The layout below can be used to import Employee Compensation Rates with multiple rate codes. This differs from the standard compensation rate import layout by:
- Multiple Rate Code Support - Allows admins to import compensation rates with multiple rate codes per employee.
- Auto End-Dating of Previous Records - When importing compensation changes with the same rate code and employer code for an employee, the system will automatically end-date the previous record, eliminating the need for manual updates to save time and effort.
- Automatic Date Management - The end date of the previous compensation record will be set to one day before the start date of the new record to ensure seamless transitions.
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 that match the column headers listed in the table provided below.
- Match the order of the columns with the table provided below.
- Match the number of columns with the table provided below.
If the column headers do not match or any columns are added/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 HRIS. |
| Rate Type | Text | Yes [key] | Must be “Salary” or “Hourly” | |
| Start Date | Date (mm/dd/ccyy) | Yes [key] | Must be a valid date. Should indicate the date that the Rate becomes effective. | |
| Per Pay Rate | Numeric | Yes | Must be a valid number. | |
| Hours Worked | Numeric | If supplied, must be a valid number. The value in this field will default to 2080 if not specified. | ||
| Per Pay Overtime Rate | Numeric | If supplied, must be a valid number. | ||
| Other Rate | Numeric | If supplied, must be a valid number. | ||
| Notes | Text | 500 | ||
| Stop Date | Date (mm/dd/ccyy) | If supplied, must be a valid date. Should indicate the date that the Rate is no longer effective. | ||
| Auto Pay | Yes/No | If supplied, must be “Yes” or “No”. | ||
| Auto Pay Hours | Numeric | If supplied, must be a valid number. | ||
| Rate Code | Text | Yes [key] | Must match a valid Rate Code. | |
| Employer Code | Text | Yes | Must match a valid Employer Code/ID. |
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.