Answer
To save time, you can import a certain amount of employee data into Lightning Payroll using a CSV spreadsheet. This is done under Employees >> Actions >> Import Employees From CSV.
Please see our example spreadsheet here or see below for what fields can be imported and their expected format. Fields are optional, but we recommend filling out as much as possible. All fields and additional information such as shifts, allowances, etc are editable in the main employee profile after import is completed.
Required Information
The file import process will create an employee record so long as at least one of a CSV row's columns has a value. If the file is empty or a row is completely blank, no employee record will be created.
It is strongly recommended to include as much information as possible in each employee's row. This helps avoid validation errors when processing Single Touch Payroll (STP) with the ATO.
When sending STP for the first time, Lightning Payroll will detect most missing employee information and notify you to help prevent invalid submissions.
The following fields are required for STP submissions:
tax_file_numberfirst_namelast_namedate_of_birthaddress1citystatepostcodestart_dateemployment_status
You should also ensure each employee’s tax settings match their TFN declaration. Relevant fields include:
is_foreign_residentis_closely_heldhas_claimed_tax_free_thresholdhas_help_liabilityhas_sfss_liability
| Field Name | Description | Format | Example |
|---|---|---|---|
| first_name | Employee's first name | Text | John |
| last_name | Employee's last name | Text | Smith |
| number | Unique employee number or ID (for your internal use only) | Text | 1023 |
| address1 | Primary street address of the employee | Text | 123 Elm St |
| address2 | Additional address information | Text | Apt 4 |
| city | City where the employee resides | Text | Sydney |
| state | State where the employee resides | Text | NSW |
| postcode | Postal code for the employee's address | Text | 2000 |
| country | Country of residence | Text | AU |
| email_address | Employee's email address | Email format | john.smith@example.com |
| phone_home | Employee's phone number | Text | 0298765432 |
| has_spouse | Indicates if the employee has a spouse | Boolean (True/False) | True |
| date_of_birth | Employee's birth date | YYYY-MM-DD | 1985-07-15 |
| num_dependent_children | Number of dependent children | Text | 2 |
| tax_file_number | Employee's tax file number | Text | 123456789 |
| is_foreign_resident | Indicates if the employee is a foreign resident | Boolean (True/False) | False |
| is_closely_held | Indicates if the employee is closely held within the company | Boolean (True/False) | False |
| has_claimed_tax_free_threshold | Indicates if the tax-free threshold is claimed | Boolean (True/False) | True |
| has_help_liability | Indicates if the employee has a higher education loan | Boolean (True/False) | True |
| has_sfss_liability | Indicates if the employee has a student financial supplement scheme liability | Boolean (True/False) | False |
| kin_name | Name of next of kin | Text | Jane Doe |
| kin_relationship | Relationship of next of kin to the employee | Text | Sister |
| kin_address1 | Next of kin's primary address | Text | 456 Oak St |
| kin_address2 | Additional address information for next of kin | Text | Level 4 |
| kin_city | City where the next of kin resides | Text | Brisbane |
| kin_state | State where the next of kin resides | Text | QLD |
| kin_postcode | Postal code for the next of kin's address | Text | 4000 |
| kin_phone_home | Home phone number of next of kin | Text | 0423456789 |
| leave_loading | Indicates if the employee get 17.5% annual leave loading? | Boolean (True/False) | True |
| pay_period | Frequency of payroll (weekly, fortnightly or monthly) | Text | weekly |
| start_date | Date when employment started | YYYY-MM-DD | 2020-01-10 |
| pay_rate_per_hour | Hourly pay rate | Text | 25.00 |
| position | Job title or position | Text | Manager |
| employment_status | Employment type | Text | Full time |
| department | Department where the employee works | Text | Human Resources |
| rdo_days | Rostered days off accumulated (in days) | Text | 12 |
| annual_leave_hours | Total hours of annual leave accrued | Text | 120 |
| personal_leave_hours | Total hours of personal or sick leave accrued | Text | 80 |
| lsl_leave_hours | Long service leave hours accrued | Text | 30 |
| bank_bsb | Bank/state/branch number for payroll deposit | Text | 987-654 |
| bank_account_number | Employee's bank account number | Text | 87654321 |
| bank_account_name | Name on the bank account | Text | John Smith |
| default_employee_fund_member_number | Employee’s super fund account/member number | Text | 12345678 |
| default_employee_fund_usi | Unique Superannuation Identifier (USI) of the employee’s default fund | Text | STA0100AU |
If both default_employee_fund_member_number and default_employee_fund_usi are populated, Lightning Payroll will automatically configure the employee’s super settings and create provider objects — as long as the USI is valid. If an employee has multiple super funds, you can add these secondary funds after import.
Lightning Payroll downloads the official super fund list daily from the ATO’s fund validation service. You can check if a USI is valid using our online tool here: https://update.lightningpayroll.com.au/usi-validator.