Employee Federal Taxes Import Layout

The layout below can be used to import Federal Taxes 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

Below is the import format for 2020 W4 Federal Tax import

Column Header

Data Type

Max Field Length

Required

Notes

Employee SSN

 

Text

 

<=20

 

Yes

 Must match an existing employee within the system.

Year

 

Numeric

 4

Yes 

The tax year.

Allowances

 

Numeric

 

 

 

The number of total allowances being claimed, only applies to Year 2019 and previous.

Extra Withholding

 

Numeric

 

 

Yes

Any additional amount that will be withheld for federal taxes.

Filing Status

 
Text

 

Yes

Indicates the federal filing status for this tax year. 

Valid values for Year 2019 and previous include:
  • Single
  • Married
  • Married, but withhold at higher Single Rate
  • Single Non-Resident Alien
  • Married Non-Resident Alien
Valid values for Year 2020 and beyond include:
  • Single or Married filing separately
  • Married filing jointly
  • Head of household

Exempt

 
Yes/No

 

Yes

Indicates if the employee is exempt from federal taxes. Valid values include:
  • Yes
  • No
Last Name Differs  Yes/No      Indicates if the employee's last name differs than what is on file for federal tax information. Only applies to Year 2019 and previous.

Valid values include:
  • Yes
  • No
Override Amount   Numeric      This an optional federal override amount that overrides the withholding amount.
Override Percent   Numeric      This is an optional federal percentage that overrides the percentage withheld.
Start Date Date   10  Yes Effective date of the federal tax record.
End Date Date   10   This is an optional expiration date of the federal tax record.
Dependents Numeric      
Other Income Numeric      
Deductions Numeric      
Two Jobs Yes/No      

Below is the import format for the 2019 W4 Federal Tax form. PLEASE NOTE that this import format is no longer valid and is for reference purposes only.

Column Header

Data Type

Max Field Length

Required

Notes

Employee SSN

 

Text

 

<=20

 

Yes

 Must match an existing employee within the system.

Year

 

Numeric

 4

Yes 

The tax year.

Allowances

 

Numeric

 

 

Yes

The number of total allowances being claimed.

Additional Withholding

 

Numeric

 

 

Yes

Any additional amount that will be withheld for federal taxes.

Filing Status

 
Text

 

Yes

Indicates the federal filing status for this tax year. Valid values include:
  • Single
  • Married
  • Married, but withhold at a higher Single Rate

Exempt

 
Yes/No

 

Yes

Indicates if the employee is exempt from federal taxes. Valid values include:
  • Yes
  • No
Last Name Differs  Yes/No     Yes Indicates if the employee's last name differs than what is on file for federal tax information. Valid values include:
  • Yes
  • No
Override Amount   Numeric      This an optional federal override amount that overrides the withholding amount.
Override Percent   Numeric      This is an optional federal percentage that overrides the percentage withheld.
Start Date   Date   10  Yes Effective date of the federal tax record.
End Date   Date   10   This is an optional expiration date of the federal tax record.
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