Use leave balance import to set opening leave balances in bulk for employees
The leave balance import option is useful when you're setting up Jemini for the first time, migrating from another payroll system, or correcting leave balances after system changes.
Before you begin
Make sure you have:
Employees set up in Jemini with their employment records
Leave plans assigned to the relevant employees
Knowledge of the correct leave balance amounts and effective dates
Import permissions enabled in your security profile
If you're unsure about leave plan assignments or balance calculations, ask your Jemini support consultant.
Preparing your leave balance file
Ask your Jemini support consultant for the leave CSV template.
The template looks like this:
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NOTE: This screenshot shows the general look of the template but might not be the latest version.
The template has notes in a second tab. Use this tab to check the rules and recommendations for each field.
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NOTE: This screenshot shows the general look of the template but might not be the latest version.
Required vs optional fields
Required fields
Every row must include:
Jemini ID: The employee number (For example, EMP001). If the employee has multiple employments, you'll also need the Employment Occupancy UUID.
Leave Plan Name: The name of the leave plan (For example, Annual Leave, Personal Leave, Long Service Leave).
Balance: The leave balance in hours (For example, 152.0 for 4 weeks of annual leave).
Date: The effective date for this balance. Use formats like dd/MM/yyyy or yyyy-MM-dd.
Optional and conditional fields
The template will indicate which of the remaining fields are optional or mandatory, depending on the leave type and your region.
Leave fields blank if they don't apply to your balance import.
To learn more, refer to Preparing your CSV file.
Save the file in CSV format
When you’re ready to save the file, make sure the correct tab is open in Excel.
In Excel, go to File > Save a Copy.
Select CSV (Comma delimited) (*csv) from the file type dropdown list.
Select Save.
A message will appear about not supporting workbooks with multiple sheets. Select OK to save only the active sheet.
Now you’re ready to import your data into Jemini.
How to import your data
Uploading your file
Go to System > Import.
Select the Leave Balances card.
Set the CONTAINS HEADER ROW toggle to Yes or No.
Set it to Yes if you’ve used the template – your file has a header row.
Set to No if your file doesn’t have a header row.
Drag and drop your files into the box on screen or use the Select a file from your computer button and find your prepared CSV file.
When dragging and dropping, make sure the box border turns light blue before you drop the file.
Jemini will process your file and show you a preview.
Reviewing the preview
The preview shows each row from your file with validation results.
Check for errors: Red indicators show errors that you must fix before importing.
Check for warnings: Orange indicators show potential issues that don't prevent the import.
You can filter the preview to show all records, errors only, or warnings only.
If you see errors, cancel the import by selecting the red X button, fix the issues in your original file, and upload again.
If you see warnings, either cancel the import and upload your updated file, or acknowledge the warnings.
For more on import errors and warnings, refer to Checking your data before it imports.
Completing the import
Once you're happy with the preview:
Select the Green Tick Button to continue to confirmation.
Select Go ahead.
Jemini processes the records in the background. When complete, you'll see a success message.
Verifying your import
After importing:
Go to the employee's Leave screen to check the balances appear correctly.
Review the effective dates to confirm they're accurate.
Check that the balance amounts match your source data.
Run a leave balance report to verify balances across multiple employees.
Troubleshooting common errors and warnings
Error: Employee not found
Check the Jemini ID matches exactly (including any leading zeros)
If the employee has multiple employments, add the Employment Occupancy UUID
Error: Leave plan not found
Verify the leave plan name matches exactly (including spacing and capitalisation)
Check that the leave plan exists in your system
Error: Leave plan not assigned to employee
The employee must have the leave plan assigned before you can import leave for that plan
Assign the leave plan to the employee first, then import the leave
Error: Invalid date format
Check your dates match one of the accepted formats (dd/MM/yyyy or yyyy-MM-dd)
Make sure dates are valid (no 31/02/2025)
Error: Invalid balance value
Check that the balance is a number (not text or special characters)
Make sure you're using hours (not days) for the balance value
Remove any commas or currency symbols from the balance
Warning: Balance differs from calculated accruals
This means the imported balance doesn't match what Jemini would calculate based on accrual rules
This is normal when importing opening balances from another system
You can proceed if this is intentional (like leave in advance) or adjust the duration
Warning: Future-dated balance
This means the balance has an effective date in the future
You can proceed if this is intentional (for scheduled balance adjustments)
Warning: Negative balance
Some leave plans allow negative balances (like leave in advance)
Verify this is correct before proceeding, or adjust the balance value
For further help, contact your Jemini support consultant.
