Employee Deduction Import Process

The Employee Deduction Import Process allows the means to import employee deduction master changes from an external file. You can import changes to any of the employee deduction values regularly accessed through the employee deduction screen. You defined a comma or tab delimited file with deduction values you want loaded onto the employee’s deductions.  Refer to the table below for complete details on the fields and required format of the import file.

This process validates all information per entry. Any rejected entries will be listed on a separate error/rejection listing along with the reason for the rejection. Each rejected entry includes a record number of the error. This number refers to the record number of your original file, providing a way for you to identify the invalid record. The rejection report appears at the end bottom of the reporting.  This import process follows all the same rules as the employee deduction changes.  All deduction changes through this process are recorded under the employee master auditing.

When the atrieveHR Benefits Management system is active and the deduction to be updated is defined as a benefit, the atrieveHR benefit system will be updated with these changes. The atrievePayroll to atrieveHR Benefits Reconciliation process report will also be generated. Details of all atrieveHR Benefit changes are details on a separate report #####P.LST.

BATCH AND PRINT QUEUE SCREEN    

NOTE:  This process will only run in batch.

Enter Location Of File To Be Imported

Enter up to 35 characters of a logical or exact directory location where your import file can be found.

Or, select Upload Icon to locate file

Enter Name Of The File To Be Imported

Enter the exact name of your import file.

This process will attempt to access your import file to ensure no problems will occur. Should this process be unable to find or access your file, a message identifying the problem will be displayed and you will be returned to the location prompt.Fields Tab Or Comma Delimited 

Enter 'C' if the fields in your file are separated by a comma.

Enter 'T' if the fields in your file are separated by a tab.

Auto Add Deductions To Employees

Enter ‘N’ to bypass entries for deduction codes that are not already on the employee’s master deduction record.

Enter ‘Y’ indicate that deduction codes not found on the employee’s master deduction record should be added to the employee master. Deduction default values will be taken from the deduction code data base.  The deduction start/end period will default to 000000/999999. All import values will override the database defaults. All added entries are marked with ‘*ADDED’ at the end of the report line.

Report Only Or Process Update

Enter 'R' to only generate the reports and error listing.  It is recommended that a preliminary is run first so you are aware of any rejected entries.

Enter 'P' for a Process Run. The process will update the employee’s deductions and audit all changes.

When the atrieveHR Benefits Management System Is Active:

atrieveHR Benefits Effective Date Of Change

Enter the date to be used for recording the benefit history changes.  The atrieveHR department could be consulted to ensure accuracy.

Enter to default to the current date.

atrieveHR Benefits Reason For Change

Enter a reason for the changes to be recorded on the benefit history.

The report lists the following:

• The employee number and name
• The deduction code and description
• Employee’s deduction table, if changed or added
• Employee’s deduction start / period periods if changed or added
• Employee's deduction amount/factor if changed or added
• Employee’s deduction limit if changed or added
• Employee’s deduction frequency if changed or added
• Employee's deduction Share% if changed or added
• *ADDED – when deduction has been added to the employee
• Total transactions processed
• Total employees with changes
• Total deductions added
• Total rejections – see rejection report
• Total rejected employees

The error report lists the following:

• The employee number
• The deduction code, if available
• The original record number
• Message describing the reason the record is invalid and will be bypassed.
• Total number of records bypassed.
• Total number of employees affected by rejections.

Your Deduction Import File Must Be In The Following Format: