This guide explains how HR Administrators can load data into SimplyMerit after the initial import, including updating existing records, adding new employees, correcting data, and removing terminated employees. Subsequent uploads can be performed at any time, even mid-cycle, while managers are actively working in the application.
Overview of Subsequent Data Uploads
SimplyMerit allows you to:
Load all data at once or in multiple passes
Refresh data from your HRIS system of record at any point
Update only specific fields for selected employees
Fields marked as 'Required' in the data dictionary are required only during the initial import.
For all subsequent uploads, EMP_ID is the only required field.
How Subsequent Uploads Are Processed
When a subsequent upload is processed, SimplyMerit applies the following logic:
If the EMP_ID does not exist, a new employee record is created
If the EMP_ID already exists, the employee record is updated
Only the fields included in the file are updated
Fields not included in the file remain unchanged
This allows you to upload small, targeted files without reloading all employee data.
Subsequent uploads can be used to:
Load all or part of your employee population
Add new employees in small batches
Correct specific data fields for existing employees
Modifying Employee Information
If you need to modify employee information (such as changing data values, moving employees to a new manager, or correcting records), you can:
Edit individual employees via Configuration → Employee Information, or
Upload a modification CSV containing only the employees and fields that need to be changed
This approach avoids unnecessary reprocessing of unchanged data.
Important: Avoid Overwriting Manager Decisions
Extra care must be taken when performing subsequent uploads after managers have begun making entries.
If a field is included in a subsequent upload, its value will overwrite any value currently in SimplyMerit, including values entered by managers.
For example:
If a manager has entered a Merit % for an employee
And a subsequent upload includes a value in the
merit_percentfieldThe uploaded value will overwrite the manager’s entry
To preserve manager-entered data, do not include fields you do not intend to update.
Example: Uploading a Modification CSV
Subsequent uploads require only EMP_ID and the fields being modified.
For example, to update the salary for employee 100:
| EMP_ID | WAGES |
|---|---|
| 100 | 45000 |
Only the WAGES value for employee 100 will be updated.
Updating Email Addresses
Email addresses may be updated at any time using a subsequent upload containing:
EMP_ID
EMAIL
If the employee is a manager, you must resend their invitation from
Configuration → Manager Activity so they can log in using the new email address.
Removing a Terminated Employee
To remove a terminated employee from SimplyMerit, upload a file containing:
EMP_ID
term_date
Populate the termination date with a valid date.
Once processed:
The employee is removed from SimplyMerit
Budgets are updated accordingly
Columns to Avoid on Subsequent Uploads
To prevent overwriting manager decisions, avoid including the following columns in subsequent uploads unless an overwrite is intentional:
| Column Name | Description |
|---|---|
| merit_percent | Preloaded merit percentage |
| promotion_percent | Preloaded promotion percentage |
| other_percent | Preloaded other adjustment percentage |
| lump_sum_amount | Preloaded lump sum amount |
| comment | Salary adjustment comments |
| incentive_program_X_comment | Incentive program comments |
| incentive_program_X_performance_factor | Bonus attainment percentage |
| grant_X_comment | Equity program comments |
| grant_X_quantity | Equity grant quantity |
Including any of these fields will overwrite values entered by managers.
Best Practices for Subsequent Uploads
Include only EMP_ID and the fields you intend to update
Start with small test files when making corrections
Avoid uploading compensation fields mid-cycle unless necessary
Validate EMP_ID values carefully
Use the Data Dictionary for correct field names and formats
Omit manager-editable fields to preserve their work
Summary
Subsequent data uploads provide flexible, targeted updates to employee records without requiring a full data reload. By including only the fields that need to be changed—and avoiding manager-editable fields—you can safely maintain accurate data while protecting manager decisions throughout the compensation cycle.
→ Next : Guide: Admins Getting Started Part 9 - Preloading Data
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