Excel Transaction File Layout

Transcription

1 HEADER Field Contents (Sample) Cell Max Field Validations Comments FedID A1 9 Must be numeric Federal Id Number Clearing Account Cannot exceed maximum Must be valid and exist in HSA Bank s system B1 6 Must be numeric Must be a valid value and exist in HSA Bank s system Clearing account at HSA Bank where funds will be sent HSA Bank will provide the value for this field @confirmations.com C1 40 Must be a valid address Date D1 8 Must be in MMDDYYYY format address for confirmations or questions Date file submitted to HSA Bank MMDDYYYY Must be numeric Must be within the last 7 days Not a future date 1 / 5

2 Number of Records 10 E1 5 Must be numeric Equal to the number of contribution records in file Number of contribution records submitted Amount F1 12 Must be numeric DDDDCC (D=dollar C=cent; no decimals Ex =$5,000.00) Amount must equal sum of dollar amount in the contribution details Source ACH G1 3 Must be alphanumeric Must be one of the valid values listed below: ACH WRE ACH=Funds sent to clearing account via ACH WRE=Funds sent to clearing account via Wire 2 / 5

3 DETAILS Field Contents (Sample) Cell Max Field Validations Comments Last Name "DOE" A2 20 Must be alpha characters (including spaces) Values longer than max are truncated All text should be capitalized, no punctuation First Name "JOHN" B2 20 Must be alpha characters (including spaces) All text should be capitalized, no punctuation Values longer than max are truncated AcctNumber " " C2 8 Must be numeric; must be eight digits Must be valid and exist in HSA Bank s system Numerical, no dashes (AcctNumber or SSN required; SSN preferred) Conditional: Either AcctNumber or SSN is required SSN " " D2 9 Must be numeric Must be 9 digits Numerical, no dashes (AcctNumber or SSN required; SSN preferred) Must be valid and exist in HSA Bank s system Conditional: Either AcctNumber or SSN is required 3 / 5

4 TransAMT "500000" E2 12 Must be numeric The amount cannot exceed the maximum allowable amount for the for Transaction Type EE, ER, EX. The amount cannot exceed the maximum allowable amount for the previous year for Transaction Type PE, PR, PX. DDDDCC (D=dollar C=cent; no decimals Ex =$5,000.00) Current Year EE=Accountholder, apply to EX=Employee Pre-Tax ER=Employer, apply to Prior Year PE=Accountholder, apply to PX=Employee Pre-Tax PR=Employer, apply to Transaction Type "EE" F2 2 Must be alphanumeric Contributions: accounts to be credited. (Please note coding 3 to ensure proper processing) Must be one of the valid values listed below: EE EX ER PE PX PR PE, PX, PR (all prior year contributions) can only be used when the header date is between 1/1 and 4/15 Current Year EE=Accountholder, apply to EX=Employee Pre-Tax ER=Employer, apply to Prior Year PE=Accountholder, apply to PX=Employee Pre-Tax PR=Employer, apply to 4 / 5

5 Description "CONTRIBUTION MARCH 2009" G2 80 Must be alphanumeric If description field contains the calendar year, the year must represent this year, next year, or last year (where year equals year from the date in the Header). The year must correspond to the Transaction Type Do not leave this field blank Important Notes: 1. Header is required and begins in row 1, (e.x. FedID heading should appear in cell A1). In the body, the last name of the first employee should appear in cell A2. List others in the cells below (A3, A4, etc.). 2. If field AcctNumber is not present, field SSN must be present. If field SSN is not present, field AcctNumber must be present. 3. It is imperative to code Transaction Types as either prior or, and to include the contribution year in the description to ensure correct IRS reporting. Contributions will be processed according to the file submitted. 4. All letters must be upper case. Content data should appear without punctuation (except for fields). Names should appear without dashes or hyphens. The file will be in Excel and saved as a CSV file. The field size represents the maximum number of characters (including spaces) supported. Excess characters will be truncated. For troubleshooting, please contact Business Relations at (866) , Monday through Friday from 7 a.m. 7 p.m., CT. 5 / 5