The layout below can be used to import Employee Direct Deposit information into Core HR.
Incorrect Data Formats with Excel
Before importing the file into Core HR, verify that data such as the Direct Deposit account numbers are showing properly in Excel before importing or save the import file to a CSV file format and double-check the values in a text editor such as Notepad.
This is due to Microsoft Excel automatically formatting longer numbers into scientific notation or formatting data to another format when creating, editing, or opening an Excel file. If this automatic data formatting is saved, it can result in incorrect values being imported into Core HR. For more information about how Excel can automatically reformat data, you can refer to the following dedicated article.
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 a field is identified as a key field with the label [key] in the 'Required' column in the table below, Core HR will update the existing record with the matching [key] field data instead of creating a new record (i.e. when importing a file containing employee data and Core HR recognizes an employee's SSN as belonging to an existing employee record, Core HR will update the existing employee record with the data from the import file instead of creating a new employee record).
If no field has the [key] label in the 'Required' column, the import layout will always create a new record and not update any existing records.
| Column Header | Data Type | Max Field Length | Required | Notes |
|---|---|---|---|---|
| Employee SSN | Text | <=20 | Yes | Unique; must be numeric. Must match an existing record in Core HR. |
| Bank Name | Text | Yes | The name of the banking institution. | |
| Account Number | Numeric | Yes | The account number associated with this banking account. | |
| Routing Number | Numeric | Yes | The bank account routing number. | |
| Deposit Account Type | Text | <=20 | Yes | Indicates the type of account that the direct deposit will be allocated to. Valid options are: (Checking | Savings ) |
| Deposit Amount | Numeric | Yes | Amount of deposit * You can enter (Full Amount) to display a full amount record. If you use the deposit amount field, the deposit percent is not required. | |
| Deposit Percent | Numeric | Yes | The percentage amount of the total amount to deposit for the selected account. If you use the deposit percent field, a deposit amount is required. | |
| EDCode | Text | <=100 | Optional. Earning Code associated with payroll. | |
| Start Date | Date | 10 | Yes | The date on which the direct deposit record should be effective. |
| Stop Date | Date | 10 | Optional. The expiration date of this direct deposit record. This date can be left blank if it is the most current direct deposit record. | |
| Override Pre-Note |
Yes/No | Optional. Indicates if the pre-note should be overridden in a payroll integration. Valid values are Yes|No. If left blank, it will default to "No". | ||
| Priority | Numeric | Optional. The priority field is a numeric value starting at 1 that indicates the sequence of the direct deposit. A record with a value of 1 will be applied first and so on and so forth. Typically this field is utilized by accounts that are actively synchronizing data with third-party payroll systems. |
Import Template
We have provided an import template in an Excel format to help you get started. You can refer to the table above for more information about any of the columns. Required fields have been marked in RED.