Preload Employees by File

This system feature allows users to preload more than one employee record at the time. The process is similar to Upload Employees by File.
HR Managers may find this a useful tool when they have massive hirings coming and they are urged to obtain employee WINs as soon as possible for local administrative purposes.
User must keep in mind that preloaded employee records are stored in a separate database from active employees. Preload mode is intended for WIN generation purposes only, and preloaded employee records will not be considered for headcount reports.

Preloading Employees by File:

Go to Management / Data Upload / Upload Options. Select Preload Employees by File.
Click on Download Template link.
Click on ‘View Valid Field Details’. User should take some time to read all field descriptions and make sure the field requirements are understood. Some of the fields allow numeric characters only, but some others may allow alphanumeric characters. Also, it is necessary to note the maximum number of characters that can be entered in each field.
Click on 'View Mandatory Fields details' to verify the guidelines for completing every mandatory field in spreadsheet.
Fill in template considering every field description and requirements.
Save spreadsheet as a CSV file, following these indications to name file:
- File Name should be "PRE" followed by the FEPS Company Code and two-digit month, two-digit date and four-digit year of the Pay Period Date. For example, PRECNDA08152008-105.csv
- For practical handling and to avoid undesirable deleting of data, it is required to assign a suffix to the file indicated by the '-' (hyphen) character.
- The maximum length of the file name is 24 characters, including the extension.
Go back to Management/Data Upload Options/Preload Employees.
Click on ‘Browse…’ to search for file.
Click on ‘Upload’.
In case any records are rejected by the system, the user will receive an e-mail containing an attachment with the explanation for every rejection.