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

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)

SimplyMerit uses CSV files for data imports. If there are validation errors, your data will not be saved, and you will have the opportunity to correct those errors in the upload file.

Recommended Method: Dynamic Imports

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. Select 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 through the ADP Connector.

User Roles and Access Created From Imports

Employee imports help SimplyMerit determine user role and access setup.

Admin or non-admin status

Use the is_admin field to identify whether a user should be an administrator.

• is_admin = yes gives the user admin access.
• is_admin = no keeps the user in a non-admin role.

The primary admin retains admin access even if the import would otherwise remove it.

Manager or employee classification

After import, SimplyMerit reviews the reporting hierarchy.

• A non-admin user with one or more direct reports is classified as a manager.
• A non-admin user with no direct reports is classified as an employee.

This means managers are determined by the imported reporting relationships, not by a separate manager-only import field.

Access settings after import

User access settings can be reviewed and adjusted on Configuration → User Control, including:

• Core Access
• Planning Access
• Portal Access
• View Only
• Receive Emails

If a user can sign in but has limited access, review User Control to confirm whether they have the appropriate Planning Access or Portal Access for the area they need.

Supported Fields and Data Dictionary

For a complete list of supported import fields, refer to the 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.

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

Use this option when each employee participates in five or fewer incentive programs. Each employee appears on a single row in the CSV, and multiple incentive programs are listed across columns on that row.

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

Use this option when employees may participate in more than five incentive programs. Each incentive program is entered on its own row, and multiple rows may exist for the same employee.

Important: 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, use a separate incentives export to retrieve the complete 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.

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

Use this option when each employee receives five or fewer equity grants. Each employee appears on a single row in the CSV, and multiple equity grants are listed across columns on that row.

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

Use this option when employees may receive more than five equity grants. Each equity grant is entered on its own row, and multiple rows may exist for the same employee.

Important: 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, use a separate equity export to retrieve the complete data set.

Specialized CSV Imports

Some data must always be imported using 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 through Dynamic Imports and must be handled through this importer or Employee Information.

Options to Assign Delegates to Managers

Delegates can be assigned to managers in two supported ways.

Option 1: Update Delegates in Employee Information

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

1. After employees have been imported, 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 Delegate EMP ID field.
4. Select Save Changes.

Multiple employee IDs may be entered if comma-separated.

To unassign a delegate, delete the EMP_ID value from the Delegate EMP ID field and save the change.

Option 2: Delegates CSV Import File

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

1. Navigate to Configuration → Data Import.
2. Download the Delegates Template.
3. Enter the manager’s EMP_ID in the EMP_ID column.
4. Enter the delegate’s EMP_ID in the delegate_id column on the same row.
5. Save the file as a CSV.
6. Upload the completed CSV file using Import Delegates Data File.

After delegates have been assigned, use Configuration → System Control → Send Delegate Invitations when invitations need to be sent.

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.

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

The extracted file must still be reviewed and validated before upload. After review, the file is uploaded using the Dynamic Importer.

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

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, such as Delegates and Exceptions, separately.
• Test imports in smaller batches if making major changes.
• Save mappings in Dynamic Imports for consistency.
• Review User Control after import if user access needs to be confirmed.

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 helps ensure clean data, accurate roles, correct hierarchy, and a smooth compensation cycle.

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

→ Next: Guide: Admins Getting Started Part 08 - Subsequent Data Uploads