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Employee Import Layout for Core HR

The layout below can be used to import Employee Demographics into Core HR

Location of Data within Core HR

The Employee information can be found in the employee's Demographic Info page of 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 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 Core HR.
First Name Text <=30 Yes The First Name field is stored on the Employee Demographic or Dependent Screen.
Middle Name Text <=30   Middle Name field stored on the Employee Demographic or Dependent Screen.
Last Name Text <=30 Yes The Last Name field is stored on the Employee Demographic or Dependent Screen.
Suffix Text <=30   Suffix field stored on the Employee Demographic or Dependent Screen.
Street 1 Text <=50 Yes Street 1 field stored on the Employee Demographic or Dependent Screen.
Street 2 Text <=50   Street 2 field stored on the Employee Demographic or Dependent Screen.
City Text <=30 Yes City field stored on the Employee Demographic or Dependent Screen.
State Text 2 Yes State field stored on the Employee Demographic or Dependent Screen.
Zip Text <=15 Yes Zip field stored on the Employee Demographic or Dependent Screen. If importing a special character, the character must be used in every entry.
Home Phone Text <=20   The Home Phone field is stored on the Employee Demographic screen.
Mobile Phone Text <=20   The Mobile Phone field is stored on the Employee Demographic screen.
Home Email Text <=20   The Home Email field is stored on the Employee Demographic screen.
Work Phone Text <=20   The Work Phone field is stored on the Employee Demographic screen.
Birth Date Date (mm/dd/ccyy)   Yes The Birth Date field is stored on the Employee Demographic Info screen.
Birth Location Text <=30   The Birth Location field is stored on the Employee Demographic Info screen.
Gender Text 1 Yes The Gender field is stored on the Employee Demographic or Dependent Screen. Use "M" for males, "F" for females, and "U" for undefined.
Marital Status Text   Yes The Marital Status field is stored on the Employee Demographic screen.
Tobacco User (True/False) Yes/No <=3   The Tobacco User field is stored on the Employee Demographic or Dependent Screen.
Handicapped (True/False) Yes/No <=3   The Handicapped field stored on the Employee Demographic or Dependent Screen.
Employee ID Text <=20   Generally used to store ID that uniquely identifies employee in a payroll system
Hours Worked Number/Currency     Hours Worked field stored on the Employee Demographic screen.
Work Email Text <=50   Work Email field stored on the Employee Demographic screen.
Employee Status Text   Yes Employee Status field stored on the Employee Demographic Info screen.
Department Text     Department field stored on the Employee Demographic Info screen.
Facility 1 Name Text     Name field associated with Facility 1.
Facility 2 Name Text     Name field associated with Facility 2.
Job Code Text <=50   Job Code field stored on the Employee Demographic screen.
Employee Type Text     Employee Type field stored on the Employee Demographic Info screen.
Hire Date Date (mm/dd/ccyy)   Yes Hire Date field stored on the Employee Demographic screen.
Original Hire Date Date (mm/dd/ccyy)     Original Hire Date field stored on the Employee Demographic screen.
Alternate Service Date 1 Date (mm/dd/ccyy)     Alternate Service Date 1 field stored on the Employee Demographic Info screen.
Alternate Service Date 2 Date (mm/dd/ccyy)     Alternate Service Date 2 field stored on the Employee Demographic Info screen.
Benefit Eligibility Date Date     Benefit Eligibility Date field stored on the Employee Demographic Info screen. (For a New Employee: If left blank, the Date will calculate based on the Waiting Period Rules setup in the system. If a date is entered, that date will be imported. For an Existing Employee: If left blank, the date will not be updated. If a date is entered, that date will be imported.)
Benefit Status Text   Yes Benefit Status field stored on the Employee Demographic Info screen.
Retirement Date Date (mm/dd/ccyy)     Retirement Date field stored on the Employee Demographic screen.
Termination Date Date     Termination Date field stored on the Employee Demographic screen.
Termination Reason Text     Termination Reason field stored on the Employee Demographic screen.
Title Text <=150   Title field stored on the Employee Demographic screen.
Pay Schedule Text <=150   Pay Schedule field stored on the Employee Demographic screen.
EEOC Ethnicity Text <=75   Ethnicity field stored on the Employee Demographic Info screen.
EEOC Occupation Text <=50   Occupation field stored on the Employee Demographic Info screen.
EEOC Workers Compensation Text <=50   Workers Compensation field stored on the Employee Demographic Info screen.
User Defined Field 1 Text <=50   User Defined 1 field stored on the Employee Demographic screen.
User Defined Field 2 Text <=50   User Defined 2 field stored on the Employee Demographic screen.
User Defined Field 3 Text <=50   User Defined 3 field stored on the Employee Demographic screen.
User Defined Field 4 Text <=50   User Defined 4 field stored on the Employee Demographic screen.
User Defined Field 5 Text <=50   User Defined 5 field stored on the Employee Demographic screen.
User Defined Field Lookup 01 Text <=150   User Defined Lookup 1 field stored on the Employee Demographic screen.
User Defined Field Lookup 02 Text <=150   User Defined Lookup 2 field stored on the Employee Demographic screen.
User Defined Field Lookup 03 Text <=150   User Defined Lookup 3 field stored on the Employee Demographic screen.
User Defined Field Lookup 04 Text <=150   User Defined Lookup 4 field stored on the Employee Demographic screen.
User Defined Field Lookup 05 Text <=150   User Defined Lookup 5 field stored on the Employee Demographic screen.
User Defined Field Lookup 06 Text <=150   User Defined Lookup 6 field stored on the Employee Demographic screen.
User Defined Field Lookup 07 Text <=150   User Defined Lookup 7 field stored on the Employee Demographic screen.
User Defined Field Lookup 08 Text <=150   User Defined Lookup 8 field stored on the Employee Demographic screen.
User Defined Field Lookup 09 Text <=150   User Defined Lookup 9 field stored on the Employee Demographic screen.
User Defined Field Lookup 10 Text <=150   User Defined Lookup 10 field stored on the Employee Demographic screen.
User Defined Field Lookup 11 Text <=150   User Defined Lookup 11 field stored on the Employee Demographic screen.
User Defined Field Lookup 12 Text <=150   User Defined Lookup 12 field stored on the Employee Demographic screen.
User Defined Field Lookup 13 Text <=150   User Defined Lookup 13 field stored on the Employee Demographic screen.
User Defined Field Lookup 14 Text <=150   User Defined Lookup 14 field stored on the Employee Demographic screen.
User Defined Field Lookup 15 Text <=150   User Defined Lookup 15 field stored on the Employee Demographic screen.
ACA Employee Status Text <=150   ACA Employee Status field stored on the Employee Demographic Info screen.
Additional Household Income Text <=150   Additional Household Income field stored on the Employee Demographic Info screen.
Country Text <=150   Country field stored on the Employee Demographic screen.
EEO Class Number <=3   EEO Class field stored on the EEOC/Additional Info screen. Must be one of the following: 1, 1.1, 1.2, 2,3,4,5,6,7,8,9
Work Phone Extension Number <=10   Ext field stored on the Employee Demographic screen.
Pay Group        

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.

 Employee Import Template

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