Updating the Unemployment Tax Flag with Employee Import

I have a lot of employees that I need to update the Unemployment Tax Flag for but I can't do it via Global Update. Can I update this flag with Employee Import?

• Payroll

• State Reporting

• Employee Import

• Employee Master Inquiry

Instructional

To update the flag with the Employee Import program, you will need to create an Excel file to get Employee Numbers from, create an Excel file to Import with and create a Custom Template to read it with, and then Import.  

To create the Excel file of Employee Numbers: 

1. Open the Employee Master Inquiry program. 

2. Select Search

3. Enter search criteria.  For example, if you only want Active employees, for instance, set the Status field to Active. 

4. Select Accept

5. Select Excel

6. Select Quick History

7. Click Select None

8. Click the checkbox in the Select column next to Employee Number 

9. Select Accept to create the Excel file

To create the Excel file to Import with: 

1. Open the Employee Import program. 

2. Select Export Sample 

3. Select Ok to accept the Employee Information Import default on the Select Import Type prompt 

4. Click Select None

5. Click the checkbox in the Select column next to Employee Number for the following Fields:

   1. Action Flag

   2. Employee Number

   3. Unemployment Tax Flag

6. Select Accept to create the Excel file

7. Open both Excel files you just created - 

   1. Employee_Master_File_Inquiry_DateTimeStamp

   2. Employee_Import_DateTimeStamp

8. Copy Column A (Employee Number) from the Employee_Master_File_Inquiry_DateTimeStamp file and Paste it to overwrite Column B (Employee Number) in the Employee_Import_DateTimeStamp file. 

9. Mass populate Column A (Action Flag) in the Employee_Import_DateTimeStamp file with a U.

10. Mass populate Column C (Unemployment Tax Flag) in the Employee_Import_DateTimeStamp file with a Y.

11. If you have employees that are excluded from Unemployment Insurance, set the Unemployment Tax Flag value to N for these employees.  Elected Officials are the most common example.  Refer to the Unemployment rules for your specific state. 

12. Save the Employee_Import_DateTimeStamp file.

To create the Custom Template to import the Employee_Import_DateTimeStamp file with: 

1. In the Employee Import program, select Custom Templates

2. Select Ok to accept the Employee Information Import default on the Select Import Type prompt 

3. Select Create Template  

4. Define the New Template prompt as follows: 

   1. No changes are needed for the Template Layout field

   2. Name - Enter a title for your new template.  Example: Unemployment Tax Flag override

   3. No changes are needed for the File Delimiter field

   4. Select Browse in the Input File field and select the previously saved Employee_Import_DateTimeStamp file

   5. Click to checkmark the First line contains headers and Attempt field matching based on headers options

5. Select Upload

6. Select Save

To Import your changes:

1. In the Employee Import program, select Define

2. Click the drop down in the Template field and select the template Name you just created. 

3. Click the File field and select the previously saved Employee_Import_DateTimeStamp file. 

4. Click to checkmark the Skip First Line option.

5. Select Accept to start the Import process. 

6. From the Output prompt, select an output option to review your proof report and then select Ok. 

7. Review the proof report and then select Yes to post import data to live if there are no issues, or No to cancel. 

8. Click Ok to the Import Complete prompt.