--- title: "How to import Pay Rates" slug: "how-to-import-pay-rates" updated: 2025-12-18T20:10:26Z published: 2025-12-18T20:10:26Z canonical: "knowledgejems.jemini.com/how-to-import-pay-rates" excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledgejems.jemini.com/llms.txt > Use this file to discover all available pages before exploring further. # How to import Pay Rates ## Use Pay Rate Import to add or update employee pay rates in bulk The pay rate import option is useful when you're setting up pay rates during implementation, processing annual pay reviews, applying bulk pay increases including backpay, or migrating pay rate data from another system. > [!NOTE] > Before you begin > > Make sure you have: > > - Employees set up in Jemini with their employment records > - Pay rate types defined in Jemini (annual salary, hourly rate, daily rate) > - Knowledge of effective dates for the pay rate changes > - Import permissions enabled in your security profile > > If you're unsure about pay rate types, ask your Jemini support consultant. --- ## Preparing your pay rate file Ask your Jemini support consultant for the pay rate CSV template. The template looks like this: ![Pay Rates template showing column headers](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image(267).png) **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. ![Pay Rates Notes tab showing field descriptions](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1763949627810.png) **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. - **Pay Rate Type:** The type of pay rate (for example, Annual Salary, Hourly Rate, Daily Rate). - **Start Date:** The date the pay rate becomes effective. Use formats like dd/MM/yyyy or yyyy-MM-dd. - **Rate Amount:** The pay rate value (For example, 75000.00 for annual salary or 35.50 for hourly rate). #### Optional and conditional fields The template will indicate which of the remaining fields are optional or mandatory, depending on the pay rate type and your region. Leave fields blank if they don't apply to your pay rate. To learn more, refer to [**Preparing your CSV file**](/support/docs/import-getting-started#preparing-your-csv-file). > [!NOTE] > TIP > > ##### **Using pay rate import for backpay** > > If you need to backdate a pay rate and process backpay, the import includes optional backpay fields. > > **Backpay fields:** > > - **Back Pay Start Date:** The date from which the backpay calculation should start > - **Date To Pay Back Pay:** The date when the backpay should be processed (typically the next pay run) > > For more on backpay, refer to [**Intro to Backpay**](/support/docs/intro-to-backpay)**.** ### Save the file in CSV format When you’re ready to save the file, make sure the correct tab is open in Excel. 1. In Excel, go to **File > Save a Copy**. 2. Select **CSV (Comma delimited) (*csv)** from the file type dropdown list. 3. Select **Save**. 4. 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 1. Go to **System > Import**. 2. Select the **Pay Rates** card. 3. 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. 4. 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**](/support/docs/import-getting-started#checking-your-data-before-it-imports). ### Completing the import Once you're happy with the preview: 1. Select the **Green Tick Button** to continue to confirmation. 2. 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 Occupancy record to check the pay rates appear correctly. - Review the effective dates to confirm they're accurate. - Check that the pay rate amounts are correct. - Test a pay calculation for affected employees to ensure the rate applies correctly. --- ## 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: Invalid pay rate type - Verify the pay rate type matches one of the valid types in your system - Check spelling and capitalisation match exactly ### 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: Overlapping pay rate periods - Check if the employee already has a pay rate that overlaps with the dates you're importing - You may need to end-date the existing pay rate before importing the new one ### Warning: Future-dated pay rate - This means the pay rate has a start date in the future - You can proceed if this is intentional (for scheduled pay increases) For further help, contact your Jemini support consultant. ![save or submit icon](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/save%20or%20submit%20icon.png) Select this button to save and submit your content and close the panel.