Step 3: Importing Salaries

 

 

After importing the employee data and configuring offices and departments, you can import the salary data in the next step.

The assignment of salaries to current, as well as past employees, can be carried out in Personio via an Excel bulk import. First, consider which employees in your company are paid on the basis of an hourly wage or a fixed salary.

Note For the salary imports to work, the language of the import file must match the language of the Personio account. For more information on how to change the account language, read our article How Do I Change the Language of My Personio Account?.

 

Prepare Your Import Files

Salaries 

To prepare your import file, follow these steps: 

  1. Download the Excel template EN Salary Data Upload in the download section, on the bottom right of this page.

    Note We recommend re-downloading the Excel template directly from this article before attempting every import to prevent using an outdated version of the Excel template.

  2. Open the Excel template and enter the email address for each employee, as well as either the currently valid gross monthly salary or the currently valid hourly wage.
  3. For each employee, add the date from which the current salary is valid (usually the hire date or the date of the last salary increase).
  4. For each employee, enter the weekly hours.
  5. Save the completed Excel file.

import-salaries-standard_en-us.png

 

Add Past Salaries and Weekly Working Hours (Optional)

If, in addition to the current salaries, past salaries and weekly working hours should also be imported into Personio, simply add additional entries for the respective employee in the Excel template and set the corresponding date in the past, in the Valid from field. Please keep in mind that the current salary should be at the bottom of the list. This allows you to save all of your employees' salary history, and easily track salary changes.

 

What do you Need to Consider for Salary Imports?

  • The salary for part-time employees must be stated in the amount they actually receive (you don't need to adjust to 100%).
  • An employee can be assigned either an hourly wage or a fixed salary.
  • Employees whose salary should not be imported  (former employees for example) may be omitted from the Excel template.
  • When formatting the cells in the Excel template, make sure that salaries do not have more than two decimals.
  • Performance-based bonuses can be set up separately for each employee.

 

Recurring Compensations

It is possible to enter recurring additional salary components for each employee (e.g. Public transportation subsidy). These can be uploaded via the same method as the salaries.

To prepare your import file, follow these steps: 

  1. Download the Excel template EN Recurring Compensations Upload in the download section, on the bottom right of this page.
  2. Open the Excel template and enter the email address for each employee as well as all existing recurring compensations.
  3. Enter the compensation type, set the payout interval, and determine when the compensation is valid from. Optionally, you can enter the date on which the compensation ends. On the recorded date, the corresponding compensation will then be set to zero. 
  4. Save the completed Excel file.

template_recurring_compensations_en-us.png

Note Before you can import the Excel file, the additional salary component must first be stored in Personio. To do this, follow these steps:

  1. Navigate to Settings > Payroll > Salary & Payroll.
  2. Open the Recurring compensation types tab.
  3. Click in the Create new type field, add the name of your recurring compensation type and click on the plus symbol to create the compensation type.

For more information on Recurring compensations, visit our article Managing recurring compensation.

 

Custom Bonuses

You also have the option to import custom bonuses. These can be uploaded via the same method as the salaries.

To prepare your import file, follow these steps: 

  1. Download the Excel template EN Custom Bonuses Upload in the download section, on the bottom right of this page.
  2. Open the Excel template and enter the email address for each employee.
  3. Enter the custom bonus and determine when the compensation is valid from.
  4. Save the completed Excel file.

bonus-import_en-us.png

Before you can import the Excel file, the bonus must be created as a salary component for the respective employees.

To create the custom bonus for your employee, follow these steps:

  1. Navigate to the Salary tab of the Employee profile.
  2. Under Salary components, click on Edit.
  3. Click on Edit/Add bonus, and select Custom bonus.
  4. Choose the Bonus period and when the change is effective from.

employee-profile-salary-add-custom-bonus_en-us.png

For more information on adding bonus payments, read our article Managing Bonus Payments.

 

One-Time Compensations

You also have the option to assign One-time Compensations. These can be imported via the same method as the salary import, by selecting the Upload file type "One-time compensation upload".

To prepare your import file, follow these steps: 

  1. Download the Excel template EN One-Time-Compensation Upload in the download section, on the bottom right of this page.
  2. Open the Excel template and enter the email address for each employee.
  3. Enter the One-time compensation Payment type and Amount, an optional Comment and the month and Year of the payment.
  4. Save the completed Excel file.

salaries-one-time-compensation-import_en-us.png

You do not need to create the One-time compensations in Personio beforehand. They will be automatically created by the import. Therefore, make sure that you use the correct spelling to avoid duplicate entries.

For more information on One-time compensations and detailed import instructions, read our article on one-time compensations.

 

Configure Salary Calculations

Before importing salaries, you need to configure the calculation of prorated salaries.

To do so, follow these steps:

  1. Navigate to the Settings > Payroll > Salary & Payroll.
  2. In the General tab in the section Payroll, you can adjust the point Prorate salary calculation.
  3. Choose between Based on 30 days and Based on days of month.
  4. Click on Save.

salary-and-payroll-settings-general_en-us.png

For detailed information on prorated salary calculation options, read our article Prorate Salary Calculation.

 

Import Salary Data

To import salary data and other compensation types into Personio, follow these steps:

  1. Upload the file: Navigate to Imports section. For salaries, recurring compensations and custom bonuses, select the Upload file type "Salary Upload". For the import of one-time compensations, choose "One-time compensation upload". Click on Choose file and upload your file. Click on Next.

    import-salary_en-us.png

  2. Configure columns: Assign the columns of your Excel file manually to the corresponding attributes stored in Personio, if needed. Click on Next.

    import-salary-action_en-us.png

  3. Preview import: Review your import data in the preview of the import. If you notice any errors, you can simply cancel the import and correct them in the Excel sheet and start with step 1. If the data is correct, click on Import.

For more information on importing employee data, visit our article How Do I Perform an Import?.

Tip We are happy to assist you in importing your data. If you are planning to do an import and need our assistance, you can contact our service team through the Find Answers section in Personio via Help > Support and Updates > Find Answers.

 

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