The import layout detailed below can be used to import Pay Stub Detail 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 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 / Employee ID | Text | <=20 | Yes [key] |
Must match an existing employee within the system. |
| Pay Date | Date | =1 | Yes | Date of check or direct deposit. |
| Indicator | Text | <=50 | Yes | General description of record (i.e. off cycle, etc.) |
| Record Type* | Text | =1 | Yes | Must be one of: "E" = Earning; "T" = Tax; "D" = Deduction; "C" = Company Contribution; "S" = Sum Total |
| Item Description | Text | <=50 | Yes | Description of Record (i.e. Salary, Federal Withholding, Medical, etc...) |
| Amount | Numeric | Yes | Amount of Earning, Tax, Deduction, or Company Contribution | |
| YTD Amount | Numeric | Optional year to date Amount of Earning, Tax, Deduction, or Company Contribution | ||
| Rate | Numeric | For reporting purposes only, typically used to import hourly rate for hourly employees. | ||
| Hours | Numeric | For reporting purposes only, typically used to import hours worked for hourly employees | ||
| YTD Hours | Numeric | For reporting purposes only, typically used to import year to date hours worked for hourly employees | ||
| Record Type Indicator | Text | <=4 | If supplied, must be one of: "Pre" = Pre Tax, "Post" = Post Tax |
*There are 5 different Pay Stub Detail Record Type Codes that determine where the detail records are displayed in the Pay Stub:
- E – Earnings Records
- T – Tax Records
- D – Deduction Records
- C – Company Contribution Records
- S – Summary Records (Required for Total Boxes on the Pay Stub)
- On Summary Records the Item Description field needs to adhere to the following format:
- Net Pay Summary (Item Description = Net Pay)
- Gross Summary (Item Description = Total Gross)
- Tax Summary (Item Description = Total Taxes)
- Federal Taxable Gross (Item Description = Federal Taxable Gross)
- Deduction Summary (Item Description = Total Deductions)
- Time off Details (Item Description = PTO)
- On Summary Records the Item Description field needs to adhere to the following format:
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.