Field descriptions used in payroll upload templates

This is a list of fields, with descriptions and examples, used in the templated CSV files that you can use as a guide when uploading multiple employee and earning details into Xero payroll.

Unique ID

CSV fieldCompulsory?ExampleComment
unique id

Image of a check mark

SCHOGCreate a unique identifier in characters from the employee's name using ALL CAPS, such as George Schoder shown as SCHOG.

Personal information

CSV fieldCompulsory?ExampleComment
first name

Image of a check mark

George-
middle name

-

--
last name

Image of a check mark

Schoder-
date of birth

Image of a check mark

19900121Year, Month and Day in numerals, such as 19900121 which is 21 January 1990.
job title

-

--
gender

Image of a check mark

FM / F = Male / Female
phone number

-

2669801Avoid adding spaces, brackets or other punctuation for longer phone numbers. For example, 0064071234567.
email

-

georgesample@
samplecorp.com
-
address

Image of a check mark

400 Sample Ave-
address line 2

-

--
suburb

-

Sampletown-
city

Image of a check mark

Sample City-
post code

Image of a check mark

0Four digits. Enter 0000 if unknown.
emergency name

-

--
emergency relationship

-

--
emergency phone number

-

--
emergency email

-

--

Bank account details

CSV fieldCompulsory?ExampleComment
account name

Image of a check mark

George Schoder-
bank account

Image of a check mark

20700000
0000000
Avoid adding spaces, brackets or other punctuation for longer numbers.
particulars

-

-This information appears on the employee's bank statement.
code

-

-This information appears on the employee's bank statement.
reference

-

-This information appears on the employee's bank statement. Generally these should be left blank, unless the net pay is being banked into a building society, credit union or into a credit card. If left blank Xero will add 'Salary/Wages', 'Period ended' and a date.

Earnings and contributions

CSV fieldCompulsory?ExampleComment
start date

Image of a check mark

20110627Year, Month and Day in numerals, such as 20110627 which is 27 June 2011.
pay calendar

Image of a check mark

WF = Fortnightly, H = Half-monthly, 4 = 4 weekly.
salary and wages type

Image of a check mark

SalarySalary or Wages.
days per week-5If using Wages - this is compulsory.
hours per day-8If using Wages - this is compulsory.
hourly rate

-

31.25If using Wages - this is compulsory. Use two decimal places but avoid adding spaces, brackets or other punctuation for longer numbers.
salary amount

-

65000If using Salary - this is compulsory. Use two decimal places if needed but avoid adding spaces, brackets or other punctuation for longer numbers.
ird number

Image of a check mark

111000
000
-
tax code

Image of a check mark

M-
tax rate

Image of a check mark

0-
has special student loan rate

Image of a check mark

FALSEFALSE or TRUE if employee has a Special Student Loan.
special student loan rate percentage-0If Student Loan is TRUE - this is compulsory.
esct rate

Image of a check mark

33Employer superannuation contribution tax rate (ESCT).
eligible for kiwi saver

Image of a check mark

TRUETRUE or FALSE.
contribution option

-

Make contributionsIf eligible for Kiwisaver is TRUE - this field is compulsory. Use either 'Make Contributions' or 'On a contributions holiday' or 'Opt out'.
opt out date

-

-Opt out date from Kiwisaver. Include 'Year, Month and Day' in numerals, such as 20110627 which is 27 June 2011.
contribution holiday expiry date

-

-Include 'Year, Month and Day' in numerals, such as 20110627 which is 27 June 2011.
employee contribution

-

3Rate for Kiwisaver contribution made by employee.
employer contribution

-

3Rate for Kiwisaver contribution made by employer.
employer contribution salary sacrifice

-

-Rate for Salary Sacrifice made by employer.

Holiday pay and leave

CSV fieldCompulsory?ExampleComment
holiday pay rate

Image of a check mark

8Percentage amount. Avoid adding % punctuation mark.
holiday pay opening balance

Image of a check mark

3200-
holiday pay paid each pay

Image of a check mark

FALSETRUE or FALSE.
sick leave maximum to accrue

Image of a check mark

160-
sick leave opening balance

Image of a check mark

68-
sick leave hours accrued annually

Image of a check mark

40-
alternative holidays opening balance

-

0-
annual leave hours accrued annually

Image of a check mark

160-
annual leave opening balance

Image of a check mark

128-
annual leave total amount paid

Image of a check mark

0-
ird arrears current balance

-

0Inland Revenue Department arrears current balance.
court fines current balance

-

0-
court fines protected net earnings

-

0-
court fines deduction amount

-

0-
msd reference

-

-Ministry of Social Development reference number.
msd deduction amount

-

0-
additional student loan current balance

-

0-
additional student loan rate

-

0Statutory deductions are not currently imported.

Sample earnings spreadsheet

CSV fieldCompulsory?ExampleComment
unique id

Image of a check mark

SCHOGCreate a unique identifier in characters from the employee's name using ALL CAPS, such as George Schoder shown as SCHOG.
period end

Image of a check mark

20110627Year, Month and Day in numerals, such as 20110627 which is 27 June 2011.
gross earnings

Image of a check mark

961.54Amount that includes two decimal places.
days paid

Image of a check mark

-It is important to add 'days paid' to ensure 'Average Daily Pay' calculations are correct.
unpaid weeks

Image of a check mark

--

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