If you manage pay policies in Paycircle, you can now bulk import pay policies and apply updates using a single CSV file. You can also set effective dates per policy, ensuring pay awards take effect from the correct date and backpay is calculated automatically.
The new and enhanced importer removes the old wizard entirely and replaces it with a streamlined flow:
Import multiple policies in a single CSV file.
Creates and updates are handled in the same file.
Set effective dates per policy via a click-to-match panel.
Full import history with the ability to undo an import.
This feature is useful if you:
Are processing annual pay awards and want to apply new pay point values in bulk for multiple policies or for non-uniform percentages for multiple points.
Are migrating pay policies from another system and need to establish baseline values without triggering unintended backpay.
Manage bureau operations and want a standardised, repeatable file-based process for client pay award updates.
How it works
Prepare your CSV file
Your import file uses three columns:
📌Note: The Policy Name must match exactly for updates and must be unique from any other pay policies.
Policy Name:- The name of the pay policy.
Pay Point Name:- The name of the pay point within the policy.
Payment Value:- The value to be set for this pay point.
You can include multiple policies in a single file. The system will automatically detect which are new and which are existing policies based on the policy name.
Upload and match policy details
Once you upload your file, a click-to-match panel appears for each unique policy name. The first step for each policy is to select whether it is a Salary or Allowance policy. The remaining fields depend on the policy type.
For each policy, you need to confirm:
Policy type.
Effective date (mandatory for updates; ignored if populated for new policies).
Contracted hours per week (annual salary policies only).
Pensionable / non-pensionable setting (annual allowance policies only).
The Import button remains greyed out until all policies have been matched or rows have been ignored. This ensures nothing is imported without the required policy-level information.
Review before importing
Before confirming, a review screen shows your data across three tabs:
New:- policies that will be created.
Updates:- existing policies with changes.
Unchanged:- rows where no change was detected.
Check this screen carefully, then confirm to run the import.
How the system handles creates and updates
Creating new policies
If a Policy Name in your file does not match an existing policy, a new policy will be created.
If a Pay Point Name in your file does not exist on an existing policy, it will be added as a new spine point.
The effective date is not required for new policies.
Updating existing policies
If a Policy Name matches an existing policy, the system automatically determines the update type:
⚠️Important: Future effective dates are not supported. If you need to set an effective date in a future period, wait until that period is current before importing.
Scenario | Outcome |
Policy has not yet been paid (edit path) | The effective date is not required. Values are updated directly — no pending version is created, and no backpay is triggered.
|
Policy has already been paid (policy update path) | The effective date is mandatory and must be in the current period or earlier. A pending version of the policy is created, and backpay is triggered automatically. |
Import history and undo
All imports are recorded in the imports section within the HR module. Each entry shows:
Who ran the import and when.
The policies affected.
The option to undo the import.
Undo is only available for the most recent import affecting a policy, or policies if multiple were included in the file. You cannot undo an import that's already been paid, and we don't support undoing an older import when later updates exist.