Employee Data File (EDF): how to upload and manage staff data

The Employee Data File (EDF) is the backbone of Aslan’s setup. It contains details such as employee unique ID, salary, email and start dates. You can upload it securely through the portal or via SFTP, and updates take effect immediately.

Templates can be found in your client toolkit and a video of the setup can be found below.

Important points to note:

• Each file upload must be in .CSV format: This allows us to remove any formatting that may impact a secure upload to our system.
• We require 1 EDF file per payroll / pay calendar: If you have multiple payrolls you will first be asked to select which payroll you want to upload a file to in the portal.
• Each file upload must include complete data: We treat the EDF file as a living document which means you can make changes, add new employees and set leave dates but you must always upload the file will complete data.
• Only leavers with a leave data that has passed can be removed from the file: Unless a previously uploaded employees has a leave date in the past we will consider this missing data.
• You will always be asked to validate changes: We have a 2 step process when uploading files via our portal to make sure changes are as expected.
• Dates must be in the DD/MM/YYYY format
• Salary must be input without a £ symbol or any special characters