Table of Contents
Disclaimers
The average processing time for data imports is 2 working days. However, we request 3 to 5 working days to allow for any potential issues with your data. The import process will only begin once all required data has been fully and correctly provided.
We also request that you do not begin using Crystal Payroll for your regular pay runs until we have confirmed that your data import is fully completed. Crystal Payroll accepts no liability for any data loss or incomplete transfers resulting from using the system before your import has been finalised.
Full History Import
Migration Service
We extract current employee details and up to 52 weeks of pay history from your backup file (for offline systems) or from your account (for online systems), and import this data into your Crystal Payroll account. We also import your leave balances based on the data you provide using our Leave Import Template.
Standard Price
$19 per employee per year of data.
Import Results
The following data is transferred:
- Employee details.
- If you are transferring from MYOB Exo, please note that we are unable to extract salary details or the employer KiwiSaver contribution percentage from the employee dataset. Instead, we calculate these based on the latest pay run. This may occasionally result in incorrect employee details. We recommend carefully checking these details after the migration and notifying us if any amendments are required.
- At least52 weeks of pay history, including at minimum:
- Gross earnings, PAYE, KiwiSaver employee contributions, KiwiSaver employer contributions, ESCT, and net pay.
- Where possible, we also try to extract: student loan deductions, child support, post-tax allowances and deductions, hours paid, and days paid.
- Leave balances.
- Note: The accrued annual leave balance is not often matched exactly, as different systems calculate this estimate differently. We can force a match on request; however, this may result in employees receiving more or less than four weeks’ entitlement at their next annual leave anniversary. Crystal Payroll accepts no liability for non-compliance with legislation if discrepancies occur.
The following data is NOT transferred:
- Exact leave pay rates and leave liabilities.
- Regular allowance and deduction setups.
- Secondary bank accounts (only the primary bank account is transferred).
- Allowance/deduction codes and descriptions.
- Job/pay codes and descriptions.
READ: We can accurately calculate annual leave pay rates using gross earnings; however, every payroll system is different, so these rates may not exactly match your previous system.
We are unable to accurately calculate average daily pay from pay history alone, as in most cases we cannot extract the number of days paid. If this is essential for your setup, you can complete our AHR and ADP Override Template, and we will import the days paid for you.
Note: All of the above data can only be transferred in full when migrating from Crystal-to-Crystal, as the data is already stored within the system.
Required Data
| Current System | Requirements |
|---|---|
| MYOB Ace Payroll, MYOB Exo (Comacc), MYOB IMS, MYOB Payroll | Backup File + Leave Import Template |
| Employment Hero, iPayroll, MYOB Business Payroll, PaySauce, Smartly, Xero | Login Access + Leave Import Template |
| Crystal Payroll | Company Code |
| ThankYou Payroll, PayHero | Login Access + Leave Import Template + We need to check if the reporting is sufficient, as some accounts may not be eligible |
Leave Import Template Download Link
READ: We still require you to complete the Leave Import Template, as you know your employees best. To ensure accuracy with leave balances, it is your responsibility to run the relevant leave reports from your previous system and populate our template.
(OPTIONAL): AHR and ADP Override Template
Optionally, you can complete the AHR and ADP Override Template to bring over days paid and hours paid, ensuring that Average Daily Pay calculations are accurate when you go live with Crystal Payroll. This is only necessary if you are unable to pay the Relevant Daily Pay rate for staff taking FBAPS leave (Family Violence, Bereavement, Alternative, Public Holiday, Sick leave).
Upload Service
Using the pay history and employee details you provide via our Pay History Import Template and Employee Import Template, we import your employee information into your Crystal Payroll account.
Standard Price
Free.
Import Results
The following data is transferred:
- Employee details.
- At least 52 weeks of pay history.
- Specifically, we can import any information you provide that corresponds to the columns in the template. At a bare minimum, this is just the gross earnings and nothing else.
- Leave balances.
- Note: The accrued annual leave balance is not often matched exactly, as different systems calculate this estimate differently. We can force a match on request; however, this may result in employees receiving more or less than four weeks’ entitlement at their next annual leave anniversary. Crystal Payroll accepts no liability for any such discrepancies if they occur.
The following data is NOT transferred:
- Exact leave pay rates and leave liabilities (see note below).
- Regular allowance and deduction setups.
- Secondary bank accounts (the primary bank account will be transferred).
- Allowance/deduction codes and descriptions.
- Job/pay codes and descriptions.
READ: We can accurately calculate annual leave pay rates from the gross earnings, and average daily pay from the gross earnings and days paid; however, every system is different, so these figures may not exactly match your previous system.
Required Data
| Previous System | Requirements |
|---|---|
| All Systems | Pay History Import Template + Employee Import Template |
Pay History Import Template Download Link
Employee Import Template Download Link
Master File
Migration Service
We extract current employee details from your backup file (for offline systems) or from your account (for online systems) and import them into your Crystal Payroll account. We also import your leave balances using the data you provide via our Leave Import Template.
Standard Price
$9 per employee.
Import Results
The following data is transferred:
- Employee details.
- If you are transferring from MYOB Exo, please note that we are unable to extract salary details or the employer KiwiSaver contribution percentage from the employee dataset. You will need to provide this information to us.
- Leave balances.
- As we are not transferring pay history, the annual leave available and accrued balances are combined into a single balance and imported as available annual leave.
The following data is NOT transferred:
- Leave pay rates and leave liabilities (see note below).
- Pay history (e.g. gross pay, tax, KiwiSaver, etc).
- Regular allowance and deduction setups.
- Secondary bank accounts (the primary bank account will be transferred).
- Allowance/deduction codes and descriptions.
- Job/pay codes and descriptions.
READ: We cannot calculate leave pay rates as we do not have the gross earnings. Additionally, the annual leave balance is imported as available and is not split between accrued and available leave. This is generally only an issue if you do not allow employees to take leave in advance.
Note: These last four marked items can only be transferred in full when migrating from Crystal-to-Crystal, as the data is already stored within the system.
Required Data
| Current System | Requirements |
|---|---|
| MYOB Ace Payroll, MYOB Exo (Comacc), MYOB IMS, MYOB Payroll | Backup File + Leave Import Template |
| Employment Hero, iPayroll, MYOB Business Payroll, MYOB Essentials, PayHero, PaySauce, Smartly, ThankYou Payroll, Xero | Login Details + Leave Import Template |
| Crystal Payroll | Company Code |
Leave Import Template Download Link
READ: We still require you to complete the Leave Import Template, as you know your employees best. To ensure accuracy with leave balances, it is your responsibility to run the relevant leave reports from your previous system and populate our template.
Upload Service
Using the employee details you provide via our Employee Import Template, we import your employee information into your Crystal Payroll account.
Standard Price
Free.
Import Results
The following data is transferred:
- Employee details.
- Leave balances.
- As we are not transferring pay history, the annual leave available and accrued balances are combined into a single balance and imported as available annual leave.
The following data is NOT transferred:
- Leave pay rates and leave liabilities (see note below).
- Pay history (e.g. gross pay, tax, KiwiSaver, etc).
- Regular allowance and deduction setups.
- Secondary bank accounts (the primary bank account will be transferred).
- Allowance/deduction codes and descriptions.
- Job/pay codes and descriptions.
READ: We cannot calculate leave pay rates as we do not have the gross earnings. Additionally, the annual leave balance is imported as available and is not split between accrued and available leave. This is generally only an issue if you do not allow employees to take leave in advance.
Required Data
| Previous System | Requirements |
|---|---|
| All Systems | Employee Import Template |
Employee Import Template Download Link
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