CSV, one row per employee
Gender pay gap calculation template
One file layout covers the UK, Ireland and the EU directive. Each regime reads the columns it needs and ignores the rest, and the same columns mean slightly different periods in each, as the table below sets out.
Every column
The template has thirteen columns and three example rows. Rows whose ID starts with EXAMPLE are left out by the calculator, so you can keep them as a guide or delete them. Your own column names do not have to match: the calculator recognises common payroll headings and lets you pick the rest.
| Column | UK | Ireland | EU directive |
|---|---|---|---|
| employee_id | Payroll or staff number. Used to find duplicates and to name rows in the audit file. | ||
| sex | M or F. Other values are counted and left out of the figures, or you match them on screen. | ||
| ordinary_pay | Ordinary pay in the pay period that includes the snapshot date: basic pay, allowances, piecework, pay for leave, shift premium. No overtime. | Ordinary pay over the 12 months to the snapshot date, overtime included. | Ordinary basic wage or salary for the reference year. |
| bonus_in_period | Bonus paid in that pay period, prorated to it. | Not used | Not used |
| hours | Weekly working hours. | Hours worked in the 12 months, or weekly hours with the weekly setting. | Hours paid in the year, or weekly hours with the weekly setting. |
| pay_period | weekly, fortnightly, four-weekly or monthly, or a number of days. | Not used | Not used |
| hourly_pay | Optional. If your payroll already works out the hourly figure, put it here and it is used instead of pay and hours. | ||
| bonus_pay | Bonus pay in the 12 months ending on the snapshot date. | Bonus remuneration in the 12 months. | Complementary or variable pay for the year: bonuses, allowances, overtime and other pay beyond basic. |
| full_pay | N for anyone paid at a reduced rate or nil in that pay period because of leave. Blank means Y. | Not used | Not used |
| part_time | Not used | Y for part-time employees. | Not used |
| temporary | Not used | Y for employees on temporary contracts. | Not used |
| benefit_in_kind | Not used | Y if they received benefits in kind in the 12 months. | Not used |
| category | Not used | Not used | Their category of workers: the group doing the same work or work of equal value. |
Who gets a row
- UK: every relevant employee on the snapshot date, including part-time staff, job-sharers and people on leave. Leave out partners and agency workers. Someone with two jobs can be one row or one per contract, if you are consistent.
- Ireland: everyone employed on your June snapshot date, including people on leave or not rostered that day. Someone not yet paid can stay in: the calculator leaves them out of the hourly figures and keeps them in the headcount.
- EU directive: the workers in the reference year, with pay for the year.
If you run more than one payroll, put everyone in one file: the GOV.UK guidance asks for one set of figures across all payrolls.
Values the calculator accepts
| Kind | Accepted |
|---|---|
| Amounts | 1234.56, 1,234.56, 1.234,56, £1,234 or €1.234,56; negative amounts are flagged as errors |
| Sex | M, F, male, female, man, woman, and the common German, Dutch and French initials; anything else is listed for you to match or leave out |
| Flags | Y or N, yes or no, true or false, 1 or 0; PT and FT for part-time; temporary, fixed-term or permanent for contracts |
| Pay period | weekly, fortnightly, four-weekly, monthly, or the number of days |
| File | CSV with commas, semicolons or tabs, in UTF-8 or Windows encoding; or XLSX, first worksheet |
Filling it from a payroll export
- Run a report of employees for the snapshot date from your payroll or HR system, with sex or gender, contracted or average weekly hours, and pay elements as separate columns.
- Add up the pay elements that count as ordinary pay for your regime into
ordinary_pay, and the bonus elements intobonus_pay. Leave out what the rules exclude, such as overtime in the UK. - For the UK, mark employees on reduced or nil pay because of leave with N in
full_pay, and give the pay period. For Ireland, add the part-time, temporary and benefits in kind flags. For the EU directive, add each worker’s category. - Save as CSV or XLSX and drop it into the calculator. It shows the columns it matched, checks the data and lists anything it leaves out before any figure.
If your payroll system already works out the hourly rate for gender pay gap reporting, export it as hourly_pay and you can skip the pay and hours columns.
The template is empty apart from three example rows. Once filled in, it holds payroll data: the calculator reads it in your browser and nothing is uploaded, but store and share the file as you would any payroll record.
Sources for what each column holds: SI 2017/172, regulations 1 to 7, and GOV.UK, Preparing your data (updated 21 May 2026); S.I. No. 264 of 2022 as amended, regulations 2 to 5; Directive (EU) 2023/970, Articles 3 and 9. Last checked 8 October 2026.