Employee (Payroll) Import Layout

The layout below can be used to import Employee Demographics into the HRIS for clients using EZSync Payroll. Column Headers must be provided in the import file and the order of the columns must match the order specified in the table below. The import file must have the same number of columns as indicated in the table below, as well.

General Information on Importing Data

For general information on importing data including supported formats and common questions see Imports Overview

When is a Record Added vs Updated?

If an existing record is found using the key fields ([key]) identified below, the HRIS will update that record

Column Header Data Type Max Field Length Required Notes
Employee SSN Numeric 9 Yes If Employee SSN is  matched to an existing user, an update will occur. If Employee SSN is  not matched to an existing user, new Employee will be created upon  successful import.
First Name Text <=30 Yes First Name field stored on the Employee Demographic or Dependent Screen.
Last Name Text <=30 Yes Last Name field stored on the Employee Demographic or Dependent Screen.
Middle Name Text <=30   Middle Name field stored on the Employee Demographic or Dependent Screen.
NameSuffix Text <=30   Suffix field stored on the Employee Demographic or Dependent Screen.
Street 1 Text <=50 Yes Street 1 field stored on the Employee Demographic or Dependent Screen.
Street 2 Text <=50   Street 2 field stored on the Employee Demographic or Dependent Screen.
City Text   Yes City field stored on the Employee Demographic or Dependent Screen.
State Text 2 Yes State field stored on the Employee Demographic or Dependent Screen.
Zip Text <=15 Yes Zip field stored on the Employee Demographic or Dependent Screen.
Home Phone Text <=20   Home Phone field stored on the Employee Demographic screen.
Home Email Text <=20   Home Email field stored on the Employee Demographic screen.
Birth Date Date   Yes Birth Date field stored on the Employee Demographic Info screen.
Birth Location Text <=30   Birth Location field stored on the Employee Demographic Info screen.
Gender     Yes Gender field stored on the Employee Demographic or Dependent Screen. Use "M" for males, "F" for females and "U" for undefined.
User Defined Field 1 Text <=50   User Defined 1 field stored on the Employee Demographic screen.
User Defined Field 2 Text <=50   User Defined 2 field stored on the Employee Demographic screen.
User Defined Field 3 Text <=50   User Defined 3 field stored on the Employee Demographic screen.
User Defined Field 4 Text <=50   User Defined 4 field stored on the Employee Demographic screen.
User Defined Field 5 Text <=50   User Defined 5 field stored on the Employee Demographic screen.
Marital Status Text   Yes Marital Status field stored on the Employee Demographic screen. Must be one of the following: Single, Married or Undefined.
Tobacco User (True/False) Yes/No <=3   Tobacco User checkbox field stored on the Employee Demographic or Dependent Screen.
Handicapped (True/False) Yes/No <=3   Handicapped checkbox field stored on the Employee Demographic or Dependent Screen.
EEOC Ethnicity Text <=75   Ethnicity field stored on the Employee Demographic Info screen.
EEOC Occupation Text <=50   Occupation field stored on the Employee Demographic Info screen.
EEOC Workers Compensation Text <=50   Workers Compensation field stored on the Employee Demographic Info screen.
Employee ID Alphanumeric <=6   If Employee ID is  configured to be generated from Payroll, this field will be ignored. If  configured to allow Employee ID to be entered in HRIS, Employee ID will  be accepted.
Hours Worked Numeric     Hours Worked field stored on the Employee Demographic screen.
WorkEmail Text <=20   Work Email field stored on the Employee Demographic screen.
EmployeeStatus Text   Yes Employee Status field  stored on the Employee Demographic Info screen. Must be one of the  following: Full Time, Part Time, Leave of Absence, Retired, Terminated  or Undefined.
Department Text     Department field stored on the Employee Demographic Info screen.
Facility 1 Name Text     Name field associated with Facility 1.
Facility 2 Name Text     Name field associated with Facility 2.
Job Code Text <=50   Job Code field stored on the Employee Demographic screen.
Employee Type Text     Employee Type field stored on the Employee Demographic Info screen.
Hire Date Date   Yes Hire Date field stored on the Employee Demographic screen.
OriginalHireDate Date     Original Hire Date field stored on the Employee Demographic screen.
Alternate Service Date 1 Date     Alternate Service Date 1 field stored on the Employee Demographic Info screen.
Alternate Service Date 2 Date     Alternate Service Date 2 field stored on the Employee Demographic Info screen.
Benefit Eligibility Date Date     Benefit Eligibility  Date field stored on the Employee Demographic Info screen. (For a New  Employee: If left blank, the Date will calculate based on the Waiting  Period Rules setup in the system. If a date is entered, that date will  be imported. For an Existing Employee: If left blank, the date will not  be updated. If a date is entered, that date will be imported.)
Benefit Status Text   Yes Benefit Status field  stored on the Employee Demographic Info screen. Must be one of the  following: Active, Inactive, COBRA or Undefined.
Retirement Date Date     Retirement Date field stored on the Employee Demographic screen.
Termination Date Date     Termination Date field stored on the Employee Demographic screen.
Termination Reason Text     Termination Reason field stored on the Employee Demographic screen.
Pay Schedule Text <=150 Yes Pay Schedule field stored on the Employee Demographic screen. Must match an existing Pay Schedule.
User Defined Field Lookup 01 Text <=150   User Defined Lookup 1 field stored on the Employee Demographic screen.
User Defined Field Lookup 02 Text <=150   User Defined Lookup 2 field stored on the Employee Demographic screen.
User Defined Field Lookup 03 Text <=150   User Defined Lookup 3 field stored on the Employee Demographic screen.
User Defined Field Lookup 04 Text <=150   User Defined Lookup 4 field stored on the Employee Demographic screen.
User Defined Field Lookup 05 Text <=150   User Defined Lookup 5 field stored on the Employee Demographic screen.
User Defined Field Lookup 06 Text <=150   User Defined Lookup 6 field stored on the Employee Demographic screen.
User Defined Field Lookup 07 Text <=150   User Defined Lookup 7 field stored on the Employee Demographic screen.
User Defined Field Lookup 08 Text <=150   User Defined Lookup 8 field stored on the Employee Demographic screen.
User Defined Field Lookup 09 Text <=150   User Defined Lookup 9 field stored on the Employee Demographic screen.
User Defined Field Lookup 10 Text <=150   User Defined Lookup 10 field stored on the Employee Demographic screen.
User Defined Field Lookup 11 Text <=150   User Defined Lookup 11 field stored on the Employee Demographic screen.
User Defined Field Lookup 12 Text <=150   User Defined Lookup 12 field stored on the Employee Demographic screen.
User Defined Field Lookup 13 Text <=150   User Defined Lookup 13 field stored on the Employee Demographic screen.
User Defined Field Lookup 14 Text <=150   User Defined Lookup 14 field stored on the Employee Demographic screen.
User Defined Field Lookup 15 Text <=150   User Defined Lookup 15 field stored on the Employee Demographic screen.
ACAEmployeeStatus Text <=150   ACA Employee Status field stored on the Employee Demographic Info screen.
AdditionalHouseholdIncome Text <=150   Additional Household Income field stored on the Employee Demographic Info screen.
Country Text <=150   Country field stored on the Employee Demographic screen.
Work Phone Extension Numeric <=20   Work Phone Extension field stored on the Employee Demographic screen.
Payroll Hours Worked Text      
Payroll Auto Pay Yes/No      
Pay Type Salary Yes/No      
Payroll Frequency Text      
Work State Text 2 Yes Work State field stored on the Employee Demographic screen. Must match an existing Work State.
Cost Center 1 Text   Yes (Only if using Cost Center 1) Cost Center 1 field  located on the Employee Demographic screen. Must match an existing Cost  Center 1 Name value. Only required if configured to use Cost Center 1.
Cost Center 2 Text   Yes (Only if using Cost Center 2) Cost Center 2 field  located on the Employee Demographic screen. Must match an existing Cost  Center 2 Name value. Only required if configured to use Cost Center 2.
Cost Center 3 Text   Yes (Only if using Cost Center 3) Cost Center 3 field  located on the Employee Demographic screen. Must match an existing Cost  Center 3 Name value. Only required if configured to use Cost Center 3.
Cost Center 4 Text   Yes (Only if using Cost Center 4) Cost Center 4 field  located on the Employee Demographic screen. Must match an existing Cost  Center 4 Name value. Only required if configured to use Cost Center 4.
Cost Center 5 Text   Yes (Only if using Cost Center 5) Cost Center 5 field  located on the Employee Demographic screen. Must match an existing Cost  Center 5 Name value. Only required if configured to use Cost Center 5.
EEO Class Numeric <=3   EEO Class field stored on the EEOC/Additional Info screen. Must be one of the following: 1, 1.1, 1.2, 2,3,4,5,6,7,8,9
Tax Form Alphanumeric <=5 Yes Tax Form field stored on the Employee Demographic Screen. Must be one of the following: W2, 1099R or 1099M
Employer Code Numeric 4 Yes Must match existing  Employer Code that is in the ID column on page Setup > Setup  Properties > Employers. For example Id is 002421, Employer Code in  import file would be 2421.
Title Text <=150   Title field stored on the Employee Demographic screen.
Mobile Phone Text <=20   Mobile Phone field stored on the Employee Demographic screen.
WorkPhone Text <=20   Work Phone field stored on the Employee Demographic screen.
Exclude From Sync Yes/No   Yes If Exclude from Sync  is 'No', record imported will sync to payroll. If Exclude from Sync is  'Yes', record imported will only need Employer Code for payroll required  fields and will not sync to payroll.
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