What This Does

  • Allows to update employee deductions by importing a file received from a Third Party Administrator
  • Updates the employee deduction master


Requirements

  • This is a fee based service for customers that are not Enterprise; please contact RDA for a proposal
  • GSV Setup: Import Deductions from TPA (Will need to be set using DEV LICENSE) This will add the Import files in the Payroll Module under the Setup Menu
  • GSV Setup when running Updates: PR07 Bundle – Import Deductions (101 customers only)
  • Updates to mkpayroll may have to be run depending on new programs; log out and log back in to see new menu items added
  • All deductions must be set up on the employee deduction master
  • Import will update amount/percentage on the employee's deduction master; if amounts/percentages are currently on the Deduction Description, they will need to be removed and Compute *Type changed if necessary to maintain amounts on the employee deduction
  • File received from Vendor must be in same format of sample file and file name spaces are not recommended but are allowed
  • If file has to change extensions such as from xls or xlsx to csv, use Save As to save as Type, csv
  • If file is to be renamed after receiving from Third Party, do not use Save As to rename; Right click the file, click Rename, enter new file name and then hit Enter
  • Xave the file in the desired directory
  • File received from TPA can use 3 codes: N for New, C for Change, I for inactivate. These codes must be included for each employee deduction



Create Sample File

  • HR → Payroll → Setup → Deductions → Import Deductions → Create Sample Import Deductions File
  • The report creates a comma delimited file named DEDUCTIONS.csv that contains Personnel ID, Deduction Description ID, Adjustment Amount, and Active Status
  • Deduction Description IDs must be active to be selected
  • The file can be run with no ranging or can be ranged on Deduction Description ID
  • Click Select to run and file is placed in the rda/xpert directory
  • File should be moved to the customer's local workstation using coreftp
  • Send file to Third Party Administrator to add employee amounts and then send back to customer to import



Import Deductions

  • HR → Payroll → Setup → Deductions → Import Deductions → Import Employee Deduction Masters
  • Browse for the file in the directory where the TPA file was saved
  • If all deductions should be imported, then leave all ranging blank
  • IMPORTANT: All deductions included on the file will import; Ex. If an employee does not have an existing deduction that is included in the import to inactivate (I), the deduction will still be added to the employee's deduction master as an inactivated deduction
  • If specific deductions should only be imported, then range on Deduction Description ID
  • Click on Select
  • Import runs and does not provide an exceptions report
  • Employees should be checked for all changes


Troubleshooting File Errors or No Changes after Import

  • May receive an error when importing or may run the Import and it appears that it worked but when checking employees, no changes were made
  • Make sure the Personnel ID exists and current
  • Check Deduction Descriptions to ensure they exist and are active