How do I audit my data for demographic errors?

Audit your company's demographics

  1. Go to Namely Payroll > Reports tab > Date Range.

  2. Click the ACA Demographic Report to download the file (Excel or .csv version recommended).

  3. Review the following data fields for all demographic entries in the report:

    • Employee ID (EEID)

    • First Name

    • Last Name

    • Class Name

    • Hire Date

    • Termination Date

    • Demo Start Date

    • Demo End Date

  4. Verify that your employees have a Demo Start Date that matches their Hire Date through reviewing the data by employee by:

    • Label cell I1, Match or something of your choosing.

    • In cell I2, type the following formula: =E2-G2

    • Drag this formula down to the last row of data.

    • Review any rows that have anything other than 0 since it indicates that the Hire Date and Demo Start Date do not match.

  5. For the employees that have a non-zero value in column I (Match), review the employees one-by-one and look for the following:

  • Ensure that each employee has at least one demographic record with a Demo Start Date that matches the Hire Date.  If not, highlight them in the spreadsheet for later.

  • For employees who have more than one demographic entry, ensure that their entries are consecutive. 

    • Example: The Demo Start Date of their second demographic entry is 1 day after the Demo End Date of the first demographic entry, and so on. If you notice a gap in time, highlight them in the spreadsheet for later.

  • If the employee is active, their most recent demographic entry should not have a Demo End Date. If not, highlight them in the spreadsheet for later.

  1. Once you’ve reviewed all of the data, your audit is complete. Remember to fix demographic entries for the employees you highlighted.