Importing Employee Data

ADP Workforce Now?

Importing Employee Data

Version 7.1

HR. Payroll. Benefits.

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Copyright ? 2001?2014 ADP, LLC. ADP Proprietary and Confidential - All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. ADP provides this publication "as is" without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Rev1

Contents

Chapter 1

Understanding Employee Data Import

1

What's in This Guide .................................................................................1 What Is Employee Data Import? ................................................................1 Process of Importing Employee Data ..........................................................1 When to Import Employee Data .................................................................2

Chapter 2

Setting Up for Employee Data Import

3

How to Set Up the Company......................................................................3 Setting Up Profile Memberships and Permissions .........................................3

Chapter 3

Understanding Employee Data Import Files

5

Supported File Format ...............................................................................5 What Filename to Use ...............................................................................5 Prohibited Filenames .................................................................................5 Types of Records ......................................................................................7

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Importing Employee Data

Contents

Importing Employee Data

Header Records........................................................................................ 7 Data Records ........................................................................................... 7 Record Layout Illustration ......................................................................... 8 Header Record Layout .............................................................................. 8 Comment Record Layout........................................................................... 8 Delimiting Information .............................................................................. 9 Example of Delimiting All Data .................................................................. 9 Example of Delimiting Data Not Entered Between Fields............................ 10 Example of Delimiting Data Not Entered at the End of the Record.............. 10 Data Format Requirements ..................................................................... 11 Date and Number Formats for North American Solution ............................ 11 Importing Mixed Case Letters.................................................................. 13 Diacritical Field Formats .......................................................................... 14 Using Expanded Fields Format................................................................. 16

Chapter 4

Deleting and Changing Employee Data

17

Basic Deletions....................................................................................... 17 Basic Changes........................................................................................ 18 Special Deletions .................................................................................... 20 Special Changes ..................................................................................... 22

Chapter 5

Importing Data for Newly Hired Employees

25

Required Fields for Paid New Hires .......................................................... 25 Required Fields for Paid New Hires with the Benefits Module ..................... 28

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Contents

Required Fields for Paid New Hires with the HR Module .............................28 Required Fields for Paid New Hires with NACHA IAT ..................................28 Required Fields for Non-Paid New Hires ....................................................29 System Defaults......................................................................................30 Company Defaults...................................................................................30 Using Existing Employee Data ..................................................................31 Recommended Fields ..............................................................................31 Example of New Hire Record....................................................................32

Chapter 6

Grouping Employee Data

33

Group Name and Locations......................................................................33

Chapter 7

Field Requirements

59

Paired Fields......................................................................................................59 Using Employee Custom Fields............................................................................62 Detailed Field Requirements ...............................................................................63

Key Identifiers: ADP Workforce Now Version 2.0 File Format......................63 Key Identifiers: ADP Workforce Now Version 3.0 (or Later) File Format.......65 Key Identifiers: ADP Workforce Now Version 4.1 (or Later) File Format.......68 Accumulator Adjustments Fields...............................................................70 ADA Disability Fields................................................................................71 ADA Disability - Accommodation Requests Fields .......................................72 Additional Fields......................................................................................74 Allowed/Taken Fields ..............................................................................81

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Importing Employee Data

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