Employee Deductions Data Load Specifications

Using the Data Load Module in your HRIS Portal, you have the ability to mass import employee information into the system. 

When preparing your data for import to update employee records, make sure each file is in standard CSV file format with " as a text qualifier.

You will need to include "CO" (your company ID number) and any other "Required" fields indicated below.

Downloadable Specifications

You can download a Template File and Spec Sheet for Employee Deduction Imports using the links below:

• Employee Deduction Import Template File
• Employee Deduction Import Specifications

Specifications

Note: The import file must contain all columns listed below in the order listed. You may leave non-required fields blank.

 

 

Field	Description	Required	Data Type (Max Length)	Validation	Comments/Notes
co	Company Code	X	String (10)	Valid Co Code
id	Employee Id	ID and SSN function as and/or. You must supply AT LEAST one of the fields as the record Identifier.	String (6)	N/A	This number is the unique identifier for the employee. It must be 6 characters in length and can not contain any trailing spaces. (If fewer than 6 characters are entered the system will automatically left-pad the value with spaces until it is 6 characters in length.
SSN	Social Security Number	ID and SSN function as and/or. You must supply AT LEAST one of the fields as the record Identifier.	String (11)		Format: 012-34-5678
dcode	Deduction code	X	String (10)	401k, 401kLN1, 401kLN2, 401kR, AutoExp, CLoan, Dental, ERMedical, FringeO, GA, GTLo, Hlth, TipsCashO, Vitality, Ticket, 401KA, DPPOEmp, PPOEmp	401k = 401(k) Pretax, 401kLN1 = 401(k) Loan 1, 401kLN2 = 401k Loan 2, 401kR = Roth 401(k), AutoExp = Auto Expense Qualified Plan Reimbursment, CLoan = Company Loan, Dental = Dental Insurance - 125, ERMedical = ER & EE Health Care Cost Memo, FringeO = Fringe Benefit OUt, GA = Garnishment, GTLo = Group Term Life Out, Hlth = Health Insurance 125, TipsCashO = Cash Tips Out, Vitality = Vitality Reimbursement, Ticket = Speeding Ticket, 401KA = 401(k) Auto-Enroll, DPPOEmp = , PPOEmp = *Note: These are case-sensitive.
calcCode	Flat or Percentage	X	String (1)	"F", "%"	F=Flat Amount, %=Percentage *Note: These are case-sensitive.
rate	Deduction amount	X	Decimal		Amount to deduct - $ amount for flat calcCode, numeric percentage for % (100%). An amount of 0 will end the record.
startDate	Deduction start date		Date	MM/DD/YYYY	If this field is null, the current date will be used as the start date.
endDate	Deduction end date		Date	MM/DD/YYYY	If this field is null, the default date (12/31/2100) will be used.
agency			String (10)		3rd party agency to whom the funds are sent.

Notes:

• ID and SSN function as and/or. You must supply AT LEAST one of the fields as the record Identifier. If both fields are provided, both will be matched. If just SSN is provided, all records with that SSN will be updated, even if multiple records exist.
• If a matching record (the same dcode) currently exists in the payroll system, the existing record will be updated.
• If the startdate field is null, the current date will be used as the start date of the new record.
• The enddate of an existing record that was disconnected will be the current date (or the start date of the new record) - 1.
• If the enddate is null, 12/31/2100 will be used. 12/31/2100 should be used to indicate a "forever", or indefinite date.
• To end an existing deduction that is not replaced with a new record, send an entry with the amount set to 0. The existing deduction will be ended with the enddate provided or if the enddate field is null, the current date will be used as the end date.