❗If you use average holiday pay this must be setup before you run a payroll in TELUS Farm Payroll.
Creating the holiday pay import file
In Earnie go to:
Reports >Multi-period reports > Weekly Average Gross Report. (If you don’t have this report available please go to Reports> Library Selection > Multi Period Reports, click on “Weekly Average Gross Report” and Select)
Under Detail Level select All Payments
Click Selection and select all required employees (we recommend only selecting current employees to prevent uploading data for leavers)
You may wish to create an initial file for one employee and import this to check the figures in TELUS Farm Payroll to become familiar with the process, before repeating it for all other required employees.
Print the report off or alternatively you can export as a csv file.
Check the file to ensure it includes the correct hours for average holiday pay; this will usually be the standard working hours for that pay period.Download the template for the average holiday pay here
Add your employee details to the template
💡The csv file must be in this format:
Column A - Payroll Code - Employee payroll code
Column B - Pay Date - ensure no future dates in here
Column C - Tax Year - for 2024/25 tax year should say 2024, for 2025/26 year it should say 2025
Column D - Tax Period e.g. 1-12 monthly, 1-53 weekly
Column E - Frequency. For weekly payroll enter Weekly, for 2 weekly payroll enter Fortnightly, and for monthly payroll enter Monthly, four weekly is FourWeekly
Column F - Pay for Average Holiday Pay - amount with no commas
Column G - Hours for Average Holiday Pay. Minutes must be in decimals for part days, not fractions e.g. 0.5 instead of 1/2
Column H - SXP only - TRUE/FALSE - If someone was on maternity leave you would enter TRUE here as that week would be skipped by the average calculation
❗Before importing the file you should check the figures look correct.
Finding any issues at this stage will save time and prevent errors.
When you have checked the file it must be saved as a csv in an easy to find location.
Importing the average holiday pay file
In TELUS Farm Payroll you need to check that the employer has average holiday pay set up.
Click on the Company Name at the top right > Edit Details > Leave
Ensure that average holiday pay is set up. If not click on Add Average Holiday Pay Scheme
Next ensure that all employees on average holiday pay are set up correctly.
Go to Employees > select employee > click Leave > Leave Settings:
Repeat this check for all relevant employees.
Then import the average holiday pay file for all affected employees.
Go to Employees and select one of the employees.
Select the Leave tab
Go to Settings > Pay History for Average Holiday.
Select Import.
Select csv file and click to upload the average holiday pay file.
Finish by checking that the information you have imported is correct by:
Go to Employees and select one of the employees.
Select the Leave tab
In here use the year selector in the top left to choose previous tax years.
Please note if any changes are needed you can delete incorrect/unwanted figures manually one week or month at a time. Importing a new file will add to the existing figures.
Video Tutorial - TELUS Farm Payroll - Average Pay Holiday Scheme