The layout below can be used to import Employee Benefits 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.
Please Note
- Each benefit must be entered into a different line (i.e., Medical, Dental, Vision, etc.) for your import file to be properly recognized.
- The Benefit Package must be created before importing benefits for the desired plan year.
| Column Header | Data Type | Max Field Length | Required | Notes |
|---|---|---|---|---|
| Employee SSN | Text | 9 | Yes [key] | SSN field stored on the Employee Demographic Info screen. |
| Benefit Name | Text | <=50 | Yes | Must match Benefit Name configured within system (i.e. Medical, Dental, etc.) |
| Benefit Plan Name | Text | <=50 | Yes | Must match Benefit Plan Name configured within system (i.e. Preferred PPO) |
| Benefit Option Name | Text | <=50 | Yes | Must match Coverage Level name configured within system (i.e. Employee Only, Employee + Spouse, etc...) |
| Package Effective Date | Date | Yes | Must be valid date. Date benefits year begins (i.e. 1/1/2004) | |
| Effective Date | Date | Yes | Must be valid date. Date coverage went into effect. | |
| Expiration Date | Date | Yes | Must be valid date Date coverage will go out of effect. | |
| Premium - Annual | Number/Currency | Yes | Full premium cost | |
| Employee Cost - Annual | Number/Currency | Yes | Portion of premium paid by employee | |
| Credit Amount - Annual | Number/Currency | Yes | Portion of premium paid by employer | |
| Coverage Amount - Annual | Number/Currency | Yes | Amount of coverage (i.e. Life Insurance - $10,000, FSA contribution, etc...). Zero if does not apply | |
| Pre-Tax Deduction - Annual | Number/Currency | Yes | Portion of employee cost that is pre-tax | |
| Post-Tax Deduction - Annual | Number/Currency | Yes | Portion of employee cost that is post-tax | |
| Employee PCP 1 | Text | <=50 | Primary Care Physician | |
| Employee PCP 2 | Text | <=50 | Primary Care Physician |
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.