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.