Benefit Imports Employee Dependents

This article provides instructions on how to prepare the import template to add Dependents and add/modify Dependent Plans.

OVERVIEW

Dependents, in the world of benefits, are individuals that are added to an employee's plan. Dependent information is stored in Namely Payroll. If you need to add dependents or dependent plan information, or modify this data in bulk, the Namely Service Team can help by completing an Add Employee Dependents or Dependent Plans Import.

TIP:

We recommend importing if you have more than ten lines of data that need updating. If it's fewer than ten lines, it is faster to make the updates manually. For more information, readChanging and Enrolling in Benefits.

 This import will be completed within two business days from the receipt of your completed import template. Import time can vary if we need to follow up to confirm, correct or collect any data provided. Following the steps in this article will ensure the Service Team has all the necessary information to successfully process your import efficiently.  

IMPORT TEMPLATES

• Template:Add Employee Dependents or Dependent Plans

  • Add dependent imports are used to add new dependents or dependent plans in bulk. They are also used to add the start date for plans.

  • Required fields available for import: Plan Name, Start Date, Dependent First Name, Dependent Last Name, Birth Date, Dependent SSN, Gender, Relationship, Use Employee Address

  • Optional fields available for import: End Date, Dependent Street, Dependent City, Dependent Zip, Dependent State

  • You must also include one Unique Identifier on your template: EmployeeID (recommended), Social Security Number or Employee Email.

• Template:Modify Employee Dependent Plans

  • Modify imports are used to modify existing dependent plans.

    • Performing this import will not create a new line of data, so this should only be used if you do not need a record of the prior dependent plan data. This import type is typically used to correct data entry mistakes or end dating dependent plans in bulk.

    • Performing this import along with the Add import will end date your existing deduction record and add the new dependent plan data into the system.

  • Required fields available for import: Plan Name, Start Date, Dependent First Name, Dependent Last Name, Birth Date, Dependent SSN, Gender, Relationship

  • Optional fields available for import: End Date and New Start Date

  • You must also include one Unique Identifier on your template: EmployeeID (recommended), Social Security Number or Employee Email.

• Reports: The Generic Benefits (All Active Enrollments) report contains the data needed to complete this import. You can also save a copy of the report for a snapshot of your data prior to import processing. 

SAVE A COPY:

It's always best practice to save a copy of your data prior to processing an import, in case anything goes awry.

PREPARING FOR YOUR IMPORT

Two different types of Dependent Imports can be completed by the Namely Service Team.

• Modify Employee Dependent Plans

• Add Employee Dependent Plans

Modify Employee Dependent Plans

Modify Employee Dependent Plan imports are rarely done on their own because they simply modify the existing dependent record, and no new line of data is created. It is important to keep a historical record of dependent plan data for reporting purposes.

The only instance where a modify import would be conducted on its own would be if a data entry error was made, and no historical record of the dependent information is needed.

The same steps detailed below can be followed to prepare a Modify Employee Dependent Plan template - though you will only need to prepare one template as you will not be adding more records. This import should include a unique identifier (EmployeeID is preferred), Plan Name, Start Date, Dependent First Name, Dependent Last Name, Birth Date, Dependent SSN, Gender and Relationship. Depending on the type of import you're completing, you may also include an end date or new start date.   

Add Employee Dependent Plan

In most instances, you'll want to add employee dependent plans, which can involve the preparation of two import files.

• If you do not have existing dependent plans - you may simply add dependent plans and skip the End-dating step.

• If you have existing dependent plans, you'll need to end-date the old plans first, and then add new the new ones. This will keep a record of the old dependent plan. 

End-dating the old plans

The first import is a modify import - it will modify existing employee dependent records to add End Dates.

1. Download the Generic Benefits (All Active Enrollments) report to collect the employees’ data. 

• In Namely Payroll, click Reports > Date Range > select the appropriate year, period pay date > click Generic Benefits (All Active Enrollments) report.

  TIP:

  Use CTRL + F “Generic Benefits” to locate the Date Range report. Refer to Payroll Report Guidance (Date Range, Standard, Quarterly and Year End) for more information.

2. Use the information provided from the report and insert it into the Modify Employee Dependent Plans template. You should only include data on employees and existing dependents that need Dependent Plans end-dated on your template. This import should only contain a unique identifier (EmployeeID is preferred), Plan Name, Start Date, and End Date.

TIP:

Double check to ensure that the information provided does not cause overlapping start dates. For example, a dependent cannot have multiple records with the same start date for the same plan.  

3. Once the employee information has been added to the corresponding fields, save the file as a .csv or .xlxs format.

Adding new Dependents and Plans

The second template will be used to add the new dependent records. You can follow the same steps detailed above, but you'll want to include the new dependent plan information (Plan Name, Start Date, Dependent First Name, Dependent Last Name, Birth Date, Dependent SSN, Gender, Relationship, Use Employee Address, and any optional fields) in your template. You won't want to include an End date on this file. 

CASE SUBMISSION DETAILS

Once the import file is complete, submit a case in the Help Community and include the file as an attachment.

Product Name: Benefits Administration

Feature: Employee Benefit Data

Function: Employee Data Update

TIPS

• To avoid any data discrepancies, it’s recommended that you use the EmployeeID (in column A) as the identifier for the import template.

  • Using EmployeeID instead of a field like Social Security Number also limits the transfer of Personally Identifiable Information (PII.) Any files containing PII cannot be provided to Service though the Help Community - they must be uploaded via Support Files.

• Before you submit, verify the data mentioned below to ensure the data is ready for an import to eliminate any errors that may result in a longer import turnaround time:

  • Your import file cannot exceed 5 MB.

  • The first row of each column should be treated as a header row.

  • Each employee must be listed on a separate row.

  • Each row must have Unique ID to match your records to Namely records.

  • Dates should be formatted: MM/DD/YYYY

  • Remove any filters and ensure the cells are formatted accordingly.