Managing Leave Balances Import and Export

Importing leave balances in HR is a straightforward process designed to help administrators align employee leave data with the system's application and tracking features. This process is particularly important for ensuring that HR reflects accurate leave balances as guided by payroll records.

Importing Leave Balances in HR

Steps to Import Leave Balances

Prepare the Import File

Before starting the import process, you need to create or update the CSV file with leave balance information. Here’s how to prepare it:

Fields in the CSV File:
- Last Name: The employee's last name (e.g., ‘Smith’).
- First Name: The employee's first name (e.g., ‘John’).
- Email Address: The employee's email address (used for identification in HR).
- Leave Profile: The leave profile assigned to the employee (e.g., ‘Permanent,’ ‘Part-Time’).
- Leave Type: The type of leave (e.g., ‘Annual Leave,’ ‘Sick Leave’).
- Leave Hours: The balance of leave hours for the specific leave type (e.g., ‘80’).
Best Practices for Data Preparation:
- Ensure all names and email addresses match existing employee records in HR.
- Validate leave profiles and types against your HR configurations.
- Double-check the leave hours for accuracy to avoid errors in balances.
- Save the file in .csv format.

Navigate to the Leave Import Page

Log in to HR with administrative permissions.
Go to Leave Management > Bulk Import.

Upload the Import File

Click on the Upload Leave Balances button.
Select the prepared CSV file from your local device.
Validate the file:
- The system will check for errors (e.g., mismatched names, incorrect leave types).
- Any errors will be flagged, and you will need to correct and re-upload the file.

Confirm and Process the Import

After validation, review the summary of leave balances.
Click Confirm Import to finalise the process.
A success message will display once the import is complete.

Important Notes

Details from the Import Page

Validation Process:
- The system checks for required fields like Last Name, First Name, Email Address, Leave Profile, and Leave Type.
- It ensures that all employee records in the CSV match those in the HR database.
Error Handling:
- Any rows with errors (e.g., unmatched emails or missing leave hours) will be highlighted.
- You can download an error report, correct the issues in the CSV file, and re-upload it.
Notifications:
- Employees and managers can receive notifications about updated leave balances if enabled in the settings.

Ensure names match employee records in HR.
Verify leave profiles and leave types align with the system configurations.
Confirm leave hours are accurate and up to date.

Exporting Leave Balances in HR

Exporting leave balances allows administrators to reconcile data with payroll systems or use it for reporting and analysis. The export function provides flexibility in how the data can be used and shared.

Steps to Export Leave Data

Access the Export Function:
- Navigate to Leave Management > Export Leave Balances.
Select Export Type:
- Choose how you want the data to be exported:
  - Spreadsheet: Generates a CSV file for manual review or upload to other systems.
  - Management Software: Exports data directly to integrated payroll or HR management software.
Customise Export Parameters:
- Select the data category:
  - Client: For client-specific leave data (if applicable).
  - Staff: For employee leave balances.
  - Program: For program-specific data.
- Specify the export type (e.g., Spreadsheet).
- Choose the form type (e.g., Staff Leave Balances).
Include Additional Data:
- Decide whether to include staff members without an assigned leave profile in the export:
  - Yes: Includes all staff records, even those without a leave profile.
  - No: Excludes staff without a leave profile.
Download or Export:
- Click Export to generate and download the file.
- For management software, ensure integration settings are configured correctly for direct uploads.

Why Export Leave Balances?

Reconciliation: Compare HR data with payroll systems to identify discrepancies.
Reporting: Use exported data to generate insights for leadership or compliance reporting.
Backup: Maintain a historical record of leave balances for audit purposes.

Best Practices

Ensure the payroll system is treated as the point of truth for leave balances.
Regularly re-import leave data to keep HR synchronised with payroll, especially after each pay period.
Communicate to staff that HR is a guide for leave balances to support the leave application process only.
Validate all fields in the import file to prevent errors during upload: