Before you can import your payroll history file, you must prepare it to these specifics:
- The file must be prepared as a comma delimited (.CSV) file.
- All 9 fields are required.
- A minimum of one (1) calendar year of payroll history is required for the file.
- Up to two (2) calendar years of payroll history can be used by the system
- A partial year of payroll history can be included with your one calendar year of data.
- Up to two (2) calendar years of payroll history can be used by the system
- The import does not support leading or trailing spaces. Each field must include letters and (or) numbers, as specified below.
- Each row represents a paycheck issued to your employee, or the Box 1 wages issued corresponding to each pay rate if your employee was paid multiple rates in one pay period.
The payroll history file
Click the options below for more information about formatting the file.
Your payroll history file must include all of the following information for each full-time and part-time employee and each paycheck issued during the calendar year:
- CompanyKey. The employer or company ID (between 1-6 digits, depending on your Sage program). This must match the existing employer ID in your Sage program.
- EmployeeKey. The employee ID. This can be alphanumeric and must match the existing employee ID in your Sage program.
- StartDate. The pay period start date for each paycheck issued. This must be formatted MM/DD/YYYY (for example, 03/01/2016). This information is used to define the pay period for all other details specific to this employee's paycheck.
- EndDate. The corresponding pay period end date for each paycheck issued. This must be formatted MM/DD/YYYY (for example, 03/14/2016). This information is also used to define the pay period for all other details specific to this employee's paycheck.
- Box1Wages. The taxable wages, as reported in Box 1 of the employee's W-2, corresponding to the defined pay period. Do not enter the dollar sign.
- ServiceHours. The employee's hours of service (not just hours worked, but also hours of paid leave), corresponding to the defined pay period.
- PayRate. The employee's rate of pay for the paycheck issued, corresponding to the defined pay period. Do not enter the dollar sign.
Note: If your employees are paid multiple pay rates in one payroll period, the payroll history file should include one line item per pay rate (as if each pay rate was issued as a separate check). This ensures accurate calculations for your company's penalty assessment in relationship to affordable coverage.
- HSAContribution. The employer's contribution to a medical savings account for the employee. Enter 0 if the company did not contribute to a medical savings plan for this employee or the employee's beneficiaries during the defined pay period. Do not enter the dollar sign.
- OfferedPlanCoverage. Enter 1 for Yes if the employee was offered healthcare benefits providing minimum essential coverage with minimum value during the defined pay period. Enter 0 (for No) if the employee was not offered this coverage during the pay period.
When the import process is complete, an Import Summary displays on the window. The summary provides you with a record count for each successfully imported employee and payroll (equivalent to a paycheck or pay rate if identified separately) record.
If the import process fails, use the Error Report to identify necessary corrections to the file. Use the data requirements in this topic as your guideline for making corrections and to properly format the information in your file.