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            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




            Updated: 16 Jan 2019 03:27 AM
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