Payroll Imports: Modify General Employee Information (EEOC, Ethnicity and Custom Fields)

This article provides instructions on how to prepare the import template to modify general employee information in Namely Payroll. This import is used to modify EEOC and ethnicity data, and any payroll custom fields you use.

OVERVIEW

Namely Payroll contains data on Ethnicity and other fields that are required for EEOC Reporting. Namely Payroll also has three custom fields that can be used to house data on employee payroll profiles. If you need to modify the data in any of these fields in bulk, your Pod Service Consultants can help by completing a General Employee Information 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 on an employee's General page in Namely Payroll.

 This import will be completed in 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 AND HELPFUL REPORTS

  • Template: Modify General Employee Information

    • Fields available for modifying: Employee Name (required), Custom Field 1, Custom Field 2, Custom Field 3, Custom Field 4, EEOC Code, Ethnicity, Workers Comp Code.

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

  • Reports: The Employee Census Report can be used to obtain your Employee Name and a Unique Identifier for your template. You can also use it to save your historical data prior to processing your import.

 

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 Employee Census report to collect the employees’ data. 

  • In Namely Payroll, click Reports > Date Range > select the appropriate year, period pay date > click Employee Census report.

     

TIP:

Use CTRL + F “Employee Census” to locate the 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 Modify General Employee Information. You should only include data on employees that need hour benefits 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: Payroll

Feature: Employee Payroll Profiles & Data

Function: Employee Data Update

 

 TIPS​​​​​​

  • There must only be one row for each data type. For example, if John Doe needs to have Custom Field 1, Custom Field 2, and Custom Field 3 modified, there will be three line items on the file for the employee. 

  • 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 in HRIS.

  • 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.