The layout below can be used to import Beneficiaries 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
Location of Data within HRIS
See: Field Value Setup - Relationships
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 | Text | 9 | Yes [key] | Must be numeric; must be unique within the system. |
| Beneficiary SSN | Text | 9 | If supplied, must be numeric; must be unique within the system. If Beneficiary SSN is supplied then Beneficiary First Name and Last Name fields will be ignored. | |
| Beneficiary First Name | Text | <=100 | If supplied, import will try to match to the first name of a Beneficiary tied to employee. If no match is found, a new Beneficiary record will be added. If Beneficiary SSN is not supplied then First Name and Last Name will be used to tie Beneficiary record to employee. If importing a Trust, please use the First Name field for the full name of Trust and leave Last Name blank. | |
| Beneficiary Last Name | Text | <=30 | If supplied, import will try to match to the last name of a Beneficiary tied to employee. If no match is found, a new Beneficiary record will be added. If Beneficiary SSN is not supplied then First Name and Last Name will be used to tie Beneficiary record to employee. | |
| Beneficiary Street 1 | Text | <=50 | ||
| Beneficiary Street 2 | Text | <=50 | ||
| Beneficiary City | Text | <=30 | ||
| Beneficiary State | Text | 2 | Must be a valid state abbreviation | |
| Beneficiary Zip | Text | <=15 | ||
| Beneficiary Phone Number | Text | <=20 | ||
| Beneficiary Birth Date | Text | <=20 | Must be a valid date. | |
| Beneficiary Relationship | Text | <=50 | Yes | Must be a valid Relationship defined within system. (i.e. Spouse, Son, Daughter, Child) |
| Beneficiary Gender | Text | <=50 | Either “M”, “F”, "Male", or "Female". If not supplied then default will be "Male". | |
| Benefit Name | Text | <=50 | Yes | Must match Benefit Name configured within system (i.e. Medical, Dental, etc...) |
| Package Effective Date | Date | Yes | Must be valid date. Date benefits year begins (i.e. 1/1/2004) | |
| Beneficiary Type | Text | <=50 | Yes | Must be “Primary” or “Secondary”. |
| Effective Date | Date | Yes | Must be valid date. Date Beneficiary assignment takes effect. | |
| Expiration Date | Date | Yes | Must be valid date. Date Beneficiary assignment is no longer in effect. | |
| Percentage | Number | Yes | Must be a valid percentage from 0 to 100. |