The layout below can be used to import Dependent Data into Core HR.
General Information on Importing
For general information on importing data, refer to the following dedicated article that details how to import a file, supported formats, and other related information.
Import Layout
When creating your import file, you must:
- Create Column Headers.
- Match the order of the columns with the table provided below.
- Match the number of columns with the table provided below.
If columns are added or removed, the import process file will stop and an error message will be shown, resulting in no records processed and an error logged in the import history.
When is a Record Added vs Updated?
If an existing record is found in the key field(s) ([key]) identified below, the Core HR will update that record instead of creating a new record.
| Column Header | Data Type | Max Field Length | Required | Notes |
|---|---|---|---|---|
| Employee SSN / Employee ID | Text | 9 | Yes [key] | Must match an existing employee within the system. Either SSN or Employee ID can be used. The import will check for a match by SSN first and then by Employee ID to find a match within the HRIS. |
| Dependent SSN | Text | 9 | Must be numeric; must be unique within the system | |
| First Name | Text | Yes | ||
| Middle Name | Text | <=30 | No | |
| Last Name | Text | <=30 | Yes | |
| Suffix | Text | No | ||
| Relationship | Text | Yes | (Example: Spouse, Child, etc.) | |
| Birth Date | Date | Yes | mm/dd/yyyy | |
| Birth Location | Text | No | ||
| Gender | Text | Yes | ||
| Tobacco User (True/False) | Yes/No | <=3 | Yes | Either "Yes" or "No". If not supplied then default will be "No". |
| Handicapped (True/False) | Yes/No | <=3 | Yes | Either "Yes" or "No". If not supplied then default will be "No". |
| Full Time Student (True/False) | Yes/No | <=3 | Yes | Either "Yes" or "No". If not supplied then default will be "No". |
| Part Time Student (True/False) | Yes/No | <=3 | Yes | Either "Yes" or "No". If not supplied then default will be "No". |
| Student Hours | Numeric | Number of school hours the dependent is enrolled in. | ||
| Eligible Dependent | Text | No | ||
| Eligible Beneficiary | Text | No | ||
| Household Member (True/False) | Yes/No | <=3 | Yes | Either "Yes" or "No". If not supplied then the default will be "No". |