Employee Update Templates

Updated on 09 Aug 2024
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This article reviews the updated Employee Update Template and the Payroll Employee Update Template. These two imports are used to update employee information in bulk.

The updated Employee Update Template is only available when Workforce Payroll is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.

The Payroll Employee Update Template is only available when Workforce Payroll is enabled.

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Employee Update Template

The Employee Update Template is used to update fields that are found on the Basic Info tab and Employment tab of employee records. When the Employee Update Template is downloaded, all active employees will be included. When the Employee Update Template is uploaded, employee records will be updated if any fields within the template contain new data.

Downloading and Uploading the Employee Update Template

To download the Employee Update Template:

Navigate to the Import tool.
Select Employee from the Options drop-down menu.
Select Update Existing from the Type drop-down menu.
Click Download Template.

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To upload a completed Employee Update Template:

Navigate to the Import tool.
Select Employee from the Options drop-down menu.
Select Update Existing from the Type drop-down menu.
Click Upload File.
Select the saved file.
Click Next.
Confirm the mapped fields.
- Note: If the mapped fields are not automatically matched, the incorrect file may have been selected or the column titles may have been changed.
Click Next.
Click Import.

Employee Update Template Columns

The Employee Update Template has the following columns:

	Column Title	Description	Accepted Entry and Notes
A	Employee ID	R365 GUID for the employee This ID will not match the Employee ID field on employee records.	This column is for system use only and should not be edited.
B	Full Name	Employee's full name	This column is for reference only. Changes made will not be imported.
C	Payroll ID	Employee's payroll ID used in third-party payroll systems	Text
D	Primary Location	Employee's primary/default location	Text
E	Hire Date	Employee's date of hire	YYYY-MM-DD When Workforce Payroll is enabled, this field cannot be edited for employees who have already been onboarded to Workforce Payroll.
F	Preferred Contact Method	How the employee will receive messages from R365	Text Email Both Text & Email
G	Email	Employee's personal email address	Text
H	Mobile Phone	Employee's personal phone number	Numerical
I	Allow Text Messaging	If text messages can be sent to the employee from R365	True False
J	Break Waiver	If the employee has break waiver on file	True False
K	App Access	If the employee has access to the R365 Mobile App If 'Yes' or '1', the employee will receive a text or email notification, depending on their preferred contact information.	Yes or 1 No or 0
L	Login Password	Password for logging into the R365 Mobile App	Text
M	Birth Date	Employee's date of birth	YYYY-MM-DD
N	Job Title	Employee's primary job The job name must match an associated job record. Requires that Job Location and Pay Rate columns are also filled. If Workforce Payroll is enabled, jobs cannot be imported for separated employees.	Text
O	Job Location	Name of the location associated with the job record Location name must match an associated location record. Requires that Job Title and Pay Rate columns are also filled.	Text
P	Pay Rate	Employee's rate of pay associated with the job If Pay Rate is blank when Job Title and Job Location are entered, Pay Rate will be imported as $0.00. Requires that Job Title and Job Location columns are also filled.	Numerical, up to two decimals
Q	Inactive	If the employee is 'inactive' in R365	True False
R	Address1	Address line 1	Text
S	Address2	Address line 2	Text
T	City	City	Text
U	State	State	Text
V	Zip Code	Zip code	Numerical
W	Preferred Name	Employee's preferred name	Text
X	Gender	Demographic Information These fields are included in the Employee Update Template but are only available on the employee record when Workforce Payroll is enabled. If Workforce Payroll is not enabled, data entered into these columns is not imported.	Male Female Choose no to identify No Selection
Y	Ethnicity		Hispanic or Latino Not Hispanic or Latino Choose not to identify No Selection
Z	Race		White Black or African American Asian American Indian or Alaska Native Native Hawaiian or other Pacific Islander Hispanic or Latino Two or More Races (not Hispanic or Latino) Choose not to identify No Selection
AA	Employment Type	Employment Information	Full-Time Part-Time
AB	Primary FLSA Status	Employment Information	Exempt Non-Exempt

Payroll Employee Update Template

The Payroll Employee Update Template is used to update direct deposit and W-4 details for employees who are active in Workforce Payroll.

Requesting the Payroll Employee Update Template

The Payroll Employee Update Template is only accessible by R365 Support. For assistance with downloading and uploading the Payroll Employee Update Template, please contact your CSM, Payroll Coach, or R365 Support.

Payroll Employee Update Template Columns

The Payroll Employee Update Template has the following columns:

	Column Title	Description	Accepted Entry and Notes
A	R365 Employee ID	GUID Employee ID	This column is for system use only and should not be edited.
B	Legal Entity Name	Name of the legal entity associated with the employee's primary location	This column is for reference only. Changes made will not be imported.
C	Basecamp Employee Id	Employee's R365 Payroll ID	This column is for reference only. Changes made will not be imported.
D	First Name	Employee's first name	This column is for reference only. Changes made will not be imported.
E	Last Name	Employee's last name	This column is for reference only. Changes made will not be imported.
F	Legacy Payroll Id	Employee's Payroll ID used in third-party payroll systems	Text
G	Legacy Employee Id	Employee's Employee ID used in third-party payroll systems	Text
H	Email	Employee's personal email address	Text
I	Phone Number	Employee's personal phone number	Numerical
J	Tax Payer ID	SSN / TIN	Numerical (9 digits exactly)
K	Pay Schedule	Pay cycle for the employee	Daily (Daily, daily, D, d) Weekly (Weekly, weekly, W, w, Wk, wk BiWeekly (BiWeekly, Biweekly, biweekly, Bi_Weekly, Bi_weekly, bi_weekly, BW, bw). Monthly (Monthly, monthly, M, m). SemiMonthly (SemiMonthly, Semimonthly, semimonthly, Semi_Monthly, Semi_monthly, semi_monthly, SM, sm) The pay cycle entered must be configured for the legal entity.
L	Account Nickname	Direct Deposit Account Information	Text
M	Financial Institution		Text
N	Account Type		Checking Savings
O	Routing Number		Numerical (9 digits exactly)
P	Account Number		Numerical
Q	W4 Filing Status	W-4 Tax Information	M = Married filing jointly S = Single or married filing separately H = Head of household
R	W4 Multiple Jobs		True False
S	W4 Children Under 17		Numerical - whole number
T	W4 Other Dependents		Numerical - whole number
U	W4 Other Income		Numerical - with decimals
V	W4 Deductions		Numerical - whole number
W	W4 Extra Withholdings		Numerical - with decimals
X	W4 Exempt		True False

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What's Next

Legacy Employee Setup

Table of contents

Employee Update Template
Payroll Employee Update Template