CSV Payroll streams new employee data into your company’s payroll system. It eliminates the need to re-key information, promotes accuracy, and automatically assigns your "next employee number" to the event. You can configure this report to select all fields that apply to your company, indicate who provides data for each field (applicant or your company), and enter static company values that will appear in all new hire records. With a simple click of the "HIRE" button in the job applicant’s file, you will collect all of the information needed to establish a payroll record.
Step #1 – Activate Service
To activate the CSV Payroll module, go to Admin > Integrated Services and click HRMS and then click Learn more.
If you already initiated your CSV Payroll account by contacting your Account Manager, you should have an activation code. Use the following steps to enter your code and activate this service.
Click Activation (top right), enter your code and then click Submit.
Step #2 – Authorize Users
To authorize a user, go to Admin > Authorizations > New Hire Payroll. Select the user(s) you want to authorize using the checkboxes, and then click Update.
Note: When you authorize a user, he or she will have access to an applicant’s employment information and can export that data to the company’s payroll system.
Step #3 – Configure the Report
Click Reports and then click New Hire Payroll. Click Configure Your Report and then follow the steps as outlined in the configuration guide.
Select Appropriate Data Fields
Review the list of 35 available fields, select the ones that apply to your company’s payroll system using the checkboxes, and then click Continue. The 35 available fields are:
- Hire Date
- Employee ID
- First Name
- Middle Name
- Last Name
- Birth Date
- Ethnic Origin Code
- Gender Code (M/F)
- Federal Marital Status
- Address Line 1
- Address Line 2
- Home Address City
- Home Address State/Province Code
- Home Address Zip/Postal Code
- Home Phone
- Cellular Phone
- Compensation Rate
- Social Security Number
- Home Address County
- Company Code
- Store Number
- SUI Tax Code
- Worked in State Tax Code
- Federal Exemptions
- Federal Additional Withheld
- State Marital Status
- State Exemptions
- State Additional Withheld
- Routing Number
- Account Number
- Custom Field 1
- Custom Field 2
- Custom Field 3
- Custom Field 4
For each field you selected, you must specify the provider (data source) by selecting either Company or Applicant. You can enter values for each company field that should appear in every report generated by this system (i.e., static values) and then click Continue.
Note: Some company fields will remain blank, as they will be completed by the hiring official before exporting a record (e.g., compensation type or amount, assigned department, etc.).
Review Report Configuration
You can review the final configuration to ensure the providers and/or values are correct for each field. If correct, click Save to complete the configuration of the report. Click OK on the confirmation message.
Step #4 – Assign the Starting Employee Number
Back on the report screen, enter the Next Employee Number in the data field as shown in the following screenshot. The next new hire will be assigned this number. That number will automatically increment with each subsequent new hire.
Note: In the event a new hire does not become an employee, their employee number can be revoked. Simply hover over the listed employee number and click the Revoke button.
A new CSV Payroll record is automatically generated each time a hiring official hires an applicant. That action automatically sends an email to the new hire asking the new hire to enter personal information in several data fields within the record. Once done, the record automatically appears in the New Hire Payroll Report, where it will await final processing by the hiring official.
Step #1 – Hire the Job Applicant
Click Hire in an applicant’s file to trigger an email to the new hire. That congratulatory email contains instructions and a link to the New Hire Payroll fields that the new hire must complete.
Step #2 – Receipt of the New Hire Record
Once a new hire submits his or her completed record, an email alert is sent to the hiring manager. Click Reports and then click New Hire Payroll to view the latest new hire record.
Step #3 – Enter Remaining Company Data
Click a name to open the new hire’s record and complete the remaining (highlighted) company fields. Once you've completed the fields click Save. The report is now complete and ready to export to your payroll system.
Step #4 – Exporting the Report
You can export one or more files at a time. Multiple files will appear as individual line items in one CSV report. Select the employees you want to include in the report using the checkboxes and then click Export (to select all records, click the checkbox at the top of the column). You will be prompted to Open or Save the file. Make your selection and click OK.
Once you export the file and import it into your payroll system, you can click the checkmark in the Imported to Payroll column to mark the task as complete.