Importing Employee Dependents

You can import multiple employee dependents for multiple employees at once to reduce the amount of manual work required.

Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import employee dependents do the following:

  1. Click (Back Office), then select Data Import Tool on the Operations|Import Processingmenu.

  2. In the Data Import Tool form, select the Employee Dependents import template option.

    When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

    The layout requirements are:

    Field Description

    Column Number

    The corresponding column number for the imported data.

    Category Description
    • Client ID (required): Unique identifier for the client.
    • Spouse: Whether the dependent is the employee's spouse. A spouse must have a Relationship Type of Dependent.
    • First Name (required): The dependent's first name.
    • Last Name (required): The dependent’s last name.
    • Middle Initial: The dependent's middle initial.
    • Gender: The dependent's birth gender.
    • Birth Date: The dependent's birth date.
    • Dependent SSN: The dependent's Social Security number.
    • Tobacco Use: Whether the dependent uses tobacco.
    • Employee SSN (required): The employee's Social Security number.
    • Relationship (Required): The dependent's relationship to the employee.
    • Full Time Student: Whether the dependent is a full‑time student.
    • Address Line 1: The dependent's address.
    • City: The dependent's city of residence.
    • State: The dependent's state of residence.
    • Zip Code: The dependent's ZIP code and extension.
    • Phone: The dependent's phone number.
    • Work Phone: The dependent's work phone number.

    Required?

    Indicates if the field is required.

  3. Optionally, click Clear existing dependents from employee records to replace existing employee dependent records with the information in the import file. Leave this option unchecked to add this information to existing employee dependent records, including duplicates.

  1. When this option is checked, the validation logic evaluates any previously identified dependent record not included in the current import file to determine if that dependent record has current coverage or prior coverage history.

  2. • If a previously identified dependent record is found to have current coverage or prior coverage history:  The record is skipped and the following error message displays:

  3. "Error: You may not delete the dependent ID [Dependent ID Number] for Employee ID [Employee ID] on line [import file line number] because there are existing benefit records associated with it."

  4. A variation of this same message displays when multiple dependent records with current coverage or prior coverage history must be skipped for the same employee:

  5. "Error: You may not delete the dependent ID's [Dependent ID Numbers separated by a comma] for Employee ID [Employee ID] on line [import file line number] because there are existing benefit records associated with them."

  6. • If a previously identified dependent record is found to have no current coverage or prior coverage history associated with it:  The record is deleted.

  7. This validation works similar to the validation logic used when you attempt to manually delete a dependent with coverage history from the system. In that instance, a message displays indicating that you cannot delete the record but you can mark it Inactive.

Required Fields Validation

When fields are configured as required fields on either the New Hire and Dependent Required Fields (Global) form or the New Hire and Dependent Field Overrides form, validations are in place to ensure correct data is passed and required fields are not missing or invalid during the File Upload process.

Valid Data Checks:

If the following fields are configured as required and the field values are found to be invalid during the File Upload process of the Employee Dependents Import, an error message displays on the Messages tab of the Data Import Tool for each invalid value.

Missing Data Checks:

If the following fields are configured as required and the field values are missing, an error message displays on the Messages tab of the Data Import tool for each missing value.