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Guide: Admins Getting Started Part 07 - Importing Employee and Compensation Data

Daniel Norris
Updated

This guide explains how HR Administrators import employee, compensation, and related data using the available import tools. It also clarifies which import methods are recommended, optional, or used only in specific scenarios.

Overview of Data Import Options

Navigate to Configuration → Data Import to access all import tools.

There are multiple import paths available, depending on your HRIS and the type of data being imported. The primary methods include:

  • Dynamic Imports (recommended)

  • Universal CSV imports

  • HRIS-specific imports (ADP, Namely)

  • Specialized CSV imports (Delegates, Employee Exceptions)

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Please note that SimplyMerit uses .csv (comma-separated value) format for the data import files.

If there are validation errors, your data will not be saved to SimplyMerit, and you will have the opportunity to correct those errors in the upload file. The failure email will contain a link that enables you to view the validation errors directly within SimplyMerit.

Recommended Method: Dynamic Imports

What Dynamic Imports Are

Dynamic Imports are the recommended method for importing employee and compensation data.

They guide you through:

  • Uploading a CSV file

  • Auto-mapping your columns to SimplyMerit fields, with overrides available

  • Saving mappings for future use

SimplyMerit learns and remembers your mappings, making future imports faster and more consistent.

Dynamic Imports support both full and partial CSV uploads, making them suitable for initial data loads as well as ongoing updates throughout the cycle.

Starting a Dynamic Import

  1. Select the Dynamic Imports tab

  2. Click Start New Import

  3. Upload a full or partial CSV file

  4. Map your file columns to SimplyMerit fields

  5. Validate and complete the import

Dynamic Imports can be used for:

  • Initial employee data loads

  • Ongoing updates from your HRIS

  • Partial updates for specific employee groups

Dynamic Imports are also the recommended upload method for reviewed HRIS extracts, including files generated via the ADP Connector.

Supported Fields and Data Dictionary

For a complete list of supported import fields: SimplyMerit Data Dictionary

Universal CSV Imports

The Universal tab provides traditional CSV templates for organizations that prefer manual file preparation.

 

Full CSV Import

The Full CSV Import is typically used for:

  • Initial system setup

  • Full refreshes of employee and compensation data

Steps:

  1. Download the Full Template

  2. Populate it with your company’s compensation data

  3. Upload the file using Import Compensation Data File

Best practice:
On subsequent uploads, include only employees who need to be updated. This helps prevent unintended overwrites.

Incentives CSV Import

Use the Incentives CSV Import to load bonus or incentive program data.

Steps:

  1. Download the Incentives Template

  2. Populate incentive data from your source system

  3. Upload the file using Import Incentives Data File

Employee ID and Incentive Name must match exactly for updates to apply correctly.

This import is intended for program-level incentive data, not employee census updates.

Options for Uploading Incentives Data

There are two supported ways to structure incentives data in the Incentives CSV import. Choose the option that best matches how many incentive programs each employee participates in.

Option 1: Programs Display as Individual Rows (Limit of 5 Programs)

Use this option when each employee participates in five or fewer incentive programs.

With this approach:

  • Each employee appears on a single row in the CSV

  • Multiple incentive programs are listed across columns on that row

  • The template supports a maximum of five incentive programs per employee

This option is typically used when incentive participation is limited and consistent across employees.

Option 2: Programs Display in Multiple Rows (Unlimited Programs)

Use this option when employees may participate in more than five incentive programs.

With this approach:

  • Each incentive program is entered on its own row

  • Incentive programs are listed under the INCENTIVE_PROGRAM_1_* columns

  • Multiple rows may exist for the same employee, one per incentive program

  • There is no limit to the number of incentive programs per employee

This option is recommended for organizations with complex or highly variable incentive structures.

Important Note
When exporting final data at the end of the compensation process, the main Final Employee Data export includes updated salary data and a maximum of five incentive program records per employee.

If an employee has more than five incentive programs, a separate incentives export must be used to retrieve the complete incentives data set.

Equity CSV Import

Use the Equity CSV Import to load equity grant data.

Steps:

  1. Download the Equity Template

  2. Populate equity grant data

  3. Upload the file using Import Equity Grants Data File

Employee ID and Equity Name must match exactly.

Options for Uploading Equity Data

There are two supported ways to structure equity data in the Equity CSV import. Choose the option that best matches how many equity grants each employee receives.

Option 1: Programs Display as Individual Rows (Limit of 5 Programs)

Use this option when each employee receives five or fewer equity grants.

With this approach:

  • Each employee appears on a single row in the CSV

  • Multiple equity grants are listed across columns on that row

  • The template supports a maximum of five equity grants per employee

This option is best suited for organizations with a limited number of equity grant types per employee.

Option 2: Programs Display in Multiple Rows (Unlimited Programs)

Use this option when employees may receive more than five equity grants.

With this approach:

  • Each equity grant is entered on its own row

  • Grants are listed under the GRANT_1_* columns

  • Multiple rows may exist for the same employee, one per grant

  • There is no limit to the number of equity grants per employee

This option is recommended for organizations with complex equity structures or multiple award types.

Important Note
When exporting final data at the end of the compensation process, the main Final Employee Data export includes updated salary data and a maximum of five equity grant records per employee.

If an employee has more than five equity grants, a separate equity export must be used to retrieve the complete equity data set.

Specialized CSV Imports

Some data must always be imported using their dedicated CSV tools, not the Dynamic Importer.

 

Delegates CSV Import

Use this import to assign delegates to managers.

Steps:

  1. Download the Delegates Template

  2. Populate delegate assignments

  3. Upload the file using Import Delegates Data File

Best practice:
On subsequent uploads, include only records that need to be changed. Ensure Employee ID and Delegate ID match exactly.

Delegate assignments cannot be managed via Dynamic Imports and must always be handled through this importer.

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Options to Assign Delegates to Managers

Delegates can be assigned to managers in two supported ways. Choose the method that best fits how many assignments you need to manage and how frequently they change.

Option 1: Update Delegates in Employee Information

Use this option when assigning or updating delegates one manager at a time.

Steps:

  1. After employees have been imported into SimplyMerit, navigate to
    Configuration → Employee Information.

  2. Locate the manager who needs a delegate assigned and select Edit.

  3. Enter the delegate’s EMP_ID in the field labeled Delegate EMP ID.

  4. Select Save Changes to save the assignment.

Multiple employee IDs may be entered if comma-separated.
 

To unassign a delegate:

  • Delete the EMP_ID value from the Delegate EMP ID field

  • Select Submit to save the change

This method is best suited for small updates or one-off changes.

Option 2: Delegates CSV Import File

Use this option when assigning delegates in bulk or managing delegate relationships across many managers.

Navigate to Configuration → Data Import, then scroll to the Delegates CSV Import section and select Download Delegates Template.

Step 1: Add Data to the Delegates CSV Template

In the template file:

  1. Enter the manager’s EMP_ID in the EMP_ID column

  2. Enter the delegate’s EMP_ID in the delegate_id column on the same row

  3. Save the file as a CSV (without UTF encoding)

Best practice:
On subsequent uploads, include only the records that need to be modified. Ensure Employee ID and Delegate ID match exactly.

Step 2: Upload the Delegates CSV File

  1. Navigate to Configuration → Data Import → Universal

  2. Locate the Delegates CSV Import section

  3. Upload the completed CSV file using Import Delegates Data File

Step 3: Invite Delegates to SimplyMerit

After delegates have been assigned, they must be invited to access SimplyMerit.

Steps:

  1. Navigate to Configuration → System Control

  2. Select Send Delegate Invites to send bulk invitations

A user will not receive multiple invitations if they have previously accepted an invitation and established a password.

Choosing the Right Option

  • Use Employee Information for quick, individual updates

  • Use the Delegates CSV Import for bulk assignments or large updates

Both methods ultimately control the same delegate relationships.

Employee Exceptions CSV Import

Use this import to apply employee-specific budget or eligibility exceptions.

Steps:

  1. Download the Employee Exceptions Template

  2. Populate exception assignments

  3. Upload the file using Import Employee Exceptions Data File

This importer is always used independently of Dynamic Imports and is intended for targeted, employee-level overrides.

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HRIS-Specific Imports

 

ADP Import (Optional Add-On)

The ADP tab is only available if your organization has purchased the ADP Connector add-on.

This connector allows SimplyMerit to:

  • Pull employee census data directly from ADP

  • Automatically format the data into a SimplyMerit-ready CSV

Steps:

  1. Purchase the ADP Connector via the ADP Marketplace.

  2. Complete the consent step (automated).

  3. Click Extract ADP to generate a CSV file.

Important notes:

  • The extracted file must still be reviewed and validated

  • Terminated employees should be removed

  • Because ADP configurations vary widely, data accuracy must be confirmed

  • After review, the file is uploaded using the Dynamic Importer

This approach saves time by pre-formatting ADP data, but does not eliminate the need for review.

Namely Import (HRIS-Specific)

The Namely import tabs should only be used if your HRIS is Namely.

Two import options are available:

  • Namely General CSV Import

  • Namely Incentives CSV Import

Steps:

  1. Download the appropriate Namely template.

  2. Extract reports from Namely.

  3. Map the data into the template.

  4. Upload the file using the provided import section.

If your HRIS is not Namely, these tabs should not be used.

Best Practices for Data Imports

  • Use Dynamic Imports whenever possible

  • Review all data before importing, regardless of source

  • Exclude terminated employees unless explicitly required

  • Use specialized importers (Delegates, Exceptions) separately

  • Test imports in smaller batches if making major changes

  • Save mappings in Dynamic Imports for consistency

  • Salary vs. Hourly Employees The “WAGES” column may contain an employee’s annual salary (exempt) or their hourly rate (non-exempt). To identify an employee’s status, enter either “exempt” or “non-exempt” in the “flsa_status” column. This column is the only way that SimplyMerit knows whether the value in the “WAGES” column is either an annual salary (“exempt”) or an hourly rate (“non-exempt”).

Summary

SimplyMerit provides multiple data import paths to support different HRIS systems and data types. Dynamic Imports are the recommended approach for most scenarios, while specialized CSV imports and HRIS-specific tools support targeted use cases.

Understanding which import method to use ensures clean data, reduces errors, and keeps your compensation cycle running smoothly.

→ Next : Guide: Admins Getting Started Part 8 - Subsequent Data Uploads

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