BDESE payroll data

The Payroll tab shows where the remuneration used by the BDESE comes from and lets you import it when your payroll software is not connected. This remuneration feeds the remuneration indicators of the Data tab and the gender equality index. Illizeo calculates no salary and estimates none: it takes those your payroll actually paid. This article explains how to read a year’s coverage, import a file, and correct or undo an import. It is intended for HR.

Before you start #

• The BDESE module must be installed for your workspace and opened to you. The tab is reached through BDESE › Payroll.
• The tab requires the BDESE data entry right. At Access level, you read the coverage. At Execute level, you also see the Imports card and can import, download rejections and undo an import, because these actions touch personal salary data. The delivered HR and Administrator roles have both levels.
• Designated contributors and members of the works council (CSE) have no access to this tab.
• You only see the databases of the entities your role covers.

Where remuneration comes from #

For each employee and each month, the BDESE keeps a single source, in this order of priority:

1. Silae, when the payroll software is connected;
2. the file imported in this tab;
3. the Budget actuals.

Nothing is estimated from the salaries on employee records. Without payroll for a year, the remuneration indicators stay empty.

Reading a year’s coverage #

1. Choose the database (BDESE list, if there are several) and the Year: the current year or one of the four previous ones.
2. Read the Coverage card: Employees of the database, With payroll and Months covered on average.
3. Under By source, the Silae, File and Budget badges give the number of employees covered by each source.

Compare With payroll with Employees of the database to spot employees without remuneration, and Months covered on average with the number of months elapsed to spot missing months. The coverage shows no amount. If there is no remuneration for the year, a notice says so: “No remuneration for this year: import a file or connect Silae. Nothing is estimated.”

Preparing the file #

1. In the Imports card, click Download the template.
2. Open the CSV file: semicolon separator, columns matricule (employee ID), mois (month), brut (gross), primes (bonuses), avantages (benefits) and heures (hours), and one example line.
3. Fill it in from your payroll software’s export: one line per employee and per month, as paid by the payroll.

Employee ID, month and gross are mandatory; bonuses, benefits and hours are optional. The employee ID is the one on the employee record in Illizeo. The month is written YYYY-MM or MM/YYYY. Headers are also recognised in other languages, including English (for example employee id, month, gross). An Excel file (.xlsx, .xls) works too.

Importing a file #

1. Click Import a file. The “Import paid remuneration” dialog opens.
2. Choose the file in CSV or Excel file.
3. For a CSV, check the CSV encoding: UTF-8, Windows-1252 (Excel) or ISO-8859-1. If an accented header is not recognised, change the encoding: the file is read again.
4. The file is simulated straight away: “Simulation: N ready, N would replace an imported month, N rejected. Nothing was written.”
5. Go through the table: Line, Employee, Month, Gross and Status. A line is Ready, Replaces a month already imported (the old gross is shown struck through next to the new one) or is Rejected, with its reason.
6. Click Import. The summary appears: “Import done: N new, N replaced, N rejected.” Click Close.

The Import button stays greyed out as long as no line can be imported. Rejected lines do not prevent the others from being imported.

Rejection reasons #

• “Employee ID is missing.” or “Unknown employee ID: …”: the ID is not that of an employee record.
• “Unreadable month (expected YYYY-MM or MM/YYYY).”
• “Unreadable gross amount.” or “Unreadable value in column …”.
• “Duplicate of line N (same employee, same month).”

If the file lacks a mandatory column, the dialog shows “Columns not found: …” and nothing is simulated.

Replacing a month already imported #

To correct an amount, simply import a file that again contains that employee and that month. The simulation marks the line Replaces and shows the old gross struck through next to the new one, with the note “Replaces the amount already imported for this month.”. After the import, the new amount is used; the old one is only restored if you undo this import. If Silae also covers that month, Silae remains the one used.

Following imports, downloading rejections, undoing #

The Imports card lists the latest 50 imports: Date, By, File, Accepted, Rejected and Status (Imported, Partial or Cancelled). Simulations are not listed.

Downloading rejected lines #

On an import with rejections, click Rejections (CSV): the file lists each rejected line, its employee ID and its reason. Correct them in your file, then import it again: months already imported will be replaced.

Undoing an import #

1. Click Cancel on the import’s row.
2. Read the confirmation: the remuneration lines the import created are deleted, and those it replaced get their previous value back.
3. Click Cancel the import (or Keep to back out). The status changes to Cancelled.

Bringing the remuneration into the BDESE #

An import writes nothing into the fiscal year itself. To update the remuneration indicators (average monthly remuneration, ten highest remunerations, share of bonuses…), open the Data tab and click Calculate: the values then carry the imported badge. If the fiscal year is already submitted or published, it is no longer recalculated: open an update first. See Entering, validating and publishing data. The equality index also reads this remuneration: see Calculating and publishing the gender equality index.

Good to know #

• For the same month, Silae always prevails over the file, and the file over the Budget.
• Imports apply to the whole workspace, not to a single database: lines are stored by employee and by month, then each database uses its own employees.
• A re-imported month replaces the previous one for the same employee.
• After an import or an undo, run Calculate again in the Data tab; a submitted or published fiscal year is no longer recalculated.
• In the indicators, an average based on too few people is hidden by statistical confidentiality.
• The file is read in your browser: only its lines are sent, not the file itself.
• An import accepts up to 20,000 lines.

Frequently asked questions #

Why are my lines rejected with “Unknown employee ID”? #

The ID in the file must be the one on the employee record in Illizeo. Check that it matches, and that the record exists.

The remuneration indicators stay empty. #

Either there is no payroll for the year (“With payroll” is 0 in the coverage), or the calculation has not been run again in the Data tab since the import.

“Columns not found” although the columns are there. #

The chosen encoding probably does not match the file’s, and an accented header (such as “période”) is misread. A CSV saved from Excel is often in Windows-1252: choose it in CSV encoding, and the file is read again immediately. The downloaded template is in UTF-8.

Can an old import be undone? #

Yes, as long as it has not already been cancelled. The undo may however be refused if a more recent import has replaced some of its lines.