This checklist is used by Core HR for Evolution Implementations and referred to prior to loading imports and again as a checklist during the testing process.
- UDL15: This is to be used when there is 1 company in Core HR and multiple in payroll.
- If using UDL15 – this needs to be a required field and Evolution company codes will need to be assigned to each employee.
- Leave blank if it is 1 company in Core HR and 1 company in payroll.
- Employee ID's: This is a required field and must be populated to sync properly. Evolution bases employees off of their ID number rather than SSN like Core HR.
- Option 1: The “Auto Increment Employee ID” option in Core HR can be used to generate ID numbers to sync to evolution. You must plug in a start ID for this to work. These will generate in incrementing order.
- Option 2: Manually enter the ID’s to each employee. If they use this option they will need to add the employee in Evolution first (to get the assigned ID number) then go into Core HR and assign that number.
- *Key Notes: The sync will error if more than one employee is assigned to the same ID number. To prevent this, the “Do not allow duplicate EE ID’s” option should be checked off. This setting is located under Setup > Setup Properties > General Settings.
- Required fields: These must be populated and marked as required in Core HR.
- Employee SSN
- Employee SSN
- Additional Notes: These fields should be reviewed based on the client and if they track this information or not.
- EEO Ethnicity
- * EEO Occupation field is redundant to EEO Class, however EEO Class is the field that syncs to Evolution. EEO Occupation can be used to store both the EEO Class Code and description to assist the admin when selecting from the EEO Class drop down menu.
- EEO Ethnicity
- Cost Centers: CC1 is required to be setup for the sync to work. If the client doesn’t have Cost Centers setup up they will need to make a “default” CC1. The name must equal the CODE from evolution and the description can be the name. Evolution uses the following:
- CC1: Division
- CC2: Branch
- CC3: Department
- CC4: Team
- Federal Tax:
- If there are 2 records it will only sync the most recent.
- If there are 2 identical records with no end dates an error will occur.
- State Tax: Each applicable state must be configured before you load the State Tax Import.
- Setup > Setup Properties > Employee Portal > Quick Links Tab > Configure State Tax Settings.
- Step 1: Select all applicable states and hit save.
- Step 2: You must configure one state at a time. This should be done with the assistance of the Client or Service Bureau. Do not use the “All my selected states above” option it does not retain values across each state.
- *State of Arizona: Check "Show Percentages Withholdings" and configure percentages. This is the only state that should be configured this way.
- State Tax Import:
- If an employee has more than 1 record than the old ones must have end dates. A sync error will occur otherwise.
- Direct Deposits:
- ED Codes are required for the sync to work. These MUST be added on the import. If adding a record manually the Earning Deduction code field needs to be populated.
- E/D codes:
- Request deduction codes (E/D codes) from the Service Bureau for benefits that will be synching.
- Place at Benefit Level in the Earning Deduction Code field and if you have the Employer Deduction Code field when applicable.
- If there is more than one E/D Code per benefit then you will need to store the E/D Code at the Plan Level in the Plan Code Field.
- Separate E/D Codes are required for all benefits. For example, all Voluntary Life Benefits (EE, Spouse and Child) Medical, Dental, Vision, etc. will need to have separate codes.