Employee Information 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 Information Imports using the links below:

• Employee Information Import Template File
• Employee Information 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	Validation	Comments / Notes
co	Payroll company code	X	X(10)	Valid Co Code
id	The employee id. 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 Millennium will automatically left pad the value with spaces until it is 6 characters in length.	X	X(6)	N/A	If a matching employee (the same company code and employee ID) already exist in HSA, employee information will be updated.  If not, a new employee record will be inserted.
lastName	The employee's last name.	X	X(40)
firstName	The employee's first name.	X	X(40)
middlename	The employee's middle name.		X(20)
address1	The first line of the employee's street address.		X(50)
address2	The second line of the employee's street address.		X(50)
city	The city associated with the employee's home address.		X(30)
state	The two letter state abbreviation for the employee's home state.		X(2)
zip	The employee's home zip code.		X(10)		Employee provides this during onboarding process.
sex	The employee's gender.		X(1)	"M", "F"	Male or Female *Note: These are case-sensitive.
country	The employee's country		X(30)
ssn	The employee's social security number.	X	X(11)		XXX-XX-XXXX  || This filed will not accept a change.  It is only used for new records.
birthdate	The employees birth date.		datetime		MM/DD/YYYY
empStatus	A code used to indicate the employees current employment status.	X	X(1)	"A", "T", or "L"	"A" for active, "T" for Terminated, "L" for Leave of absence *Note: These are case-sensitive.
maritalStatus	The employee's martial Status		X(1)	"M", "S", "D", or "W"	"M" for Married, "S" for Single, "D" for Divorced, "W" for Widowed *Note: These are case-sensitive.
hiredate	The employee's hire date.		datetime		MM/DD/YYYY
termDate	The employee's term date.		datetime		MM/DD/YYYY
termReason	Term Reason		X(10)		DEC = Deceased, VOL = Voluntary Termination, INVOL = Involuntary Termination, RET = Regular Voluntary Retirement, LAYOFF = Layoff, ERET = Early Retirement
rehiredate	The employee's rehire date.		datetime		MM/DD/YYYY
seniorityDate	The employee's seniority  date.		datetime		MM/DD/YYYY
cc1	The code associated with the first cost center (Department) level used by the company.		X(10)	CDept1	CC1 trough CC5 will be added on the company settings page, if these fields are being used by client.
cc2	The code associated with the second cost center (Department) level used by the company.		X(10)	CDept2
cc3	The code associated with the third cost center (Department) level used by the company.		X(10)	CDept3
cc4	The code associated with the fourth cost center (Department) level used by the company.		X(10)	CDept4
cc5	The code associated with the fifth cost center (Department) level used by the company.		X(10)	CDept5
taxForm	The tax form that the employee will receive at year end. The valid choices are W2, 1099M, and 1099R	X	X(10)	"W2", "1099M", or "1099R"	Either "W2", "1099M", or "1099R" based on the employer selection of "employment type".   *Note: These are case-sensitive.
workstate	The 2 letter abbreviation for the employees work state. This is used whenever Millennium needs to determine the state in which the employee works (workers comp calculations, new hire reporting, etc.).		X(2)
title	Job title		X(50)
emptype	Employee Type		x(10)	"RFT", "RPT", "TFT", "TPT", "SFT", "SPT", or "VAR"	RFT=Regular Full Time, RPT= Regular Part Time, TFT=Temp Full Time, TPT= Temp Part Time, SFT=Seasonal Full Time, SPT=Seasonal Part Time, VAR=Variable *Note: These are case-sensitive.
timeclocknumber	The ID being put into the timeclock field to keep track of EE hours with an external system.		x(10)		Employee Time Clock Number
homephone	The employee's home phone.		x(20)		10 digit phone number provided by EE
ethnicity	Ethnicity / Race of employee		X(1)	Check CEthnicity table	Ethnicity / Race fields will be mapped.  Example  A=Asian, B=Black, H=Hispanic, O=Hawaiian or Pacific Islander, I=Indian, W=White
email	Employee's email address		x(50)		This is the email address provided by EE
defaultHours	The total number of hours an employee works during a pay period.		decimal(14,2)		For example, a bi-weekly employee may have default hours of 80.
payfrequency	The employees pay frequency.		X(1)	"B", "M", "S", or "W"	"B" for bi-weekly, "M" for monthly, "S" for semi-monthly, or "W" for Weekly *Note: These are case-sensitive.
autopay	This field is used to indicate if an employee is automatically paid when a new pay cycle is started. If this field is set to 'Hours' the employee will receive a check based on their base rate (default hrs x base rate). If the field is set to 'Salary' the employee will receive a check for their salary amount.		x(10)	"Hours" or "Salary"	*Note: These are case-sensitive.
wcc	The employee's default workers comp code.		x(10)	CWCCodes

Notes:

Tax setup is not imported. Tax information for new employees must be configured in the system.