In the Options step (Step #2) of the Import engine, you will indicate what kind of data is being imported. Each of the options are listed below with details as to when the option should be used:
Selecting the correct option is important as the selection you choose will drive the options available to you in the remaining Import steps.
Use this option for importing employee only or employee and dependent census data. This could be your initial census, or used to add more information to an employee profile.
Note: When you are importing employees and dependents, the employee must have "Employee" noted in the Relationship field on the import spreadsheet for the system to recognize this individual as an employee.
You would also use this option for salary updates and employee terminations.
Remember: Importing blank cells will overwrite existing data in the system. Make sure this is really what you want to do!
Use the Dependent Census option when importing only Dependent Data.
Tip: When importing employee demographic data, make sure to get the employee classes on the first import. If not, when you import the information later, make sure to also add the class effective date on the import.
Use this option when importing Dependent data only.
Employee SSN and Relationship data is required. This is how the system is able to determine which employee the dependent should be tied to and assign the correct relationship status.
Use this option to import current enrollments. It is recommended that you make sure your plans are configured correctly prior to importing enrollments. Once enrollments are added to the plans, changes to the plan configuration can cause discrepancies which are difficult to troubleshoot and to fix. Unsure of which template/option to select? Check out our cheat sheet here.
Things to remember when importing enrollments:
- Import one benefit at a time. Different plans/benefits require different information. We recommend using the plan enrollment templates we provide since these will show you all the required fields and the format that should be used when importing.
- Imported Enrollments will be created as a current enrollment. Consider this if you are importing into future plans. Do you really want to create current enrollments before the plan is effective?
- Employee data is required when importing dependent enrollments.
- When importing dependent enrollments for benefits which require each enrolled dependent to have a separate line on the import, make sure that you have selected the check box indicating that dependents are included on your import. You must also include the relationship field for each dependent.
- Your plan must be Active.
- The import feature cannot be used to correct plan enrollments. Once a current enrollment exists, the import will not overwrite this enrollment.
- Only import individuals (ees and dependents) who are enrolled in the plan. Basic plan model imports will assign the appropriate coverage level based on the employees and dependents enrolled.
- Plan end dates can be imported for enrollments that are truly ended. If you wanted to capture a previous enrollment in the system for an employee you could add the plan end date to your spreadsheet. However, you never want to do this for enrollments that are still active.
- Plan GI rules for VL and VXTD don't apply upon import - only import approved benefit amounts.
- Plan age reduction schedules don't apply upon import - import ee's original benefit amount and then resave enrollment under Modify to apply age reduction correctly.
- EE costs for age-banded benefits (VL/VXTD) will be calculated according to the ee's age as of the coverage start date listed on your template and will not be automatically updated according to the correct age bracket for ees as of the current date. For example, if importing existing VL enrollments for ees with a 1/1/2012 coverage start date, the system will calculating costs using the age bracket rate according to the ee's age on 1/1/2012. At this time, we do not auto create a history of any age-band changes that should have occurred between 1/1/2012 - current for ees. It is recommended that you import these enrollments to reflect the latest coverage start date for ees so that rates are calculated correctly.
More on importing enrollments here: Importing Plan Enrollments
Use this option to import demographic updates that affect employee eligibility and a change effective date is needed. This may affect current enrollments. If all changes have the same effective date, this can be set by the Change Effective Date field below. If they don’t, use the change effective date field in the template.
Example of when you SHOULD use this option:
- "I am importing class changes for my employees. I want the system to check to see if employee eligibility has changed and assign a change effective date."
Example of when you SHOULD NOT use this option:
- "I forgot to import classes for all of my employees. I just need to add these to their profiles. The classes were effective on the employees' date of hire." Use the Employee Census option.
For more information on the Demographic Updates function, see the article on Demographic Changes and the Demographic Updates Import.
Use this option to assign a manager to your employees. Use the Managers template.
Use this option to import beneficiary information for employees and tie the beneficiaries to a specific plan enrollment. Use the Beneficiaries template.
Third Party Enrollments
Use this option to upload enrollment records into third party app marketplace benefits. Use the Thirdparty Individual Only Enrollments or Thirdparty Group Enrollments template.
- Employees cannot be rehired through the import tool. To rehire an employee, you must use the Rehire link on the employee's Employee Management tab.
Information on Large Imports
Employee Navigator considers files with over 1,000 employees or 2,500 enrollment records to be large imports. Large imports can take some time to process because the system needs to calculate the eligibility for each plan as well as eligibility and entry dates for each employee. Because large companies tend to have more plans, the import process can take more time to perform these calculations. Here are a few tips when dealing with large imports:
- Complete a sample import on a small subset of employees first (for example, 100 employees) to make sure there are no errors
- Import the records on the weekend, beginning Friday after 5:00 PM EST
- Break the file into smaller files with a recommended size of no more than 5,000 employees.
- If you are REIMPORTING a large file to correct a value, “skipping” columns that are not being changed, especially classes, departments, divisions, etc., when possible, will greatly speed up the import
- If you can, import the employees first and then build the plan(s) so the plan eligibility calculations do not slow down the import
- Note: Employee Navigator has a large import queue and a separate small import queue for files with less than 400 records to optimize import speed on smaller files
- IMPORTANT: On Step 5 of the import process, an option to “Don’t recalculate eligibility” is available allowing you to skip the background eligibility calculation and speed up import time. To use this feature, be sure to leave all plan(s) inactive prior to importing data. Once the data has successfully been imported, activation of your plan(s) will simultaneously recalculate the plan’s eligibility and turn the plans on for enrollment.