The layout below can be used to import Beneficiaries 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 | Text | 9 | Yes [key] | Must be numeric; must be unique within the system. |
| Beneficiary SSN | Text | 9 | If supplied, must be numeric; must be unique within the system. If Beneficiary SSN is supplied then Beneficiary First Name and Last Name fields will be ignored. | |
| Beneficiary First Name | Text | <=100 | If supplied, the import will try to match the first name of a Beneficiary tied to the employee. If no match is found, a new Beneficiary record will be added. If Beneficiary SSN is not supplied then First Name and Last Name will be used to tie the Beneficiary record to the employee. If importing a Trust, please use the First Name field for the full name of the Trust and leave the Last Name blank. | |
| Beneficiary Last Name | Text | <=30 | If supplied, the import will try to match the last name of a Beneficiary tied to the employee. If no match is found, a new Beneficiary record will be added. If Beneficiary SSN is not supplied then First Name and Last Name will be used to tie the Beneficiary record to the employee. | |
| Beneficiary Street 1 | Text | <=50 | ||
| Beneficiary Street 2 | Text | <=50 | ||
| Beneficiary City | Text | <=30 | ||
| Beneficiary State | Text | 2 | Must be a valid state abbreviation | |
| Beneficiary Zip | Text | <=15 | ||
| Beneficiary Phone Number | Text | <=20 | ||
| Beneficiary Birth Date | Text | <=20 | Must be a valid date. | |
| Beneficiary Relationship | Text | <=50 | Yes | Must be a valid Relationship defined within the system. (i.e. Spouse, Son, Daughter, Child) |
| Beneficiary Sex | Text | <=50 | Either “M”, “F”, "Male", or "Female". If not supplied then the default will be "Male". | |
| Benefit Name | Text | <=50 | Yes | Must match the Benefit Name configured within the system (i.e. Medical, Dental, etc...) |
| Package Effective Date | Date | Yes | Must be valid date. Date benefits year begins (i.e. 1/1/2004) | |
| Beneficiary Type | Text | <=50 | Yes | Must be “Primary” or “Secondary”. |
| Effective Date | Date | Yes | Must be valid date. Date Beneficiary assignment takes effect. | |
| Expiration Date | Date | Yes | Must be valid date. Date Beneficiary assignment is no longer in effect. | |
| Percentage | Number | Yes | Must be a valid percentage from 0 to 100. |
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.