Pay History Import

If desired, we can help you import pay history data from your old system into PayHero. Contact us at support@payhero.co.nz to learn more about our onboarding service.

Customers who opt into our onboarding service can fill out the spreadsheet attached to the bottom of this article and send it to our team to have it loaded directly into PayHero, ready for your first pay run.

Alternatively, you can add history directly from an employee's Pay History tab in PayHero.

The pay history is used for calculating the Ordinary and Average Weekly Earnings that are used in calculations of the rate at which annual leave is paid out, and the Average Daily Pay for other leave. Since the Average Weekly Earnings and Average Daily Pay are calculated on a rolling twelve-month period, a pay history broken down by pay period may be required for accurate assessment. You can find more information on this in our support article: When do I need to load historic pay data?

Creating the Import File

Download the template attached to this article, open it in Excel, and then detail twelve months of employee pay history.

The file should be completed with one line per pay period, per employee, for the previous 12 months. Therefore, each employee will typically have 52 lines per year of history being imported.

If you have processed multiple pays with the same pay end date for any of your employees, you should combine them onto a single line.

Display Name - The employee's PayHero display name. Must be an exact match.

Pay End Date - The end date of the pay period. Must be formatted as DD/MM/YYYY.

Hours Worked - The total amount of hours paid for the period (optional - not currently required for leave calculations).

Days Worked - The number of work days in the period that this pay covers, including days taken as paid leave. This is used for calculating the Average Daily Pay if an employee works irregular hours. This should be in whole days - for example, if an employee works a full shift on Monday, a half shift on Tuesday, and a half shift on Thursday the total days worked is 3.

Earnings - The employee's gross earnings for the pay. Do not include dollar signs or commas. This should only include gross earnings that attract holiday pay - cashed-up Annual Leave, discretionary payments and expense reimbursements should be excluded, and a full list of inclusions/exclusions can be found under the 'Gross earnings (gross pay)' heading in this article from MBIE.