Importing Employee Loan Data
You can import changes to employee loan data to reduce the amount of manual work required.
Note: This import template is available to service providers, worksite managers, and worksite trusted advisors who have full access to the Employee Loans form enabled for their user role. Employee loan data imported through this process will be added to existing records. Updates to existing employee loan data can be made using the Loan Number column, which is an optional field.
Note the following:
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When an import file includes a valid loan number that already exists, the system updates that record with the information on that row. |
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When an import file includes an invalid loan number, an error occurs during the update. |
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When an import file does not include a loan number, the system creates a new record. |
To upload and import employee loan data, do the following:
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From the Payroll|Change menu, select Employee Loans. |
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On the Employee Loans form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) |
The Employee Loans import template option and its tabs/fields automatically display when you access this template directly from the Employee Loans form.
Note: You can also navigate directly to the Data Import Tool by clicking
(Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Employee Loans 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
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The corresponding column number for the imported data.
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Category Description
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Client ID (required): ID of the client for this loan item. |
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Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. (Note: Only the last four digits of the SSN display when you review the information on the File Content tab.) |
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Loan Number: Number associated with the loan. |
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Loan Date: Date on which this loan was granted. |
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Loan Amount (required): Amount granted to the employee. (This value must be greater than zero.) |
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Loan Payment (required): Amount to deduct automatically from each paycheck to repay the loan. |
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Payment Frequency (required): How often the payroll deduction is made: |
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P: Once per payroll period. |
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Payback Amount (required): Amount required to consider the loan paid in full, which is the amount of this loan plus interest (if any). (Note: This amount can be different from the loan amount.) |
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Deduction Code (required): Code used for the employee loan. (Note: The deduction type must equal the employee loan payment.) |
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Start Date: Date on which payroll deductions will begin to pay back the loan. |
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Stop Date: Date on which payroll deductions will cease. |
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Reason for Loan: Reason why loan was taken. |
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Amount Paid: Amount that the employee has paid back on this loan to date. |
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Required?
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Indicates if the field is required.
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