. 01: The Import Employees screen lists employees who exist outside of the current payroll.

   For this part of the tutorial, we will import the first three employees in the list along with their basic settings only (as mentioned in the note at the top of this page).

2. Select each of the employees who are to be imported into your current (open) payroll. You can select multiple employees by clicking on the first employee in the list to highlight the row, and then holding down the <Ctrl> key on your keyboard as you click on another employee row.
   Example: In Fig. 02 below, we have highlighted three employees.

Fig. 02: Three employees are highlighted and ready to be imported in the current payroll.
3. Click on the drop-down list that appears to the right of the Import Employees button in the Button Bar (located above the table). This displays the list of employee templates that have been set up for your payroll. Typical template options include Hourly and Salary.
4. Select the Import Employees button to perform the import. Once the import process is complete, the employees are removed from the list (since they are now a part of the current payroll and cannot be imported again).

Fig. 03: Other employees still remain for import after the three imported employees are removed from the table.
5. To view the newly imported employees, open the Employee - Setup Employee screen. When the screen appears, you will see the new employees appear at the bottom of the list.
   

   Fig. 04: The newly imported employees appear at the bottom of the list.

As mentioned earlier, the three new employees have been imported with their basic payroll information only (name, address, language preference, etc.). They have not been assigned any earnings, deductions, WCB rates, or any other item that may be applicable to your current employees. To demonstrate this, we will view a screen that shows each employee's assigned payment settings.

6. Open the Employee - Pay Parameters screen. You will see the new employees are not assigned any WCB settings nor do they have an assigned Statistic Code.
   

Fig. 05: The employees are imported with basic information only.
7. Continue working through the Employee menu to define the remaining settings for the newly imported employees.

This completes the tutorial on manually importing employees from the Employee Database.

See Also:

• Importing (an Overview of Import Types)
• Importing Employees (and other data) from a Spreadsheet File
• Importing Employees from a Different Payroll (the Employee Database)
• Importing Employee Work Hours
• Custom Work Hours Import Format
• Extended Import Format (for importing other item types)