Benefits Imports Beneficiaries

This article provides instructions on how to prepare the import template to add employee beneficiaries. 

OVERVIEW

Depending on your organization's plan offerings, Beneficiaries can be added to an Employee Voluntary Life, Spousal and/or Child Coverage. If you need to add new beneficiaries in bulk to your coverage lines, the Namely Service Team can help by completing an Add Employee Beneficiaries 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, read Changing 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 TEMPLATE

  • Template:Add Employee Beneficiaries Template

    • Fields available for import: Plan Name, Beneficiary Name, Beneficiary SSN, Beneficiary Relationship, Beneficiary Type, Beneficiary Start Date, Beneficiary Percentage, Beneficiary Gender (optional)

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

  • Reports: The Active Beneficiary Info report contains the data needed to complete this import. You an also save this 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

To prepare the import template:

  1. Download the Active Beneficiary Info report to collect the employees’ data. 

  • In Namely Payroll, click Reports > Date Range > select the appropriate year, period pay date > click Active Beneficiary Info report.

TIP:

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

  1. Use the information provided from the report and insert it into the import template. You should only include data on employees that need beneficiaries added on your template. 

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

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.