The layout below can be used to import Federal Taxes 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 an existing record is found in the key field(s) ([key]) identified below, the Core HR will update that record instead of creating a new record.
| Column Header | Data Type | Max Field Length | Required | Notes |
|---|---|---|---|---|
| Employee SSN | Text | <=20 | Yes | Must match an existing employee within the system. |
| Year | Numeric | 4 | Yes | The tax year. |
| Allowances | Numeric | The number of total allowances being claimed, only applies to Year 2019 and previous. | ||
| Extra Withholding | Numeric | Yes | Any additional amount that will be withheld for federal taxes. | |
| Filing Status | Text | Yes | Indicates the federal filing status for this tax year. Valid values for Year 2019 and previous include: Single Married Married, but withhold at higher Single Rate Single Non-Resident Alien Married Non-Resident AlienValid values for Year 2020 and beyond include: Single or Married filing separately Married filing jointly Head of household |
|
| Exempt | Yes/No | Yes | Indicates if the employee is exempt from federal taxes. Valid values include: Yes No |
|
| Last Name Differs | Yes/No | Indicates if the employee's last name differs than what is on file for federal tax information. Only applies to Year 2019 and previous. Valid values include: Yes No |
||
| Override Amount | Numeric | This an optional federal override amount that overrides the withholding amount. | ||
| Override Percent | Numeric | This is an optional federal percentage that overrides the percentage withheld. | ||
| Start Date | Date | 10 | Yes | Effective date of the federal tax record. |
| End Date | Date | 10 | This is an optional expiration date of the federal tax record. | |
| Dependents | Numeric | |||
| Other Income | Numeric | |||
| Deductions | Numeric | |||
| Two Jobs | Yes/No |
Below is the import format for the 2019 W4 Federal Tax form. PLEASE NOTE that this import format is no longer valid and is for reference purposes only.
| Column Header | Data Type | Max Field Length | Required | Notes |
|---|---|---|---|---|
| Employee SSN | Text | <=20 | Yes | Must match an existing employee within the system. |
| Year | Numeric | 4 | Yes | The tax year. |
| Allowances | Numeric | Yes | The number of total allowances being claimed. | |
| Additional Withholding | Numeric | Yes | Any additional amount that will be withheld for federal taxes. | |
| Filing Status | Text | Yes | Indicates the federal filing status for this tax year. Valid values include: Single Married Married, but withhold at a higher Single Rate |
|
| Exempt | Yes/No | Yes | Indicates if the employee is exempt from federal taxes. Valid values include: Yes No |
|
| Last Name Differs | Yes/No | Yes | Indicates if the employee's last name differs than what is on file for federal tax information. Valid values include: Yes No |
|
| Override Amount | Numeric | This an optional federal override amount that overrides the withholding amount. | ||
| Override Percent | Numeric | This is an optional federal percentage that overrides the percentage withheld. | ||
| Start Date | Date | 10 | Yes | Effective date of the federal tax record. |
| End Date | Date | 10 | This is an optional expiration date of the federal tax record. |