Admin Guide: New Employee Data Import Template Guide

Admin Guide: New Employee Data Import Template Guide


New Employee Data Import Template & Guide


Purpose:

To ensure accurate and complete Employee Data and Payroll files for hours and wages are uploaded to the Efficient Hire Secure Drop Box by the Payroll deadline for the following:

  1. WOTC (Work Opportunity Tax Credit): Hours and wages tracking for accurate Credit Reports - Credit Gain and Potential Credit.
  2. ACA: Hours tracking by pay period for accurate Benefit Eligibility Notices sent to employees.
  3. ACA: Hours and wages data to accurately populate data and codes on IRS Forms 1095C and 1094C for ACA IRS Reporting.



New Employee Import Template:

The New Employee Import Template contains three (3) tabs -

  • TAB 1Employee Data Sheet - Column fields are explained below
    • If you have employees listed on your Payroll Hours & Wages data sheet that are NOT in your EHX Portal, you will need to complete TAB 1 with the Employee Profile data for the Services Team to import any new employees into your portal, along with the payroll data for any new employee.
  • TAB 2Payroll - Hours. Wages Template - Column fields are explained below
    • Ongoing payroll files can be uploaded to the secure drop box by you or your payroll provider.
  • TAB 3Secure Drop Box Instructions same as below, for your reference
                                                  

TAB 1: Employee Data Sheet Tab Column Definitions:

When completing a New Employee Import, you must use the template supplied by Efficient Hire, it is formatted in the column order that we require in order to import your Employee Data.


Column

Name

Input Value

Example

Column A

Last Name

Alpha

 Smith

Column B

First Name

Alpha

John

Column C

Email Address

Alpha

john@mail.com

Column D

Date of Birth

MM/DD/YYYY

01/01/2017

Column E

SSN

XXX-XX-XXXX

123-45-6789

Column F

Street Address 1

Alpha/Numeric

123 Field Street

Column G

Street Address 2

Alpha/Numeric

Apartment 4

Column H

City

Alpha

Any City

Column I

State

2 State Abbreviation

CO

Column J

Zip Code

Numeric (5 or 9 digit)

12345-6789

Column K

Primary Phone

Numeric (Dashes Only)

123-456-7890

Column L

Start Date

MM/DD/YYYY

01/01/2017

Column M

Position

 

123456

Column N

Wage Type

Alpha

Hourly or Salary

Column O

Employee Type

Alpha

Full-time or Part-time

Column P

Wage Amount

Numeric (No $ Symbol)

9.00

Column Q

Pay Frequency

Alpha

Weekly, Bi-Weekly, Semi-Monthly or Monthly

Column R

Term Date

MM/DD/YYYY

01/01/2017

Column S

Location Name

 

987654

Column T

Benefit Category

 

876543


TAB 2: Payroll - Hours. Wages Template Column Definitions:

To avoid processing delays or risk having your Payroll Files returned to you for correction, you must use the Payroll Hours/Wages Template provided by Efficient Hire; it contains the data points necessary for WOTC/ACA and is formatted in the column order we require for importing your Payroll data.


Column

Name

Input Value

Example

Column A

Last Name

Alpha

Example = Smith

Column B

First Name

Alpha

John

Column C

SSN

XXX-XX-XXXX

123-45-6789

Column D

Start Date

MM/DD/YYYY

01/01/2016

Column E

Term Date

MM/DD/YYYY

01/01/2016

Column F

Hours

Numeric (decimal)

70.50

Column G

Wages

Numeric (decimal)

669.38

Column H

Hours Type

Alpha

WORKING or OT

Column I

Pay Rate

Numeric (decimal)

8.75

Column J

Pay Period Start

MM/DD/YYYY

01/29/2016

Column K

Pay Period End

MM/DD/YYYY

02/11/2016

Column L

EIN

Numeric (with dash)

12-3456789

Column M

Pay Rate Type

Numeric (2 digit)

01= Hourly   |   02= Salary


TAB 3: Instructions for Uploading your Data Files to Efficient Hire:

  • Download the Import Template from the button above
  • Rename & Save the file with your Company Name
  • Open the link to our Secure Drop Box  
           




  • Enter your Company Name - see example:
  
  • Choose  File --> Click Upload File

Note: If you have multiple FEIN's and/or Locations, enter the Company Name first so we know where the files belong! Example: "Company Name_Location Name"




Revised: November 22, 2017






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