Manual Imports Copyright 2017 Paylocity. All Rights Reserved

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1 Manual Imports Paylocity Web Link is an easy and convenient way to update information for multiple employees with a single import. Standard and custom sample files are available in the Web Link Help screen to help you get started. 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. Many Web Link title names are an exact match to the corresponding Web Pay field names, but there are some exceptions. Click here to learn more. This resource provides examples of various updates that can be done using Web Link manual imports. Click an applicable link to learn more. Benefit Class Department and Position Direct s Local Taxes Pay Rates Contact Information Skills Dependents Deductions Follow these quick and easy steps to import information using Paylocity Web Link. 1. Determine which Web Pay fields need to be updated. 2. Select the sample file with the corresponding Web Link title names. Sample files are available in the Web Link Help screen. 3. Complete all the applicable fields and save the file. This is the Source File.

2 4. Select Manual Imports in Web Link to import the Source File. 5. Select the Import Type. 6. Select Choose File to select the Source File. 7. Click Open to upload the file. 8. Select Import to import the records. Important Notes When you save the Excel Source File, you have the option to protect the file with a password. If you protect the file with a password, you will be required to enter the password in the Source File Password field when importing the file.

3 Employee BENEFIT CLASS Select the Benefit Class custom sample file from the Web Link Help screen to assign employees to the Full-Time Benefit Class to assist with ACA reporting. co id Record Type Benefit Class Setup Effective Date Benefit Class DOC02 91 U 01/01/14 FULL

4 DEPARTMENT, POSITION, SHIFT, EEO CLASS, AND UNION CHANGES Select the Dept & Position custom sample file from the Web Link Help screen 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 DOC02 95 U 02/01/ T 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.

5 DIRECT DEPOSITS Select the Direct custom sample file from the Web Link Help screen to add three direct deposit accounts. co id Record Type Direct Transit # Direct Account # Direct Account Type 2-Direct Transit # 2-Direct Account # 2-Direct Account Type 2-Direct Amount Type 2-Direct Amount 3-Direct Transit # 3-Direct Account # 3-Direct Account Type 3-Direct Amount Type 3-Direct Amount DOC02 31 U C C F S 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.

6 LOCAL TAXES Select the Local Taxes custom sample file from the Web Link Help screen to update local taxes. co Id Record Type 1-Local Tax Code 1-Work PSD (PA) 1-Resident PSD (PA) 2-Local Tax Code DOC02 83 U PA-EIT PA-CE19 Select the Local Taxes custom sample file from the Web Link Help screen 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 DOC02 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.

7 PAY RATES Select the Pay Rates custom sample file from the Web Link Help screen to assign employee merit increases. co id Record Type PayRate Eff Date PayRate Change Reason Base Rate DOC02 14 U 11/1/2016 Merit Increase Important Notes Enter PayRate as one word in the title fields. Updating the pay rate fields will create a new record.

8 CONTACT INFORMATION Select the Employee standard sample file from the Web Link Help screen to update employee contact information. co id Record Type Work Phone Work Phone Ext Work Home Phone Personal Mobile Phone DOC02 14 U tbarclay@work.com tbarclay@personal.com

9 Skills, Dependents, or Deductions and Earnings SKILLS Select the Skills standard sample file from the Web Link Help screen to update commercial driver s license information. co id Skill Completion Date Renewal Date DOC02 71 DL 01/31/ /01/2017

10 DEPENDENTS Select the Dependents standard sample file from the Web Link Help screen 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 DOC02 68 Green Robin Spouse 04/05/ /1/2016 4/22/2016

11 DEDUCTIONS Select the Deductions standard sample file from the Web Link Help screen to add the self-insured medical deduction code to employee records. co Id DedorEarn Deduction Code Amount Self Insured Plan Effective Date Start Date DOC02 50 D 125H 120 TRUE 01/01/ /08/2016 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.

12 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. 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 Transit # Direct Account # Direct Account Type 2-Direct Amount Type 2-Direct Amount

13 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

14 Deductions, Earnings, Dependents, and Skills To update Web Pay dependent information, skill information, or deductions and earnings using Web Link manual imports, select the applicable standard sample file containing 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

15 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 Work Phone Work Phone Ext Mobile Phone Web Link Home Phone 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 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 Important Notes All imports require the company Id and the employee Id columns. 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 updating 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