Employee Import Field Description.xls - IMS


Column Name in
Header Record	Description of Field

Employee ID	The code assigned internally by IMS Payroll Partner to identify an employee
Employee Number	The code assigned externally by the employer to identify an employee
First Names	The employee's First Names
Surname	The employee's Surname
Birth Date	The employee's Date of Birth
Address Line 1	Line 1 of the employee's Address
Address Line 2	Line 2 of the employee's Address
Address Line 3	Line 3 of the employee's Address
Address Line 4	Line 4 of the employee's Address
Gender	The employees Gender - M(ale) / F(emale) / A(nother)
Home Phone	The employees after hours Phone Number 1
Occupation	The employees Job Title
Pay Point	The Pay Point the employee is assigned to
Costing Code	The code representing the default Cost Centre the employee's pay is charged to
Apprentice	Indicates whether the employee is an Apprentice or not
Start Date	The date on which the employee began working for the company
Finish Date	The date on which the employee ceased working for the company
Finish Action	Indicates how the employee should be ceased (Finished / Terminated) when a Finish Date is applied
Due Back	The date when wage/salary payment will be resumed (application of a future Due Back date suspends payment until that time)
Employee Type	Whether the employee earns a S(alary) or a W(age)
Salary	The amount a Salaried employee earns in each pay period
Hourly Pay Rate 1	The employees Basic Hourly Rate (primarily for Waged employees)
Hourly Pay Rate 2	The employees additional Hourly Rates (if any)
Hourly Pay Rate 3	The employees additional Hourly Rates (if any)
Hourly Pay Rate 4	The employees additional Hourly Rates (if any)
Hourly Pay Rate 5	The employees additional Hourly Rates (if any)
Pay Frequency	The frequency of payment - W(eekly), F(ortnightly), H(alf-monthly), Q(uarterly), M(onthly)
Tax Code	The employee's tax code e.g. M, S, M SL etc
IRD Number	The employees IRD Number
Tax Override Rate PAYE	An override percentage for PAYE (applicable only under certain circumstances)
Tax Override Rate SLRD	An override percentage for Student Loan Repayment deduction (applicable only in certain circumstances)
Tax Override Rate EMOL	A tax override percentage for Emolument Earnings (applicable only to Emolument type payments)
Payment Method	The primary Payment Method for the employee - B(ank), Q(cheque), C(ash)
Bank Account	The employee's bank account number
Bank Reference	Net pay Direct Credit transaction Reference
Bank Particulars	Net pay Direct Credit transaction Particulars
Bank Code	Net pay Direct Credit transaction Code
Hours Worked Per Day	The number of ordinary-time hours that the employee normally works per day
Hours Worked Per Period	The number of ordinary-time hours that the employee normally works per pay period
Annual Leave Type	The type of Annual Leave applicable to this employee
Annual Leave Units	The units in which Annual Leave is recorded for this employee - D(ays) / H(ours)
AL % of Gross	The percentage of Leave Gross Earnings earned in the current Annual Leave Year that contribute to Annual Leave
AL Full Entitlement	The employees Annual Leave entitlement for a full year
AL Next Entitlement	The employees Annual Leave entitlement for the current Annual Leave Year
AL Due Date	The anniversary date of the next Annual Leave Year
AL For (Weeks)	The number of full working weeks that the next entitlement applies to
AL Outstanding Ent	The number of outstanding Annual Leave units the employee has to their credit
AL Paid In Advance	The number of Annual Leave units the employee has already taken in the current Annual Leave Year in advance of entitlement
AL Amount In Advance	The equivalent total dollar value of the Annual Leave units the employee has already taken in the current Annual Leave Year (in advance of entitlement)
AL Last Years Rate	Obsolete. Leave Blank.
AL Previous Years Rate	Obsolete. Leave Blank.
AL Gross Earnings	The total amount earned in the current Annual Leave Year that contributes toward Annual Leave
AL Hours	The total number of ordinary-time hours worked by the employee in the current Annual Leave Year
AL Adjustment	Obsolete. Leave Blank.
Sick Leave Units	The units in which Sick Leave is recorded for this employee - D(ays) / H(ours)
SL Full Entitlement	The employees Sick Leave entitlement for a full Sick Leave Cycle
SL Next Entitlement	The employees Sick Leave entitlement for the next Sick Leave Cycle
SL Due Date	The date on which the next Sick Leave Cycle begins
SL Months	The number of months in a full Sick Leave Cycle
SL Maximum	The maximum number of Sick Leave Units an employee can have outstanding at any time (zero = no maximum)
SL % of Gross	The percentage of Leave Gross Earnings that contribute to Sick Leave
Sick Leave Balance	The number of outstanding Sick Leave units the employee has to their credit
Alternative Leave Balance	The number of outstanding Alternative Leave units the employee has to their credit
Alternative Leave Units	The units in which Alternative Leave are recorded for this employee - D(ays) / H(ours)
Email Address	The employees personal email address
Email Payslip	Indicates whether the employee receives their payslip by email or not
GSCM	Indicates whether the displayed salary is calculated using the Government Salary Calculation Method
STC Expiry Date	The date on which the employees current Special Tax Code (IR23) Certificate expires.
Home Phone 2	The employees after hours Phone Number 2
ACC Class Unit	The ACC Levy Classification Unit code appropriate to the employee (if company has only one ACC Levy rate leave blank)
Use Average Daily Pay	Indicates whether the employee is paid Average Daily Pay for selected payments indicated on the Company Controls - Payments tab
Time in Lieu Units	The units in which Time in Lieu is recorded for this employee - D(ays) / H(ours)
Time in Lieu Pay On Termination	Indicates whether outstanding Time in Lieu units should be paid when the employee is finished.
Time in Lieu Balance	The number of outstanding Time in Lieu units the employee has to their credit.
Review Date	A date indicating when a review process should take place (contract expiry, performance review etc)
Contract	A Contract Code associated with the employee.
Preferred Name	The Preferred Name of the employee.
Super Scheme	The Scheme associated with Company Super. Can be used as a Sort Order on the Superannuation Report
Super Reference	The Company Super Reference
Super Code	The Employee Superannuation Deduction name associated with this employees Company Super
Super Calc Method	Indicates whether the Employer Company Super should be calculated based on a percentage rate or a fixed amount each pay.
Super Percentage Rate	The Percentage Rate used to calculate the Company Super Employer Contribution amount
Super Earnings Type	The type of accumulated earnings to apply the percentage rate to for calculating the Company Super Employer Contribution amount
Super Limit	A maximum amount that the Percentage Rate calculation method can calculate up to.
Super Fixed Rate	A Fixed Amount of Employer Company Super to allocate to the employee each pay period
Super GL Account	The General Ledger Account used to identify the Company Super Employer Gross Contribution amount on the general ledger report / export
Super Tax Method	Indicates whether SSCWT should be calculated in addition to the Company Super Contribution, as a portion of the Company Super Contribution or is Tax Free
Super Tax Rate Code	Indicates the rate to calculate SSCWT on the Company Super Employer Contribution.
KiwiSaver Entry Status	Used to activate KiwiSaver for the employee and identify the status of the employees KiwiSaver on the KED (KS1).
KiwiSaver Opt In Date	Indicates the date the employee Opted In to KiwiSaver - is displayed on the KED (KS1)
KiwiSaver Employee Active	Indicates whether the Employee KiwiSaver contribution facility is active for this employee
KiwiSaver Employee Percentage	The Percentage rate used to calculate the KiwiSaver Employee Contribution amount
KiwiSaver Employer Active	Indicates whether the Employer KiwiSaver contribution facility is active for this employee
KiwiSaver Calc Method	Indicates whether the KiwiSaver Employer Contribution amount should be calculated based on a percentage rate or a fixed amount each pay.
KiwiSaver Employer Percentage	The Percentage rate used to calculate the KiwiSaver Employer Contribution amount
KiwiSaver Gross Up	Indicates whether the KiwiSaver Net employer contribution should equal the specified percentage rate or fixed amount
KiwiSaver Fixed Rate	A Fixed Amount of KiwiSaver Employer Contribution to allocate to the employee each pay period
KiwiSaver ESCT Tax Rate Code	Indicates the rate to calculate SSCWT on KiwiSaver and Compliant Fund Employer Contribution.
KiwiSaver Contrib GL Account	The General Ledger Account used to identify the KiwiSaver Employer Gross Contribution amount on the general ledger report / export
KiwiSaver Contrib Holiday	Indicates if the employee is on a KiwiSaver 'holiday'. Ie, KiwiSaver deductions will stop being made until this option is deactivated or the KiwiSaver Holiday Ceases Date expires
KiwiSaver Holiday Ceases Date	The date that the KiwiSaver Holiday will cease. Is compared to the Pay Period ending date to determine if KiwiSaver Contributions should continue.
KiwiSaver Holiday Continue CEC	Indicates that the KiwiSaver Employer Contributions should still be made even though the employee is on a Contribution Holiday.
KiwiSaver Opt Out	Indicates that this employee wishes to Opt Out of the KiwiSaver scheme - usually when they have Auto Enrolled. Can also occur for 'E'xisting enrollments in some situations.
KiwiSaver Opt Out Date	The date when the KiwiSaver Opt Out becomes effective in comparison to the pay period end date.
KiwiSaver Opt Out Bank Acc	The Bank Account that the IRD will refund KiwiSaver contributions to which have already been made.
KiwiSaver Opt Out Acc. Name	The Account Name associated with the bank account specified.
Compliant Fund	Indicates whether the KiwiSaver Compliant Fund facility is active for this employee.
Compliant Fund Scheme	The Compliant Fund Scheme
Compliant Fund Reference	The Compliant Fund Reference
Compliant Fund Employee Active	Indicates whether the Employee KiwiSaver Compliant Fund contribution facility is active for this employee
Compliant Fund Employee Percentage	The Percentage rate used to calculate the KiwiSaver Compliant Fund Employee Contribution amount
Compliant Fund Employer Active	Indicates whether the Employer KiwiSaver Compliant Fund contribution facility is active for this employee
Compliant Fund Calc Method	Indicates whether the KiwiSaver Compliant Fund Employer Contribution amount should be calculated based on a percentage rate or a fixed amount each pay.
Compliant Fund Employer Percentage	The Percentage rate used to calculate the KiwiSaver Compliant Fund Employer Contribution amount
Compliant Fund Gross Up	Indicates whether the Net KiwiSaver Compliant Fund employer contribution should equal the specified percentage rate or fixed amount
Compliant Fund Fixed Rate	A Fixed Amount of KiwiSaver Compliant Fund Employer Contribution to allocate to the employee each pay period
Compliant Fund Contrib GL Account	The General Ledger Account used to identify the KiwiSaver Compliant Fund Employer Gross Contribution amount on the general ledger report / export
CEC Exempt	Indicates that the employer is exempt from making Compulsory Employer Contributions to either KiwiSaver and/or KiwiSaver Compliant Funds
Contractor	Indicates that the employee has Contractor Status
GST Registered	Indicates that the employee has Contractor Status and is GST Registered
AL Cash Up Entitlement	The number of Annual Leave Cash Up units that the employee can Cash Up. This should be the equivalent of one weeks leave from their last Annual Leave entitlement year
AL Cash Up Paid Out	The number of Annual Leave Cash Up units that the employee has been paid in the current Annual Leave entitlement year
SLRD Income Type	For an employee using the STC Tax Code and with a specified SLRD override % this indicates whether the employees earnings are categorized as Primary or Secondary earnings
SLRD Certificate Type	Indicates one of two types of certificates that can apply to an employee with a Student Loan (excluding the STC tax code). Special Deduction Rate (SDR) and Repayment Deduction Exemption (RDE)
SLRD Expiry Tax Code	Indicates the tax code to use once an SDR or RDE certificate has expired. Optional for SDR certificates.
Print Payslip	Indicates whether a Printed Payslip is required.
KiwiSaver As Salary	Indicates that the employee's normal earnings is inclusive of their Gross KiwiSaver and/or KiwiSaver Compliant Fund Employer Contributions
KiwiSaver As Salary Net Or Gross	Indicates whether the KiwiSaver As Salary Contribution Amount is calculated as the Gross or Net of their normal earnings
NoOnlinePayslip	Indicates that no payslip will be generated for IMS Online (If IMS Online is activated for company).
KiwiSaver Costing Code	The optional costing code representing the Cost Centre the employer's Gross KiwiSaver contribution costed to.
Compliant Costing Code	The optional costing code representing the Cost Centre the employer's Gross Compliant Fund contribution costed to.
Super Costing Code	The optional costing code representing the Cost Centre the employer's Gross Company Superannuation contribution costed to.
Parental Leave	Indicate wheteher the Parental Leave facility is active or has been active for this employee
PL Start Date	The date the employee went on Parental Leave
PL Expected Return Date	The date the employee is exepected back from Parental Leave (optional)
PL Actual Return Date	The date the employee returns from Parental Leave
PL Outstanding Ent	Annual Leave the employee has become entitled to while away on Parental Leave or within 12 months of their return
PL Entitlement Date	The date they had their first annual leave anniversary while away on Parental Leave
PL Gross Earnings	The Annual Leave related Gross Earnings as at the time they went on Parental Leave. Is populated during their first annual leave anniversary while away on Parental Leave
PL Amount In Advance	The Annual Leave Amount Paid In Advance as at the time they went on Parental Leave. Is populated during their first annual leave anniversary while away on Parental Leave
FVL Recording Method	The units in which FVL is recorded for this employee - D(ays) / H(ours)
FVL Full Entitlement	The employees FVL entitlement for a full year
FVL Next Entitlement	The employees FVL entitlement for the current FVL Year
FVL Full Cycle	The number of months in a full FVL Cycle
FVL Due Date	The anniversary date of the next FVL Year
AL in Weeks	Indicates that an employee is to use Annual Leave in weeks
AL Full Entitlement in Weeks	The employees Annual Leave entitlement for a full year in weeks
AL Next Entitlement in Weeks	The employees Annual Leave entitlement for the current Annual Leave Year in weeks
Days Per Week	Employee's agreed definition of days per week
Hours Per Week	Employee's agreed definition of hours per week
KiwiSaver Opt Out Late Code	Where the KiwiSaver OptOut date is more than 56 days after the employees start date one of these codes is required: INFO, IRIS, ERIS, EVNT, CRIT, INER, OTHR
KiwiSaver Opt Out Late Other	If the KS Opt Out Late Code is OTHR then a Late reason is required
END	Indicates the end of detail fields for an employee - required at the end of every employee detail record.

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