1. Introduction
The Salary File Template – Updated (Aug 2025) is a comprehensive data specification designed to standardize how employee, employment, salary, and organizational information is prepared for upload into Sysarb’s platform. The template ensures that all required fields are consistently captured, formatted, and validated to support accurate pay equity analysis, job architecture alignment, and compensation insights.
The file defines required fields, optional fields, data types, example values, formatting rules, and notes explaining how each field is used. By adhering to this structure, organizations can secure data quality and avoid processing errors.
2. Required Fields
At minimum, each record must contain the following fields:
Unique-ID
Gender
Date of birth
Company tenure start date
Position title
Country
Salary
Salary year
Currency
Organization level 1
Organization level 2
These fields ensure that employees can be uniquely identified, grouped into the correct organizational structure, and included in salary calculations.
3. Employee Data
The first section of the template covers core employee attributes.
Unique-ID (Required)
A unique alphanumeric identifier for each employee.
Name Fields
First name
Surname
Gender (Required)
Acceptable values include Male, Female, Not declared, Man, Kvinna, Ej definierat.
This field is necessary for gap analysis but allows for inclusive terminology.
Date of Birth (Required)
A date formatted consistently (YYYY-MM-DD, DD-MM-YYYY, or MM-DD-YYYY).
Optional Demographics
Union
Ethnicity
These fields support extended pay equity analysis but are not mandatory.
4. Employment Data
The employment block captures contractual and organizational information.
Company tenure start date (Required)
Start date in a consistent date format.
Employment Attributes
Form of employment (e.g., Permanent employment)
Employment number
Contract / Contract type
Position title (Required)
Position level
Manager code
Contracted hours
Cost center
Country (Required)
Performance rating
Legal entity code / name
Tenure end date
Job tenure start date
Statistical code (AID or SSYK recommended)
Employment rate (%)
Average hours worked
Paid sick days
Locality
Parental leave start / end dates
Up to three additional custom fields
This data enables accurate segmentation, job matching, and compliance with local reporting standards.
5. External Job Architecture Fields
These fields map employees to an external job architecture, often used when organizations rely on third-party grading systems.
Fields include:
Local career band (IND, MGT, EXE)
Local job code
Local job family (Required)
Local job profile (Required)
Local job profile grade (Required)
Local subfamily
This structure supports alignment with external benchmarks and ensures consistent role categorization.
6. Salary Component Fields
Salary values must be numeric, without commas or decimals unless specified.
Salary (Required)
Base salary (monthly or annual), using full-time equivalent where needed.
Additional Salary Components
Long-term incentive
Short-term incentive
Benefits in kind
One-time bonus
Occupational pension
Overtime
Paid holiday allowance
Car allowance
Salary increments 1–3
These inputs help calculate total remuneration for pay equity comparisons.
7. Salary Properties
This section defines how salary relates to compensation structures.
Compa ratio
Salary date
Salary year (Required)
Salary type (Yearly/Monthly/Hourly or local equivalents)
Currency (Required)
Yearly payouts
Target bonus
Salary exchange
These fields ensure proper financial interpretation and correct time alignment of pay data.
8. User Information
Used for user identification and system access if needed.
9. Organizational Structure
The final section maps employees into a hierarchical organizational tree:
Organization level 1 (Required) – typically the company name
Organization level 2 (Required) – division or business area
Organization level 3 – unit
Organization level 4 – sub-unit
Organization level 5 – team
Organization level 6 – additional team or substructure
This structure is essential for reporting, segmentation, and pay equity breakdowns.
10. Summary
The Salary File Template – Updated (Aug 2025) is a robust data framework that defines exactly how employee, employment, salary, and organizational data must be formatted for Sysarb’s platform. By following the detailed guidelines—covering required fields, formatting, and acceptable values—organizations can ensure high data accuracy, avoid upload errors, and produce reliable pay equity and compensation analytics. The template supports both internal job architecture and external job frameworks, making it highly adaptable for global HR processes.