The import layout detailed below can be used to import Pay Stub Summaries 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 / Employee ID | Text | <=20 | Yes [key] | Must match an existing employee within the system. |
| Pay Period Start Date | Date | Yes | Start Date of Pay Period. | |
| Pay Period End Date | Date | Yes | End Date of Pay Period. | |
| Pay Date | Date | =1 | Yes | Date of check or direct deposit. |
| Pay Group | Text | <=50 | Description of Pay Group. | |
| Deposit Type | Text | =1 | Yes | "C" = Check; "D" = Direct Deposit |
| Check Number/Advice Number | Text | <=50 | Yes | Check Number of Advice Number |
| Deposit Account Type | Text | <=50 | Example: Savings, Checking etc... | |
| Deposit Account Number | Text | <=50 | Recommended that only a portion of account number be loaded. | |
| Deposit Amount | Numeric | Yes | Amount of deposit/net pay | |
| YTD Deposit Amount | Numeric | Year to date amount of deposit/net pay. | ||
| Indicator | Text | <50 | Yes | General description of record (i.e. off cycle, etc...) |
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.