Pay Stub Detail Import Layout

The layout below can be used to import Pay Stub Detail into the HRIS. 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 / Employee ID 

 

Text

 

<=20

 

Yes [key]

 Must match an existing employee within the system.

 Pay Date   Date   =1   Yes Date of check or direct deposit.
 Indicator   Text   <=50   Yes General description of record (i.e. off cycle, etc.)
 Record Type*   Text   =1   Yes Must be one of:  "E" = Earning; "T" = Tax; "D" = Deduction; "C" = Company Contribution; "S" = Sum Total
 Item Description   Text   <=50   Yes  Description of Record (i.e. Salary, Federal Withholding, Medical, etc...)
 Amount   Numeric      Yes  Amount of Earning, Tax, Deduction, or Company Contribution
YTD Amount   Numeric      Optional year to date Amount of Earning, Tax, Deduction, or Company Contribution
 Rate   Numeric       For reporting purposes only, typically used to import hourly rate for hourly employees.
 Hours   Numeric      For reporting purposes only, typically used to import hours worked for hourly employees
 YTD Hours   Numeric       For reporting purposes only, typically used to import year to date hours worked for hourly employees
 Record Type Indicator   Text   <=4    If supplied, must be one of: "Pre" = Pre Tax, "Post" = Post Tax

 

*NOTE: There are 5 different Pay Stub Detail Record Type Codes that determine where the detail records are displayed in the Pay Stub:

  1. E – Earnings Records
  2. T – Tax Records
  3. D – Deduction Records
  4. C – Company Contribution Records
  5. S – Summary Records (Required for Total Boxes on the Pay Stub)    
    1. On Summary Records the Item Description field needs to adhere to the following format:        
      1. Net Pay Summary         (Item Description = Net Pay)
      2. Gross Summary            (Item Description = Total Gross)
      3. Tax Summary               (Item Description = Total Taxes)
      4. Federal Taxable Gross   (Item Description = Federal Taxable Gross)
      5. Deduction Summary      (Item Description = Total Deductions)
      6. Time off Details            (Item Description = PTO)
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