Step 1 - Update and Add New Workers (Spreadsheet)

11 steps
3 minutes

Spreadsheet uploads can cause additional complexity when managing workers and are only available to employers with 20 or more active workers. Employers may still use the manual entry method if preferred.

From your portal home page, click 'Update Workers'.

Click 'Download Worker Spreadsheet' and open the file from your device. Check that it is saved securely to reduce the risk of work being lost.

**To prevent errors after uploading your spreadsheet:** - Do not add or remove columns. - Do not alter cell formatting or formulas. - Ensure all 'Required' fields (see top of columns) are completed for each worker. - Save changes as you go if adding/updating a large volume of workers. - Contact new workers to obtain their existing worker registration number (if applicable) and enter it in the 'Registration Number' column of the spreadsheet. This prevents the creation of duplicate worker records.

A table will be displayed listing any existing workers. Update information as required. **Note**: - If a worker has ceased employment with you, an 'Employment End Date' must be entered to exclude the worker from future returns. - If an apprentice worker became a tradesperson within the quarter, change the 'Apprentice/Trainee' field to 'No' before preparing your return.

Add any new workers below the existing workers on your spreadsheet. Ensure that all required (mandatory) fields are completed OR update the details of any existing worker.

**Apprentices and Trainees!** Apprentices and Trainees receive credits for the duration of their training contract without cost to employers. Their days and Ordinary Pay must still be reported in returns. If you are uploading an existing or new apprentice or trainee, additional information is now required. These additional requirements are: - Training Contract Number - Training Contract Start Date - Training Contract End Date This information is required so that we can verify eligible apprentices and trainees.

Once the spreadsheet is complete, return to your employer portal and click 'Upload Worker Spreadsheet'.

Click 'Upload' and select the file from your device.

Click 'Submit'. The portal will start processing the file. **Note:** - It may take several minutes for the file to process completely, depending on how many workers you have updated/added. It may help to refresh the page after a few minutes.

Once the file has finished processing, click 'Show Output' to see if any errors were identified in the spreadsheet.

Any errors or warnings will be displayed in the 'Processing Output' area below.

Updates made via spreadsheet will be reflected in the list of workers on the page once the upload is complete. You can search by: - Given name - Surname - Date of birth - Email address - Phone number - Registration number

New workers added via spreadsheet will also appear in the list of workers. If the new worker profile does not match with an existing MyLeave record, a registration number will be allocated automatically.