Employee with Integration (Employee) Import Layout

The layout below can be used to import Employee Demographics into Core HR. Column Headers are provided in the Exported ExakTime Employee file in the order of the columns specified in the table below. The import file must have the same number of columns as indicated in the table below, as well. If columns are added or removed, the entire file will stop and an error message will be shown to the user, resulting in no records processed and an error logged.

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

Order Column Header Type Max Field Length Required Available in ET File? Notes
1 Arcoro User ID GUID 32 Yes* Yes It will be validated only if there is value, no value is accepted
2 SSN String 9 Yes   If Employee SSN is not matched to an existing user, a new Employee
will be created upon successful import
3 First Name String =< 30 Yes Yes Field stored on the Employee Demographic or Dependent Screen
4 Middle Name String =< 30   Yes Field stored on the Employee Demographic or Dependent Screen
5 Last Name String =< 30 Yes Yes Field stored on the Employee Demographic or Dependent Screen
6 Suffix String =< 30   Yes Field stored on the Employee Demographic or Dependent Screen
7 Street 1 String =< 50   Yes Field stored on the Employee Demographic or Dependent Screen
8 Street 2 String =< 50   Yes Field stored on the Employee Demographic or Dependent Screen
9 City String =< 30   Yes Field stored on the Employee Demographic or Dependent Screen
10 State String =< 60   Yes Field stored on the Employee Demographic or Dependent Screen.
Field must be 2 characters (state abbreviation)
11 Zip Code String =< 15   Yes Field stored on the Employee Demographic or Dependent Screen.
If importing special character, character must be used in every entry.
12 Home Phone String =< 20   Yes Field stored on the Employee Demographic Screen
13 Mobile Phone String =< 20   Yes Field stored on the Employee Demographic Screen
14 Home Email String =< 50     Field stored on the Employee Demographic Screen
15 Work Email String =< 20   Yes Field stored on the Employee Demographic Screen
16 Date of Birth Date > 0 Yes Yes Field stored on the Employee Demographic Screen
17 Birth Location String =< 30     Field stored on the Employee Demographic Screen
18 Gender String > 0 Yes   Field stored on the Employee Demographic Screen.
Use "M" for males, "F" for females, "U" for undefined.
19 Marital Status String > 0 Yes   Field stored on the Employee Demographic Screen
20 Tobacco User Yes/No > 0 Yes   Field stored on the Employee Demographic Screen.
"yes" or "no" acceptable, case insensitive
21 Handicapped Yes/No > 0 Yes   Field stored on the Employee Demographic Screen.
"yes" or "no" acceptable, case insensitive
22 Employee ID String =< 20 Yes Yes Generally used to store ID that uniquely identifies employee.
Must be alphanumeric. Must be populated for integration.
Cannot be 9 numeric values, or resemble a SSN.
23 Hours Worked Number -     Field stored on the Employee Demographic Screen
24 Work Email String =< 50 Yes*   *This is required as a step to making an employee a user
25 Employee Status String > 0 Yes Yes Field stored on the Employee Demographic Screen
26 Department String > 0     Field stored on the Employee Demographic Screen
27 Facility 1 Name String > 0     Name field associated with Facility 1
28 Facility 2 Name String > 0     Name field associated with Facility 2
29 Job Code String > 0     Field stored on the Employee Demographic Screen
30 Employee Type String > 0     Field stored on the Employee Demographic Screen
31 Hire Date Date > 0 Yes Yes Field stored on the Employee Demographic Screen
32 Original Hire Date Date > 0     Field stored on the Employee Demographic Screen
33 Alternative Service Date 1 Date > 0     Field stored on the Employee Demographic Screen
34 Alternative Service Date 2 Date > 0     Field stored on the Employee Demographic Screen
35 Benefit Eligibility Date Date > 0     Field stored on the Employee Demographic Screen.
If left blank, the date will calculate based on the Waiting Period Rules
setup in the system.
36 Benefit Status String > 0 Yes   Field stored on the Employee Demographic Screen
37 Retirement Date Date > 0     Field stored on the Employee Demographic Screen
38 Termination Date Date > 0     Field stored on the Employee Demographic Screen
39 Termination Reason String > 0     Field stored on the Employee Demographic Screen
40 Title String > 150     Field stored on the Employee Demographic Screen
41 Pay Schedule String > 0     Field stored on the Employee Demographic Screen
42 EEOC Ethnicity String > 0     Field stored on the Employee Demographic Screen
43 EEOC Occupation String > 0     Field stored on the Employee Demographic Screen
44 EEOC Workers Compensation String > 0     Field stored on the Employee Demographic Screen
45 User Defined 1 String =< 50     Field stored on the Employee Demographic Screen
46 User Defined 2 String =< 50     Field stored on the Employee Demographic Screen
47 User Defined 3 String =< 50     Field stored on the Employee Demographic Screen
48 User Defined 4 String =< 50     Field stored on the Employee Demographic Screen
49 User Defined 5 String =< 50     Field stored on the Employee Demographic Screen
50 User Defined Field Lookup 01 String > 150     Field stored on the Employee Demographic Screen
51 User Defined Field Lookup 02 String > 150     Field stored on the Employee Demographic Screen
52 User Defined Field Lookup 03 String > 150     Field stored on the Employee Demographic Screen
53 User Defined Field Lookup 04 String > 150     Field stored on the Employee Demographic Screen
54 User Defined Field Lookup 05 String > 150     Field stored on the Employee Demographic Screen
55 User Defined Field Lookup 06 String > 150     Field stored on the Employee Demographic Screen
56 User Defined Field Lookup 07 String > 150     Field stored on the Employee Demographic Screen
57 User Defined Field Lookup 08 String > 150     Field stored on the Employee Demographic Screen
58 User Defined Field Lookup 09 String > 150     Field stored on the Employee Demographic Screen
59 User Defined Filed Lookup 10 String > 150     Field stored on the Employee Demographic Screen
60 User Defined Field Lookup 11 String > 150     Field stored on the Employee Demographic Screen
61 User Defined Field Lookup 12 String > 150     Field stored on the Employee Demographic Screen
62 User Defined Field Lookup 13 String > 150     Field stored on the Employee Demographic Screen
63 User Defined Field Lookup 14 String > 150     Field stored on the Employee Demographic Screen
64 User Defined Field Lookup 15 String > 150     Field stored on the Employee Demographic Screen
65 ACA Employee Status String > 150     Field stored on the Employee Demographic Screen
66 Additional Household Income Number > 0     Field stored on the Employee Demographic Screen
67 Country String -     Field stored on the Employee Demographic Screen
68 EEO Class String =< 20     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
69 Work Phone Ext String =< 20     Field stored on the Employee Demographic Screen
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