As an admin with the Payslip loader feature, you can upload employees' payslips you generate in your payroll system into employees' document records.
Note: Generate your payslips as PDF files. To split the payslip pages evenly, ensure it has a maximum of two pages. Test with a handful of employees before attempting the live upload.
To use this tool, follow the steps below.
Create a folder on your computer that contains the payslip files.
Create and copy an API key that includes the Employee and Documents endpoints.
In Access Workspace, click Access Button then click HR Admin.
Click Plugins then click New Request.
Click Payslip Loader then enter the API Key.
Click Browse then navigate to the folder of payslips.
In the Payslip naming convention list, select the relevant from the five options:
1 xxxx-yyy.pdf where xxxx is Employee ID.
2 xxxx-yyy.pdf where xxxx is NI Number.
3 xxxx-yyy.pdf where xxxx is the employee’s Payroll Number.
4 aaa-xxxx-yyy.pdf where xxxx is Employee ID.
5 xxxx-yyy.pdf: Retrieve NI number or Employee ID from payslip.
6 Retrieve the NI number from the pre-printed P6.
Ensure the NI number is written the same in the employee's Personal tab as in the payslip file. This is case-sensitive.
To overwrite the document name, enter your preferred naming convention for your documents.
In the Document name override field, enter Payslip.
Note: When you upload documents to PeopleHR, by default, their category is set to Payslip. For example, if you upload P60s, you can change the category you log the document against.
If you want the file name to be yyy.pdf, select Use yyy as file name.
Note: If you leave it clear, the payslip name becomes xxxx.pdf where xxxx is the month of the payslip loading date. The Use yyy as file name option will not have any effect when using option 5 or 6 on the Payslip naming convention field, this only applies when using the options 1 to 4.
To use options 1 to 4, you need to upload a folder that contains multiple payslip files, each file containing one payslip PDF file for one person. This cannot be used for one PDF file containing all payslips.
For example, if using option 1 (xxx-yyy where xxx is Employee ID) the payslip file name needs to include the employee ID and the name you want to display in the documents tab (e.g. PW1-Payslip for December).
Click Submit then Close.
To view the most recent requests, click Requests. It can take up to two minutes to be accepted.
If successful, to download an audit of this action, click Download.
If failed, to view an error report, click the red log
icon. If you can't resolve the errors, get in touch with us and quote the name of this article.
Once complete, you can view your payslip.
Note: Payslips should appear under documents tab within employee's profile and they should be employee only view for their specific uploaded payslip.