WOTC/ACA: Payroll Requirements Template & Guide

WOTC/ACA: Payroll Requirements Template & Guide

  

WOTC/ACA: Payroll Data Requirements Template & Guide

Purpose:

To ensure complete Client Payroll files for employee 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. 



Payroll & New Employee Import Template:

The Payroll & 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 Column Definitions:

If you are completing Tab 1 for adding new employees to your portal, you must use the template supplied by Efficient Hire; it contains the data points necessary for WOTC/ACA and is formatted in the column order we require for importing 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:

  1.  Download Payroll Template from the button above
  2.  Rename & Save the file with your Company Name
  3. Upload the link to our Secure Server Upload
                
      4. Enter your Company Name - see example:

      5. 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: January 2019




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