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. |