Employee Import Layout

The layout below can be used to import Employee Demographics 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: Demographic Info 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 [key]  Text  9  Yes  Must  match an existing employee within the system.  Either SSN or Employee  ID can be used.  The import will check for a match by SSN first and then  by Employee ID to find a match within the HRIS.
 First Name  Text  <=30  Yes First 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.
Last Name  Text  <=30  Yes Last Name field stored on the Employee Demographic or Dependent Screen.
Suffix   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   <=30 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. If importing a special character, the character must be used in  every entry.
 Home Phone   Text   <=20    Home Phone field stored on the Employee Demographic screen.
 Mobile Phone   Text   <=20     Mobile Phone field stored on the Employee Demographic screen.
 Home Email   Text   <=20    Home Email field stored on the Employee Demographic screen.
 Work Phone   Text   <=20    Work Phone field stored on the Employee Demographic screen.
 Birth Date   Date (mm/dd/ccyy)      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   Text   1  Yes  Gender field stored on the Employee Demographic or Dependent  Screen. Use "M" for males, "F" for females and "U" for undefined.
 Marital Status   Text    Yes Marital Status field stored on the Employee Demographic screen. 
 Tobacco User (True/False)   Yes/No  <=3    Tobacco User field stored on the Employee Demographic or Dependent Screen.
 Handicapped (True/False)   Yes/No   <=3    Handicapped field stored on the Employee Demographic or Dependent Screen.
 Employee ID   Text   <=20    Generally used to store ID that uniquely identifies employee in payroll system
 Hours Worked   Number/Currency      Hours Worked field stored on the Employee Demographic screen.
 Work Email   Text   <=50    Work Email field stored on the Employee Demographic screen.
 Employee Status   Text    Yes  Employee Status field stored on the Employee Demographic Info screen.
 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 (mm/dd/ccyy)     Yes  Hire Date field stored on the Employee Demographic screen.
 Original Hire Date   Date (mm/dd/ccyy)      Original Hire Date field stored on the Employee Demographic screen.
 Alternate Service Date 1   Date (mm/dd/ccyy)      Alternate Service Date 1 field stored on the Employee Demographic Info screen.
 Alternate Service Date 2   Date (mm/dd/ccyy)      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.
 Retirement Date   Date (mm/dd/ccyy)      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.
 Title   Text   <=150    Title field stored on the Employee Demographic screen.
 Pay Schedule   Text   <=150    Pay Schedule field stored on the Employee Demographic 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.
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.
 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.
 ACA Employee Status   Text  <=150   ACA Employee Status field stored on the Employee Demographic Info screen.
 Additional Household Income   Text  <=150   Additional Household Income field stored on the Employee Demographic Info screen.
 Country   Text  <=150   Country field stored on the Employee Demographic screen.
 EEO Class   Number  <=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
 Work Phone Extension   Number  <=10   Ext field stored on the Employee Demographic screen.
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