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Manual Imports Paylocity Web Link is an easy and convenient way to update information for multiple employees.

• Assign pay rate changes such as merit increases • Update employee contact information such as phone numbers and email addresses • Assign deduction codes such as medical, dental, and 401K • Assign benefit classes to assist with ACA reporting • Assign benefit coverage dates to dependents to assist with ACA reporting for a self-insured plan • Update skills with completion dates and renewal dates

To update Web Pay information using Web Link manual imports, select either a custom or standard sample file containing the Web Link title names required for successful implementation. You must use the Web Link title names to successfully complete the import. Click here to learn more about sample files and Web Link title names.

Sample file are available in this document, in the Web Link Help screen, and in Paylocity Client Resources. You can also select Manual Imports from the Web Link dashboard, select the Import Type, and click Download Sample file to access a sample file that contains all of the fields that can be imported for the selected import type. Each sample file includes instructions to help you create a successful import. Review these instructions and then delete the instruction rows before importing the information. Optional columns in the sample files can be deleted.

This resource provides examples of various updates that can be done using Web Link manual imports. Click the applicable link to learn more.

Benefit Class | Department and Position | Direct Deposits | Local Taxes | Pay Rates | Contact Information | Skills | Dependents | Deductions

Follow these quick and easy steps to create the source file and import information using Paylocity Web Link.

• Create the Source File.

1. Determine which Web Pay fields need to be updated and select the sample file with the corresponding Web Link title names.

2. Complete all the applicable fields and save the file. This is the Source File. You have the option to protect the source file with a password.

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• Select Manual Imports from the Web Link dashboard to import the Source File.

1. Select the Import Type from the drop down. Once you select an Import Type, you can click Download Sample file to view a sample file of the selected import type. The sample file includes all of the fields that can be imported for the selected import type as well as the title names that must be used to successfully import data.

2. Select Choose File to select the Source File.

3. Click Open to upload the file.

4. Enter the Source File Password if you protected the Excel Source File with a password. Skip this field if the Source File is not password protected.

5. Select Import to import the records.

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Employee Examples BENEFIT CLASS Select the Benefit Class sample file to assign employees to the Full-Time Benefit Class to assist with ACA reporting.

co id Record Type

Benefit Class

Benefit Class Setup Effective Date

Benefit Salary Effective Date

Benefit Salary

Measure ACA Eligibility

Do Not Apply Administrative Period

DOC08 155 U FULL 2/1/2018 TRUE

Important Notes The Benefit Salary field in the Web Link GET API is consistent with the Web Pay display.

Typically, the Benefit Salary field displays the annual salary in Web Pay and the annual salary will be returned in the Benefit Salary field GET API. When the Override box has been checked in Web Pay and a Benefit Salary has been entered in Web Pay, the Benefit Salary amount entered in Web Pay will be returned in the GET API.

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DEPARTMENT AND POSITION CHANGES Select the Department and Position custom sample file to change a group of employees to the Operatives EEO Class and the Operations Branch. Assign these employees to the Day Shift and indicate their union dues have been collected.

co id Record Type Dept/Pos Eff Date EEO Class Shift Cost Center 2 Union Dues

DOC08 95 U 02/27/2018 7 1 401 TRUE

Important Notes Updating the department and position fields will create a new record.

Web Pay Cost Center field names may vary based on company setup.

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DIRECT DEPOSITS Select the Direct Deposit custom sample file to add three direct deposit accounts.

co id Record Type

Direct Deposit Account Type

Direct Deposit Transit #

Direct Deposit Account #

2-Direct Deposit Account Type

2-Direct Deposit Transit #

2-Direct Deposit Account #

2-Direct Deposit Amount Type

2-Direct Deposit Amount

3-Direct Deposit Account Type

3-Direct Deposit Transit #

3-Direct Deposit Account #

3-Direct Deposit Amount Type

3-Direct Deposit Amount

DOC08 31 U C 071000013 5678120347 C 081904808 3491848101 F 250 S 081904808 3051008291 P 2

Important Notes Direct deposit columns are only available when inserting the employee's initial direct deposit information.

If an employee already has at least one direct deposit account, users can not add or update direct deposit information.

Direct Deposit Transit # must be a valid nine digit ABA Transit Routing Number without dashes or spaces.

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LOCAL TAXES Select the Local Taxes custom sample file to update local taxes.

co Id Record Type 1-Local Tax Code 1-Work PSD (PA) 1-Resident PSD (PA) 2-Local Tax Code

DOC08 85 U PA-EIT 220201 370602 PA-CE19

Select the Local Taxes custom sample file to delete up to five (5) local tax codes per record.

co Id Record Type 1-Delete Tax Code 1-Local Tax Code 2-Delete Tax Code 2-Local Tax Code

DOC08 83 U T PA-EIT T PA-CE19

Important Notes Local tax codes must be added to Web Pay first. Imported values must match one of the system coded values available in the applicable drop down.

Deleting taxes is only available for local taxes.

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PAY RATES Select the Pay Rates custom sample file to assign employee merit increases.

co id Record Type PayRate Eff Date PayRate Change Reason Base Rate

DOC08 14 U 3/1/2018 Merit Increase 18.00

Important Notes Updating the pay rate fields will create a new record.

Enter PayRate as one word in the sample file title fields.

When updating pay rates, enter the per pay check salary amount or the per hour

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CONTACT INFORMATION Select the Employee standard sample file to update employee contact information.

co id Record Type Work Phone Work Phone Ext Work Email Home Phone Personal Email Mobile Phone

DOC08 14 U 847-555-2000 9201 tbarclay@work.com 847-555-8921 tbarclay@personal.com 847-555-5683

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Skills, Dependents, and Deductions Examples SKILLS Select the Skills standard sample file to update commercial driver’s license information.

co id Skill Completion Date Renewal Date

DOC08 71 DL 11/3/2017 11/03/2019

Important Notes Skill imports bypass the pending status and import directly into Web Pay. They will only appear in the Web Link dashboard if there are errors that must be corrected. You can clear the Status filter to view all imports.

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DEPENDENTS Select the Dependents standard sample file to assign benefit coverage dates to dependents to assist with ACA reporting for a self-insured plan.

co id Last Name First Name Relationship Birthdate SSN Benefit Coverage Start Date Benefit Coverage End Date DOC08 68 Green Robin Spouse 04/05/1967 987651234 1/1/2016 2/22/2018

Important Notes Dependent imports bypass the pending status and import directly into Web Pay. They will only appear in the Web Link dashboard if there are errors that must be corrected. You can clear the Status filter to view all imports.

Dependent changes do not appear in the Web Pay Audit Trail.

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DEDUCTIONS Select the Deductions and Earnings standard sample file to add the self-insured medical deduction code to employee records.

co Id DedorEarn Deduction Code Amount Self Insured Plan Effective Date Start Date DOC08 170 D 125H 120 TRUE 03/01/2018 03/02/2018

Smart Tip Follow these steps to add the self-insured plan flag to existing earnings or deduction codes without changing the effective date.

1. Create a Report Writer report in Web Pay to export the Company ID, employee ID, effective date, earning or deduction type, and earning or deduction code.

2. Populate the Web Link deduction standard sample file with the exported information making sure the effective dates match the dates already appearing in Web Pay. Enter True in the Self Insured Plan column.

3. Use Web Link to import the information.

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Employee To update Web Pay employee information using Web Link manual imports, select either the Employee standard sample file or the applicable custom sample file. The custom sample files contain limited fields, but users can easily copy columns from the Employee standard sample file to meet their specific needs.

Use the standard Employee file to insert new hires or update the following information: Demographics, Emergency Contacts, Employee Status, Department & Position, Pay Rates, Additional Pay Rates, Taxes, Work Location, Direct Deposit, Benefit Classes, Eligibility, Payroll Custom Fields, and HR Custom Fields. Optional columns in the standard sample file can be deleted. Custom files include Benefit Class, Custom Fields, Department and Position, Direct Deposit, Employee Non-Payroll, Local Taxes, New Hire, Pay Rates, Rehire, and Terminations. Customized employee imports collects all of these custom sample files into one single sample file. The custom sample files contain limited fields, but users can copy columns from the Employee standard sample file to meet specific needs.

All of the sample files contain the Web Link title names required for successful implementation. Many Web Link title names are an exact match to the corresponding Web Pay field names, but there are some exceptions. These exceptions appear in green text in the following examples.

BENEFIT CLASS Web Pay Benefit Class Effective Date Benefit Salary

Effective Date Benefit Salary Measure for ACA Eligibility Do Not Apply Administrative Period

Web Link Benefit Class Benefit Class Setup Effective Date

Benefit Salary Effective Date Benefit Salary Measure ACA eligibility Do Not Apply Administrative Period

DEPARTMENTS AND POSITIONS Web Pay Effective Date Change Reason Supervisor Is Supervisor/Reviewer Employment Type Position

Web Link Dept/Pos EffDate Dept/Pos Change Reason Supervisor is Supervisor Employee Type Position Code

Web Pay Job Title EEO Class Work Comp Home Shift Division Branch

Web Link Job Title EEO Class WCC Shift Cost Center 1 Cost Center 2

Web Pay Department Pay Group OT Exempt Tipped Minimum Wage Exempt Union

Web Link Cost Center 3 PayGroup OT Exempt Tipped Min Wage Exempt Union Code

Web Pay Affiliation Date Union Position Initiation Collected Dues Collected

Web Link Union Date Union Position Union Fees Union Dues DIRECT DEPOSITS Web Pay Routing Number Account Number Account Type Amount Type Amount

Web Link Direct Deposit Transit # Direct Deposit Account # Direct Deposit Account Type 2-Direct Deposit Amount Type 2-Direct Deposit Amount

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LOCAL TAXES Web Pay Tax Code Tax Code Exemption 1 Exemption 2 Filing Status Work PSD Residence PSD

Web Link 1-Delete Tax Code 1-Local Tax Code 1-Local Tax Exemptions

1-Local Tax Exemptions 2

1-Local Filing Status 1-Work PSD (PA) 1-Resident PSD (PA)

PAY RATES Web Pay Effective Date Begin Check Date Change Reason Pay Type Per Check

Salary Base Rate

Per Pay Frequency

Default Hours

Web Link PayRate Eff Date

PayRate Begin Check Date

PayRate Change Reason

Pay Type Salary Base Rate

Rate Per

Pay Frequency

Default Hours

NEW HIRE To insert new employees using Web Link manual imports, select either the Employee standard sample file or the New Hire custom sample file. The New Hire custom sample contains only the fields required to hire an employee in Web Pay. Both sample files contain the Web Link title names required for successful implementation. Many Web Link title names are an exact match to the corresponding Web Pay field names, but there are some exceptions. These exceptions appear in green text in the following example.

Web Pay First Name Last Name Effective Date Division Branch Department Pay Type

Web Link First Name Last Name Hire Date Cost Center 1 Cost Center 2 Cost Center 3 Pay Type

Web Pay Per Check Salary Base Rate Per Pay Frequency Default Hours Tax Form Filing Status

Web Link Salary Base Rate Rate Per Pay Frequency Default Hours Tax Form Federal Filing Status

Web Pay Exemptions Amount Type Amount Percentage State Filing Status Exemption 1

Web Link Fed Exemptions Federal Amount Type

Federal Amount Federal Percentage Tax State State Filing Status

State Exemptions

Web Pay Amount Type Amount Percentage SUI State Exemption 2 SSN/EIN

Web Link State Amount Type State Amount State Percentage SUI State State Exemptions 2 SSN

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Deductions, Earnings, Skills, and Dependents To update Web Pay deductions and earnings, skill information, or dependent information using Web Link manual imports, select the applicable standard sample file: Deductions and Earnings, Skills, or Dependents. Each sample file contains the Web Link title names required for successful implementation. Many Web Link title names are an exact match to the corresponding Web Pay field names, but there are some exceptions. These exceptions appear in green text in the following examples.

DEDUCTIONS Web Pay Deduction Code Calculation

Code Rate/Amount Rate/Amount Frequency Goal Paid to Date

Web Link Deduction Code Calc Code Rate Amount Frequency Goal Paid to Date

Web Pay Agency Pay Period Minimum

Pay Period Maximum Annual Maximum Notes Self Insured Plan Effective Date

Web Link Agency Minimum Maximum Annual Max Addtl Info Self Insured Plan Effective Date

Web Pay Begin Check Date End Check Date

Priority State Child Support Case Identifier

Child Support FIPS Code

Medical Support

Web Link Start Date End Date Priority State Case# FIPS Code MED Supplement

Web Pay Report as Terminated Loan Number Issue Date First Payment Date Division Branch Department

Web Link Empl Terminated Loan Number 401K Loan Issue Date 401k Loan 1st Payment Date

Cost Center 1 Cost Center 2 Cost Center 3

EARNINGS Web Pay Earning Code Frequency Amount Self Insured Rate Calculation Code Hours/Units

Web Link Deduction Code Frequency Amount Self Insured Plan Rate Calc Code Hours Units

Web Pay Rate Code Pay Period Minimum Pay Period Maximum Agency Effective Date Begin Check Date End Check Date

Web Link Rate Code Minimum Maximum Agency Effective Date Start Date End Date

Web Pay Job Code Division Branch Department Goal Paid to Date Annual Maximum

Web Link Job Code Cost Center 1 Cost Center 2 Cost Center 3 Goal Paid to Date Annual Max

SKILLS Web Pay Skill Proficiency Notes Training Class Completion Date Training Score Scale Renewal Date

Web Link Skill Proficiency Notes Training Class Completion Date Training Score Scale Renewal Date

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DEPENDENTS Web Pay Last Name First Name Middle Name Relationship Gender

Web Link Last Name First Name Middle Name Relationship Gender

Web Pay Birth Date SSN Stay in sync with Employee Information Address 1 Address 2

Web Link Birthdate SSN Address same as Empl Address 1 Address 2

Web Pay City State Zip Country County

Web Link City State ZipCode Country County

Web Pay Home Phone Email Work Phone Work Phone Ext Mobile Phone

Web Link Home Phone Email Work Phone Work Phone Ext Mobile Phone

Web Pay Pager Full Time Student Graduation Date Coverage Begin Coverage End

Web Link Pager Full Time Student Graduation Date Benefit Coverage Start Date Benefit Coverage End Date

Rules for Matching Dependents Web Link follows these rules to match new information with current dependent information.

• Match on first and last names and relationship. If not found, match on SSN (Social Security number). • If more than one dependent is found with the same last name, first name, and relationship, Web Link will add Birthdate and then SSN to the matching criteria

until the unique dependent is found. • If a single match is not found, the record will be added as a new dependent. • If a single match is found, then the record will be updated. • If more than one record could match the criteria, Web Link will mark the record as an error for the user to review.

Important Notes • All imports require the company Id. All imports except for inserting new hires require the employee Id. • Employee imports also require the Record Type column. Enter I when inserting new hire information or U when updating information. • Users may delete any unnecessary optional columns when importing information. • Deleting taxes is only available for local taxes. • Users must enter the correct Web Link title field when updating Effective Date and Change Reason fields.

Web Pay Screen Web Link Title for Effective Date Web Link Title for Change Reason Benefits Setup Benefit Class Setup Effective Date N/A Dept & Position Dept/Pos EffDate Dept/Pos Change Reason Employee Status EmpStatus EffDate EmpStatus Change Reason Rates PayRate Eff Date PayRate Change Reason