Employee Import
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The employee import allows you to add or update existing employee information. You can use the Employee Detail (Excel) report as a starting point by exporting the existing employee information.
Employees are added if “Add Employee If Not Found” is checked off in the Options tab on the Import form. Other options are “Only Update Empty Fields” which enables the import to fill in empty information, while leaving existing information. The “Effective Date” field is used for changes that appear in the Employee History tab.
An employee import is identified by the sheet name or file name containing the word "Employee".
| Column Type | Identifiers | Notes | Required |
|---|---|---|---|
| Employee Identifier | Employee ID, Emp ID, ID, Employee Number, Clock_ID, Payroll_ID, SSN_ID | This is used to uniquely identify the employee. Note the distinction with the clock ID, SSN, and Payroll ID fields is the “_”. With a multi-facility configuration you must also provide the Facility column. | Yes |
| New Employee ID | New Employee ID, New Emp. ID, New Emp ID, New Employee Number | The employee’s ID will be changed to this new ID | No |
| Payroll ID | Payroll ID | The payroll ID is in the Misc tab. If you are wanting to use the Payroll ID as the employee identifier then use “Payroll_ID”. | No |
| PBJ ID | Payroll Based Journal ID | The PBJ ID is in the Misc tab. The PBJ ID is used when you have previously submitted information to CMS using another ID. Please note that PBJ ID will NOT work. | No |
| First Name | First, First Name | Main tab | No |
| Initial | Initial, Middle Name | Main tab | No |
| Last Name | Last, Last Name | Main tab | No |
| Tag | Tag | Main tab | No |
| Scheduler Tag | Scheduler Tag, Sch Tag, Sch. Tag | Scheduling / Other tab | No |
| Labor levels | The ID or name of the labor level, e.g. Department | The labor level ID, labor level description or the scheduler ID, e.g. Office | No |
| Pay Rule | Pay Rule | Main tab | No |
| Base Schedule Group | Schedule, Base Schedule, Base Schedule Group or Schedule Group | Main tab | No |
| Holiday Group | Holiday Group | Main tab | No |
| Accrual Group | Accrual Group | Main tab | No |
| History Table Effective Date | Effective Date, Employee History Effective Date | Can be used to import an effective date on the Employee History table for the following items: Labor Levels, Pay Rules, Base Schedule Groups, Holiday Groups and Accrual Groups. Should be used when importing a different effective date for each employee. If effective date is the same for all employees, just use the effective date field on the options tab of the import window. If effective date is not not provided for an employee it will use the import options effective date for that employee. | No |
| Clock ID | Clock ID | Clock Info tab. If you wanting to use this as an employee identifier then use “Clock_ID” | No |
| HandPunch Supervisor | HandPunch Supervisor, Supervisor | Clock Info tab | No |
| Active Date | Active Date, Active Pay Date, Active Status Date, Active Status Pay Date | Adds an Active status entry to the Employee Status History using the date value in the column but only if the employee doesn't have any status at all in the software. | No |
| Inactive Date | Inactive Date, Inactive Pay Date, Inactive Status Date, Inactive Status Pay Date | Adds an Inactive status entry to the Employee Status History using the date value in the column. It will add the Inactive status regardless of any statuses that the employee already has in the software. | No |
| Shift Date | Shift Date, Shift Pay Date | Adds an employee shift history entry in the Work Pattern tab if the employee has no current shift history, or updates the employee shift history of the same date. The following two columns must also be supplied: Shift Count and Daily Hours. Shift and Shift Type are optional columns and will be automatically filled out based on default settings. | No |
| Shift Count | Shift Count | See Shift Date information above | No |
| Daily Hours | Daily Hours | See Shift Date information above | No |
| Shift | Shift | See Shift Date information above | No |
| Shift Type | Shift Type | See Shift Date information above | No |
| Work Pattern Date | Work Pattern Date, Work Pattern Pay Date | Adds an employee work pattern entry in the Work Pattern tab. The following column must also be supplied. | No |
| Work Pattern Type | Work Pattern Type | Use the values as in the drop down on the Work Pattern tab | No |
| Social Security Number | Social Security Number, SSN | Employment / General tab. If you are wanting to use this as an employee identifier then use “Social Security Number_ID” or “SSN_ID” | No |
| Union Date | Union Date | Employment / General tab | No |
| Birth Date | Birth Date | Employment / General tab | No |
| Address 1 | Address, Address 1 | Contact Info tab | No |
| Address 2 | Address 2 | Contact Info tab | No |
| City | City | Contact Info tab | No |
| State | State | Contact Info tab | No |
| Zip | Zip | Contact Info tab | No |
| Emergency Contact Name | Emergency Contact, Emergency Contact Name | Contact Info tab | No |
| Emergency Contact Phone Number | Emergency Contact Phone Number, Emergency Phone Number, Emergency Phone | Contact Info tab | No |
| Emergency Contact Relationship | Emergency Contact Relationship | Contact Info tab | No |
| License Type 1 | License Type, License Type 1 | Licensing tab - an exact match to what is displayed in the dropdown must be provided | No |
| License State 1 | License State, License State 1 | Licensing tab - State name or Abbreviation | No |
| License Number 1 | License Number, License #, License Number 1, License #1 | Licensing tab | No |
| License Expiration Date 1 | License Exp, License Exp., License Exp Date, License Exp. Date, License Expiration Date, License Exp 1, License Exp. 1, License Exp Date 1, License Exp. Date 1, License Expiration Date 1 | Licensing tab | No |
| License Issued Date 1 | License Issued, License Issued 1, License Issued Date, License Issued Date 1 | Licensing tab | No |
| License Type 2 | License Type 2 | Licensing tab - an exact match to what is displayed in the dropdown must be provided | No |
| License State 2 | License State, License State 2 | Licensing tab - State name or Abbreviation | No |
| License Number 2 | License Number 2, License # 2 | Licensing tab | No |
| License Expiration Date 2 | License Exp 2, License Exp. 2, License Exp Date 2, License Exp. Date 2, License Expiration Date 2 | Licensing tab | No |
| License Issued Date 2 | License Issued 2, License Issued Date 2 | Licensing tab | No |
| CPR Expiration Date | Cpr Exp, Cpr Exp., Cpr Exp Date, Cpr Exp. Date, Cpr Expiration Date | Licensing tab | No |
| Physical Received Date | Physical Received Date | Health tab | No |
| Physical Due Date | Physical Due Date | Health tab | No |
| PPD History Positive | PPD History, PPD Positive, Positive PPD, PPD+ | Health tab | No |
| PPD Received Date | PPD Received Date | Health tab | No |
| PPD Due Date | PPD Due Date | Health tab | No |
| CXR Received Date | CXR Received Date | Health tab | No |
| CXR Due Date | CXR Due Date | Health tab | No |
| TB Screen Received Date | TB Screen Received Date | Health tab | No |
| TB Screen Due Date | TB Screen Due Date | Health tab | No |
| Measles Not Applicable | Measles Not Applicable | Health tab | No |
| Measles Received Date | Measles Received Date | Health tab | No |
| Rubella Received Date | Rubella Received Date | Health tab | No |
| Influenza Date | Influenza Date | Health tab | No |
| Influenza Type | Influenza Type | Employment tab. Use "Not" for Not Received, "Received" for Received, "Facility" for Received Out of Facility, and "Declined" for Declined. | No |
| I9 List A Document Type | I9 List A Document Type | Employment tab | No |
| I9 List A Document ID | I9 List A Document ID | Employment tab | No |
| I9 List A Expiration Date | I9 List A Expiration Date | Employment tab | No |
| I9 List B Document Type | I9 List B Document Type | Employment tab | No |
| I9 List B Document ID | I9 List B Document ID | Employment tab | No |
| I9 List B Expiration Date | I9 List B Expiration Date | Employment tab | No |
| I9 List C Document Type | I9 List C Document Type | Employment tab | No |
| I9 List C Document ID | I9 List C Document ID | Employment tab | No |
| I9 List C Expiration Date | I9 List C Expiration Date | Employment tab | No |
| Gender | Gender | M/F, Male/Female | No |
| Race | Race | Partial matching is used so if the cell contains any of the following text then it will match: white, caucasian, black, african, asian, pacific, hawaii, hispanic, latin, native, alaska, indian | No |
| EEOC Category | EEOC, EEOC Category | Partial matching is used so if the cell contains any of the following text then it will match: admin, prof, tech, service, sales, executive, first, mid | No |
| CHRC Prints Submitted Date | CHRC Prints Submitted, Prints Submitted | Criminal History Record Check | No |
| CHRC Response Received Date | CHRC Response Received, Response Received | Criminal History Record Check | No |
| CHRC Notes | CHRC Notes | Criminal History Record Check | No |
| CHRC Not Applicable | CHRC Not Applicable | Criminal History Record Check | No |
| Employee Contact | The Employee Contact Type | No | |
| Employee Custom | The Employee Custom Type | No |
Clear Out Fields - some of the fields above can be cleared/deleted by using the word <delete> in a cell (in lowercase). This will make the field blank and clear out any info that was already there.
