Employee Import Template
Use the Employee Import Template in conjunction with the Import Setup Data screen function to import employee records into your application.
The Employee Import Template contains the following worksheets:
- Employee Worksheet
- Time Card Worksheet
- Deduction worksheet
- Fringe Worksheet
- Additional Pay Worksheet
- PTO Worksheet
- Direct Deposit Worksheet
- Additional Factors Worksheet (Canada)
- User-Defined Fields Worksheet
Most worksheets correspond directly to tabs of the related entry screen in ProContractor. Required fields in a worksheet are highlighted yellow; fields that are required only under certain conditions are highlighted gray. Viewpoint suggests formatting all values as text in the Excel template.
Include the primary information for the records you want to import on the first worksheet, ensuring that that each record has unique values in the key fields for the import type. For most import types, the first worksheet is the only one required. If there are additional worksheets in the template, use the additional worksheets as needed to provide record details. When importing, ProContractor uses the key fields for the import type to prevent duplicate records and to link detail records to primary records.
For example, the key fields for the Employee import type are Company and Employee. In the Employees import template, include a record for each new employee in the Employee worksheet, ensuring that each record has unique values in the Company and Employee fields. Include time cards, deductions, fringes, and so on for those employees in the additional worksheets.
Employee worksheet
| Company | Employee | First | Last | Sort Name | Status | Original Hire Date | Corporate Officer | Pay Frequency | Gender | Utilization Classification | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | 01 | BEN10 | Larry | Bentley | BENTLEY | Active | 05/12/2016 | No | Weekly | Male | Journeyman |
| 2 | 01 | SMI20 | Lisa | Smith | SMITH | Active | 05/24/2016 | No | Weekly | Female | Apprentice |
PTO worksheet
| Company | Employee | Paid Time Off | Start Date | Accrual Rate From | Status | |
|---|---|---|---|---|---|---|
| 1 | 01 | BEN10 | Vacation | 05/12/2016 | Default Time Card | Active |
| 2 | 01 | BEN10 | Holiday | 05/12/2016 | Default Time Card | Active |
| 3 | 01 | BEN10 | Sick | 05/12/2016 | Default Time Card | Active |
| 4 | 01 | SMI20 | Holiday | 05/24/2016 | Default Time Card | Active |
If a detail record does not match a primary record based on key field values, ProContractor marks the detail record as “orphaned” during the validation process. If you continue with the import without correcting orphaned records in the import file, you must manually enter the orphaned records into the system.
Importing employees is part of Employee Setup. Before importing employees, you must complete the following Employee Setup steps:
- Payroll Settings
- Pay System
- Payroll Cost Account
- Federal Retirement & Unemployment Insurance
- Withholding Status
- Income Tax Table
- Utilization Region
- Insurance Class
- Insurance Policy
- Fringe and Deduction Reporting Categories
- Deductions
- Fringe Benefits
- Additional Pay
- Companywide Rates
- Trade/Union
- Pay Class
- Work Locations
- Paid Time Off
- Paid Time Off Rates
- Pay Status Change Reason
Pay classes can be imported or added manually. All other setup steps above must be performed manually.
