How to Upload a Payroll File

Utilize the XLSX upload feature within Workful to streamline the process of running regular payroll and off-cycle payroll. XLSX uploads are applicable to various scenarios, including regular payrolls, off-cycle payrolls and additional payrolls such as paying bonuses or commissions.

How XLSX Uploads Work

You have the option to either download the Workful Payroll File template or create your customized XLSX file. After inputting payroll details, proceed to the upload step. Multiple XLSXs can be uploaded, provided that the columns in each XLSX differ. For instance, one XLSX could encompass hours, another commissions, and a third reimbursements. Just ensure that one file does not contain "0" for a previously entered amount, as this will zero out the previously entered amount. 

Workful Payroll File Template

The names of your employees or contractors, along with any previously entered payroll specifics, will auto-fill in the template provided. This template is accessible in the "Run payroll" process.

Crafting Your Own Template

When creating your template, ensure all required fields are complete, match column titles with the Workful template, and maintain the XLSX file format. You have the flexibility to reorder or exclude unnecessary columns.

Simplify Payroll Processing by Uploading Hours and Earnings through XLSX

Important note: If you've previously entered information such as hours or reimbursements during the payroll week and saved it for later, uploading a XLSX with an amount in that specific cell will overwrite existing data.

Proceed to the "Payroll" section and select either "Run Regular Payroll" or "Run Off-Cycle Payroll" to initiate payroll or payments. Click "Upload File" located in the upper-right corner of the first payroll page. To obtain a template, click "Download the Payroll File" for filling out. If your XLSX is ready, select the file and then choose "Import" on the next screen.

Your employees' data will be prefilled, allowing seamless continuation of the payroll process.

Payroll File Structure and Data Validations

Employees with Salary or one Hourly Pay as their Primary Compensation will be included in the template one time. 

Employees with multiple Hourly Rates will be included in the template one time for each hourly rate.

OT and DT hours are only allowed for Hourly Primary Compensation rows.
Only Regular Hours are allowed for Additional Compensation rows.

Required fields
First name
Last name
Job Pay Type
SSN(last 4) - Only required if two employees have the same first and last name.

Optional fields
Regular Hours
Overtime hours
Double overtime hours
Bonus
Commission
Cash tips
Tips
Additional Pay Rates
Reimbursement