Import of Sick Pay information
There is the option to allow import of sick days and working patterns from a comma separated text file.
In the web version you will need to navigate to the Manage employees section of the system. From here click Batch tools and Import Sickness. [view article]
In the desktop version this is under system, import functions, and import sick days. There are seven import file formats supported.
The format must be indicated in the first line of the text file along with the start and end dates of the period for which the import applies.
Each import asks for a company and pay group to import for. If the pay group is left blank, all pay groups may be imported.
Working Days Import
Each line contains the employee reference and a string of characters. The character string must have the same number of characters as there are days in the date range. If the character is a Q then that day will be a working day, if it is a punctuation character (such as a full stop) it will be a non-working day. Spaces at either end of the character string are ignored.
QUAL,10/04/2024,23/04/2024
010001,.QQQQQ..QQQQQ.
010002,..QQQQQ..QQQQQ
Working Days Period Import (NEW)
This import allows multiple lines per employee. Each line represents a continuous working pattern with a start and end date. If the character is a Q then that day will be a working day, if it is a punctuation character (such as a full stop) it will be a non-working day.
QUALPER,10/04/2025,22/04/2025
01000017,10/04/2025,15/04/2025.QQ.QQ
01000018,10/04/2025,22/04/2025.QQ.QQQ.QQ.QQ
01000019,12/04/2025,15/04/2025.QQ.
The date range in the header specifies the earliest and latest dates that can be imported into for all employees in the selected department and pay group.
Standard Days Import
Each line contains the employee reference and a value for each day in the date range (as per the header). This will be how much of the day is scheduled to be worked, as a fraction of the normal working day length.
Typically, this will be used to allow half or quarter days e.g. a short Friday. Anything finer than that may be better measured in hours.
Each value should be comma separated.
Standard Days Period Import (NEW)
This will be how much of the day is scheduled to be worked, as a fraction of the normal working day length.
Typically, this will be used to allow half or quarter days e.g. a short Friday. Anything finer than that may be better measured in hours.
Each value should be comma separated.
STDDAYSPER,01/04/2025,19/04/2025
01000001,01/04/2025,19/04/2025,0,1.00,1.00,1.00,1.00,0.50,0,0,1.00,1.00,1.00,1.00,1.00,0,0,1.00,1.00,1.00,1.00
01000002,03/04/2025,10/04/2025,0,1.00,1.00,0,1.00,1.00,1.00,0
The date range in the header specifies the earliest and latest dates that can be imported into for all employees in the selected department and pay group.
STDDAYS,10/04/2024,30/04/2024
01000001,0,1.00,1.00,1.00,1.00,0.50,0,0,1.00,1.00,1.00,1.00,1.00,0,0,1.00,1.00,1.00,1.00,0.50,0
01000002,0,1.00,1.00,0,1.00,1.00,1.00,0,1.00,1.00,0,1.00,1.00,1.00,0,1.00,1.00,0,1.00,1.00,1.00
Standard Hours Import
Each line contains the employee reference and a value for each day in the date range (as per the header). This will be the number of hours that are scheduled to be worked that date. Each value should be comma separated.
STDHOURS,10/03/2024,30/03/2024
01000001,0,7.50,7.50,7.50,7.50,3.75,0,0,7.50,7.50,7.50,7.50,7.50,0,0,7.50,7.50,7.50,7.50,7.50,0
01000002,0,7.50,7.50,0,7.50,7.50,7.50,0,7.50,7.50,0,7.50,7.50,7.50,0,7.50,7.50,0,7.50,7.50,7.50
Standard Hours Period Import (NEW)
This import allows multiple lines per employee. Each line represents a continuous working pattern with a start and end date plus a value for each day in the date range.
This will be the number of hours that are scheduled to be worked that date. Each value should be comma separated.
Each value should be comma separated.
STDHOURSPER,01/04/2025,01/05/2025
01000002,10/04/2025,17/04/2025,0,8,8,8,8,4,0,0
01000003,17/04/2025,19/04/2025,0,8,8
The date range in the header specifies the earliest and latest dates that can be imported into for all employees in the selected department and pay group.
Absence Days Import
This is similar to the qualifying days import but the string of characters is the sick days. Letters P, L, U, S and X may be used.
ABS,10/04/2024,23/04/2024
010001,..PPPPPLLU....
010002,..............
Absence length in days import
This is similar to the absence days, however, instead of the absence codes, you are importing how much of each day the employee has been sick within the date range provided.
This import sets letter S initially so will typically be used with a CSP scheme calculating the payment codes.
N.B. The absence length for each day should not exceed the days standard length. In the example below, if the employee’s working pattern has 0.5 days where the absence is 0.5 days, the employee is sick all day.
ABSDAYS,10/04/2024,23/04/2024
01000047,,,1,1,0.5,1,1,1,0.5,1,,,,
01000053,,,,,,,,,,,,,,
Absence length in hours import
This is similar to the absence length in days import, however, you are importing how many hours the employee has been sick on each day within the date range provided.
This import sets letter S initially so will typically be used with a CSP scheme calculating the payment codes.
N.B. The absence length for each day should not exceed the days standard length. In the example below, if the employee’s working pattern has 3.75 hours where the absence is 3.75 hours, the employee is sick all day.
ABSHOURS,10/04/2024,23/04/2024
01000047,,,7.50,7.50,3.75,7.50,7.50,7.50,3.75,7.50,,,,
01000053,,,,,,,,,,,,,,
Absence Period Import
This import allows multiple lines per employee. Each line represents a period of continuous absence with a start and end date.
ABSPER,10/04/2024,23/04/2024
010001,12/04/2024,16/04/2024,P
010001,17/04/2024,18/04/2024,L
010001,19/04/2024,19/04/2024,U
In this case the date range specifies the days that may be cleared, for all employees in the selected department and pay group, before importing.
