Onboarding Assistant: Employee Data Upload File

Employees Template

The first item that needs to be addressed is the upload of employees. 

Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

The mandatory fields in this template are: FIRST_NAME, LAST_NAME, EMPLOYEE_CODE, PAYMENT_TYPE, TAX_STATUS, BENEFIT_STATUS, POSITION_NAME, UNIT_NAME, START_DATE, SCHEDULE_TYPE, POSITION_COUNTRY, POSITION_CURRENCY_COUNTRY, IS_DEFINITE, FREQUENCY, TAX_RATE_TYPE

The full list of fields and the description of the information being requested for each fields are below. The ones highlighted in orange are mandatory:

• TITLE - This relates to the employee's title. The options here are 'Dr', 'Ing', 'Mr', 'Ms', and 'Mx'.
• FIRST_NAME - This relates to the employee's first name. This is a mandatory field. 
• MIDDLE_NAME - This relates to the employee's middle name, if applicable.
• LAST_NAME - This relates to the employee's surname. This is a mandatory field.
• ID_CARD_NUMBER - This relates to the employee's identification number or residence card number. This is not a mandatory field, however it is important for Payroll End of Year Submission. 
• DATE_OF_BIRTH - The employee's date of birth is not mandatory for upload purposes, however, if an employee is being added to payroll, then this field is mandatory as it is an important factor in determining the social security category and value. 
• SEX - This relates to the employee's gender. The options are 'Male' (or 'M'), 'Female' (or 'F'), 'Non-Binary' (or 'Non Binary'), 'Trans' (or 'T'), 'Other (or 'O'), 'Prefer not to say' (or 'N/A').
• EMPLOYEE_CODE - This is a mandatory field and it refers to any code used to identify one employee from another. This can be a random number or letter combination (such as 001, 002, A001, or ABC001) or something more specific like an ID card number. It is important that each employee has a different employee code. This code will be displayed to the employee on their profile.  
• EMAIL_ADDRESS_WORK - This field refers to the email address that the employee will use to log in to the system. In cases where an employee will not need access to their Talexio account, this can be left blank. 
• EMAIL_ADDRESS_PERSONAL - This field refers to the email address that the employee will receive payslips/FS3s on (if these are sent by email through the system). In cases where an employee only has one email address, both the Work and Personal email addresses may be filled with the same email. 
• MOBILE_NUMBER - This refers to the employee's mobile number.
• PHONE_NUMBER - This refers to the employee's home number.  
• REQUIRES_WORK_PERMIT - This is a YES/NO field.
• WORK_PERMIT_RENEWAL_DATE - This is a date field (the format is: dd/mm/yyyy). 
• ADDR_1 - This refers to the employee's home address (this field is split into two fields).
• ADDR_2 - This is the second row of the employee's home address. 
• POSTCODE - This refers to the employee's home address post code. 
• CITY_TOWN - This refers to the city or town where the employee's home address is found. 
• STATE_PROVINCE_REGION - If an employee lives in a state, province, or region, this can be inputted here.
• COUNTRY - This refers to the country where the employee resides. This field is important if the employee is going to be paid through a batch payment file. 
• NATIONALITY - This refers to the employee's nationality. 
• CITIZENSHIP - This refers to the employee's citizenship.  
• SPOUSE_ID_CARD_NUMBER - if the employee is married and is not the responsible spouse, then the ID card number of the spouse needs to be inputted here. 
• MARITAL_STATUS - This refers to whether the employee is 'Single', 'Married', 'Widowed', in 'Civil Union', 'Divorced', 'Separated', or 'Other'). 
• NI_NUMBER - This refers to the employee's social security number. 
• PAYMENT_TYPE - This is a mandatory field and refers to how the employee will be paid. The option 'Manual' refers to a payment by cash, cheque or manual bank transfer. The option 'Direct Credit' refers to payment done by a batch payment file. If an employee is going to be added to the system but will not be paid, you may set this to 'Manual'. 
• PAY_BY_CHEQUE - If the 'Manual' option is selected, you may choose to have Talexio prepare the cheques for printing. This is a YES/NO field. Please note that in order to set this up the first time, you will need to get in touch with one of our agents on support@talexio.com.
• IS_SEPA - This is a YES/NO field and refers to the employee's bank account. 
• BENEFICIARY_FULL_NAME - This field refers to the beneficiary of the employee's bank account. You would need to input the full name here. 
• IBAN - If the Payment Type is set to 'Direct Credit', then the IBAN needs to be inputted. The same applies for the 'BIC' field below. 
• BIC - If the Payment Type is set to 'Direct Credit', then the BIC code needs to be inputted. The same applies for the 'IBAN' field above. 
• SORT_CODE - This is a six-digit number that identifies the bank and branch where an account is held. This field is not mandatory. 
• REFERENCE - This is another type of identifier for the bank account. This field is not mandatory. 
• TAX_STATUS - This is a mandatory field and refers to the employee's tax status, mainly whether the employee is on the SINGLE rates, MARRIED rates, or PARENT rates. To confirm this, it is best to refer to the employee's FS4 form. 
• TAX_NUMBER - The Income Tax (or IT) number does not need to be inputted for Maltese employees, as this number is the same as their ID card number. In the case of foreign employees, the tax number is different to their ID card number and will need to be inputted here. This is not a mandatory field, however it is important for Payroll End of Year Submission purposes.
• DONT_PAY_NI - This is a YES/NO field. If an employee is paying NI in a different employment, then you may select 'YES'. This means that the employee will not pay NI with your company. Please note that if the employee is not exempt from paying NI, you can leave it empty. 
• DONT_PAY_COMPANY_NI - This is a YES/NO field. If an employer is exempt from paying the employer portion of NI, then you may select 'YES'. Please note that if the employer is not exempt from paying NI, you can leave it empty. 
• DONT_PAY_MATERNITY_FUND - This is a YES/NO field. If an employer is exempt from paying the Maternity Fund, then you may select 'YES'. Please note that if the employee is not exempt from paying Maternity Fund, you can leave it empty. 
• USE_PERCENTAGE_SSC_RATE_B - This is a YES/NO field. If the employee's salary is the minimum wage (or less for casual workers), then they have the option to pay NI as 10% on their weekly wage. If NO is selected, or this is left blank, then the employee will pay the full NI on the minimum wage (in 2023 that amount is €19.27 per contribution). Refer to this for more information.
• BENEFIT_STATUS - This refers to the employee's sickness benefit status. The options are SINGLE or MARRIED. This field is mandatory. 
• NON_RESIDENT_ARRIVAL_DATE - This refers to the date when a non-Maltese employee arrived in Malta. The reason this field is important is because non-Maltese employees are taxed at different rates during their first 6 months in Malta. The format of this field is dd/mm/yyyy.  
• DEFAULT_ACCESS_LEVEL - This refers to the employee's PERMISSION ACCESS LEVEL on Talexio. This refers to what permissions the employee has on Talexio. The most commonly used permission is the Team Member permission. You can read more on permissions here. 
• IS_NOT_RESPONSIBLE_SPOUSE - This field can be ignored if the employee is not married. It is ticked if the employee is not the responsible spouse (i.e. the employee's spouse is the responsible spouse instead). This is a YES/NO field. 
• DATE_OF_MARRIAGE - This field refers to the date when the employee got married. The format is dd/mm/yyyy. 
• POSITION_NAME - This field refers to the employee's position title with the company. This is a mandatory field. You may select the position name from the drop down. If the position name is not here, you will need to add it on Talexio using the instructions here. 
• UNIT_NAME - This field refers to the employee's department. This is a mandatory field. You may select the unit name from the drop down. If the position name is not here, you will need to add it on Talexio using the instructions here. 
• COST_CENTRE_NAME - This field refers to the name of the cost centre which the employee is classified under. If the employee does not fall under a cost centre, then you may leave this field empty.
• START_DATE - This field refers to the date when the employee's position has started. It is a mandatory field and the format is dd/mm/yyyy.
• END_DATE - This field refers to the date when the employee's position was terminated. The format is dd/mm/yyyy. 
• SALARY - This field refers to the employee's salary. It may be inputted a yearly amount or an hourly amount. 
• SALARY_BASIS - This field must be filled in if the salary (in the previous field) is added. Here you have the option to select 'YEARLY' or 'HOURLY'. It is important that if you select yearly, the salary must be an annual one, and if hourly is selected, the salary must be an hourly amount.
• SALARY_SCALE_GRADE - This refers to the grade of salary scale (A, B, C, D, E, F, G, etc). 
• SALARY_SCALE_STEP - This is required when SALARY_SCALE_GRADE is included. The information needs to match what is included in the Salary reviews module depending on the year of employment.
• SCHEDULE_TYPE - This field refers to the employee's Job Schedule (for example: Full Time 40 hours, Part Time 20 hours, etc). The options can be found in the drop down menu. If the job schedule you are looking for is not here, you will need to add it on Talexio using the instructions here. This is a mandatory field. 
• POSITION_COUNTRY - This field refers to the country of employment, and not the country where the employee is from. This field is mandatory. 
• POSITION_CURRENCY_COUNTRY - This field refers to the salary's currency. If the employee is employed in Malta and is paid in Euro, you would need to input 'Malta' in this field. The system will then take the currency used in Malta as the employee's salary currency. This field is mandatory.
• IS_MANAGER - This is a YES/NO field. If an employee is a manager, select YES. If not, you may select NO or leave the field blank. If you select YES, then the employee will appear above other employees in their department on the organisation chart. The employee would also be ineligible for the Overtime tax concession rate. 
• IS_STUDENT - This is a YES/NO field. If an employee is a student worker, select YES. If not, you can select NO or leave the field blank. This will affect the NI rates of the employee. Refer to this for more information.
• IS_STUDENT_APPRENTICE - This is a YES/NO field. If an employee is a student apprentice, select YES. If not, you can select NO or leave the field blank. This will affect the NI rates of the employee. Refer to this for more information. For information on student workers, check this out. 
• IS_CONTRACTOR - This is a YES/NO field. If the employee is a third party contractor who is not going to be added to payroll, then you may select YES here. 
• PROBATION_END_DATE - This field refers to the employee's end of probation date. The format here is dd/mm/yyyy. 
• IS_DEFINITE - This is a YES/NO field. If the employee is on a DEFINITE contract, select YES. If the employee is on an INDEFINITE contract, select NO. If the employee is on a definite contract, it is important to add the END DATE in the field found earlier on in the template. 
• FREQUENCY - This refers to the frequency with which an employee is going to be paid. The options here are 'MONTHLY', 'FORTNIGHTLY', 'WEEKLY', 'FOUR WEEKS', and 'NEVER'. This is a mandatory field. 
• TAX_RATE_TYPE - This refers to the rate of tax. There are a number of options here: 'STANDARD', 'PART TIME (IF NOT MAIN EMPLOYMENT)', 'QUALIFIED PERSON', 'SPORT', 'ARTIST', 'PERMANENT NON-RESIDENT', or 'OTHER'. This field is mandatory.
• TAX_RATE - If you select 'OTHER' from the Tax Rate Type, you will need to input the rate. The format is a number (which will be considered as a percentage). So if you input 5, this means the employee will be taxed at 5%.  
• PT_TAX_RATE - If you select 'PART TIME (IF NOT MAIN EMPLOYMENT)' in the Tax Rate Type, then you will need to specify the rate at which the employee will be taxed after the €10,000 has been surpassed. The format is a number (which will be considered as a percentage). So if you input 25, this means the employee will be taxed at 25% after the €10,000 has been surpassed. 
• DESCRIPTION - this is an optional field. Here, you can fill in a short description of the employee's job position. 
• EXCLUDE_GOVERNMENT_BONUSES - this is a YES/NO field. If YES is selected, then government bonuses will not be added to the employee's payslips. If the employee should receive these bonuses, then you can type NO or leave the field empty. 
• EXCLUDE_LEAVE_ENTITLEMENTS - this is a YES/NO field. If YES is selected, then the employee will not be eligible for any leave. If the employee is eligible for leave, then you can type NO or leave the field empty. 
• ADVANCE_PAYMENT - this field needs to be inputted if the employee receives an advance payment in every payroll. The amount inputted her is a monthly amount. So, if the employee is paid €500 in advance every month, you would input 500 here. If the employee receives an advance payment every now and then, then you can leave this field blank and manually add an advance payment to the employee's payslip when due. You can read more on this here.  
• TAX_ARREARS - this refers to tax that has been unpaid in the past. 
• DIRECTOR_FEES - if an employee receives director fees, then this needs to be inputted here, as a figure. 
• DIRECTOR_FEES_FREQUENCY - if the employee receives director fees, you will need to specify how frequently they are paid. The options here are 'BASED ON PAYROLL FREQUENCY', 'ONCE A YEAR', 'EVERY 6 MONTHS', 'ONCE A MONTH', 'AT THE START OF EACH QUARTER' and 'AT THE END OF EACH QUARTER'. 
• IS_ELIGIBLE_OVERTIME - this is a YES/NO field. If an employee is eligible to be paid overtime, select YES. Otherwise, you may leave this empty or select NO. 
• USE_BASE_RATE_FOR_EXTRA_BASIC_HOURS_NI - this is a YES/NO field. If YES is selected, then NI will always be calculated on the employee's basic hourly rate. If NO is selected, and an employee earns (for example) twice the rate on Sundays, then the NI will be based on twice the rate. 
• IS_WEEKLY_APPROVED_WORKSHIFT_HOURS_LIMITED_TO_JOB_SCHEDULE - this is a YES/NO field. If YES is selected, then the approved shift hours will be limited to the Job schedule hours (for example Part time 30 hours) (this option is only available for users who have the time and attendance module).
• USE_PERSONALIZED_ROTATION - This is a YES/NO field to specify whether an employee is on a personalised rotation (this option is only available for users who have the time and attendance module). 
• PERSONALIZED_ROTATION_TEMPLATE - If YES is selected for the above field, then here you would select the applicable rotation template from the drop down. If this is not here, then you will need to add it on Talexio using these instructions (this option is only available for users who have the time and attendance module).
• PERSONALIZED_ROTATION_START_PATTERN - this refers to the starting pattern of the rotation pattern. For example, Day 1, Morning Shift. (This option is only available for users who have the time and attendance module). 
• PERSONALIZED_ROTATION_START_DATE - this refers to the date when the rotation pattern will start. The format is dd/mm/yyyy (this option is only available for users who have the time and attendance module).
• PAY_FROM_BANK_IBAN - Here, you will select the company bank account through which the employee will be paid (if applicable). The bank account can be found in the drop down. If not, you will need to add it using the instructions here. 
• REPORTS_TO_EMPLOYEE_CODE - this field needs to be filled in if the employee reports to another employee. If so, put in the latter's Employee Code in this field. 
• IS_TIME_AND_ATTENDANCE_ENABLED - this is a YES/NO field and must be filled in if the employee is eligible to punch in/out or appear on the scheduler (this option is only available for users who have the time and attendance module).
• HIDE_FROM_APPROVAL_STEP - this is a YES/NO field. If YES is filled in, then the employee may punch in/out but is excluded from approval of time clockings (this option is only available for users who have the time and attendance module).
• AUTO_POPULATE_APPROVED_BASIC_HOURS - this is a YES/NO field. If YES is filled in, then any approved time logs will be added to payroll. If NO is selected (or the field is left blank), then the basic hours shown on the payslip will be based on the job schedule hours rather than any approved clockings (this option is only available for users who have the time and attendance module).
• AUTO_POPULATE_APPROVED_OVERTIME_HOURS - this is a YES/NO field. If YES is filled in, then any approved overtime will be added to payroll. If NO is selected (or the field is left blank), then any overtime approved in T&A will not be added to the payslip (this option is only available for users who have the time and attendance module). 
• DEFAULT_CLOCKED_HOURS_AS_BASIC - this is a YES/NO field. If YES is filled in, then any approved time logs will be approved as basic hours. If NO is selected (or the field is left blank), then time logs will be approved as overtime if the hours exceed the shift hours (this option is only available for users who have the time and attendance module). 
• CLOCKS_OUT_FOR_BREAK - this is a YES/NO field. If YES is filled in, then the system will expect 1 shift to have a punch in, a punch out (for break), another punch in, and a punch out at end of day. If NO is selected (or the field is left blank), then the system will expect a punch in (at start of day) and a punch out (at end of day). The system will then automatically deduct any unpaid break from the clocked hours (this option is only available for users who have the time and attendance module). 
• USE_OVERTIME_CONCESSION - this refers to whether the employee is opting in or out of the overtime concession tax. The system will then see whether or not the employee is eligible for the concession tax depending on the criteria listed here. This is a YES/NO field. If YES is filled in then the employee is opting in for the concession tax. If NO is selected (or the field is left blank), then the employee is opting out. 

Custom Fields

If you have any custom fields set in the employee's details page, you may upload the contents of each employee's custom fields in bulk too. To do so, refer to the last tab in the employee onboarding sheet template:


Here, you will see a list of all the custom fields set up on your account. To upload the custom field data of your employees, simply copy the names of the custom fields found in this tab to the first (employees) tab, and populate the data.

After doing so, save the template and upload it to Talexio.

Once you have uploaded successfully, you will see a green tick mark:

The next step in the onboarding process is the other upload templates in the People section.  

Updating Data

What if an employee already has data and you need to only update a field or add data to an employee who already exists?

In that case, you can use this same template, and input the employee code and the field you need to fill in. After uploading, you will get a pop up window warning you that you are updating your data:

Select Yes, and the data will update.