When choosing to use the Group EAN utility to bulk upload multiple new hire/contractor records, there are two options to upload a file containing employee/contractor information into the ExponentHR Group EAN utility:
Group EAN Import Template Setup: This template option is typically used when data has already been formatted/exported to a specified file format from another system. The tool allows you to create a custom template which maps each field contained in your source data file to the equivalent field in ExponentHR. The mapping process also provides the ability to map/convert specific field values used by the source system to the expected value necessary to import the data into the ExponentHR system. These templates can be saved and re-used in future Group New Hire imports.
Create Formatted Import File: This template option allows you to create a quick .CSV file which aligns to the ExponentHR fields selected for inclusion in the pending Group EAN batch. It allows you to edit/modify your change information outside of the ExponentHR system (typically in an Excel file). Once all information is correct, it can be efficiently uploaded into the Group EAN batch using the Upload File option.
When choosing either of these methods, you want to ensure that the values on the file align with the template and contain an acceptable input. Below is a list of common fields and the input format that is accepted when importing the file.
| EAN Field | Accepted Value Input Format |
| New Company | Code or Code-Description |
| Designated Approver | ExponentHR ID |
| County/Locality | Only use to override what is looked up |
| Job Code | Code-Description |
| Direct Supervisor | ExponentHR ID |
| Time Clock Supervisor | ExponentHR ID |
| Pay Group | Code-Description |
| Overtime Override Code | Code-Description |
| Shift Premium Eligible | Code-Description |
| Executive Level | Code-Description |
| Alt. Paid Leave Approver | ExponentHR ID |
| Department | Code-Description |
| Work Location | Code-Description |
| Business Unit | Code-Description |
| Project/Cost Ctr | Code-Description |
| Shift | Code-Description |
| Recruiting Source | Code-Description |
| Union Code | Code-Description |
| W-4 Fed Filing Status | Description (Single or Married) |
| W-4 Override Type | Additional $ Additional % Override - Flat $ Override - Flat % Block Withholding |
| Supp Tax Treatment | Use Govt Rate Additional $ Additional % Override - Flat $ Override - Flat % Block Withholding |
| W-4 Work State: Filing Status | Code* (see below) |
| W-4 Work State: Override Type | Description |
| W-4 Work State: Supp Tax Treatment Type | Description |
| W-4 Resident State: Filing Status | Code |
| W-4 Resident State: Override Type | Description |
| W-4 Resident State: Supp Tax Treatment Type | Description |
*State W-4 Filing Status
If the import file contains the individual's State W-4 filing status, the Group EAN template only accepts the respective code associated with the state's unique filing status offerings. Therefore, when creating the file, the State W-4 filing status column would need to contain the ExponentHR code for the that state's filing status. Here is a List of each state's filing status codesList of each state's filing status codes.
| State | Code | State Filing Status Description |
| AL | 0CNPE | 0=Single claiming no personal exemptions |
| AL | HCHOF | H=Single claiming Head of Family |
| AL | MCEFBS | M=Married claiming exemption for both Spouses |
| AL | SCFPE | S=Single claiming full personal exemption |
| AL | M=MFSCPE | MS = Married Filing Separately Claiming Personal E |
| AR | S | Single |
| AR | HOH | Head of Household |
| AR | MFJ | Married Filing Jointly |
| CA | HOH | Head of Household |
| CA | MOI | Married one income |
| CA | SOMWTOMI | Single or Married with two or more incomes |
| CO | S | Single |
| CO | M | Married |
| CT | ASWILTOET1AM | A=MFJ spouses work income less than or equal to 10 |
| CT | BOH | B=Head of Household |
| CT | CJSNE | C=Filing Jointly Spouse not employed |
| CT | DFSWIGT1 | D=Married FJ Spouse works income greater than 1005 |
| CT | E | E=Exempt |
| CT | F | F=Single |
| CT | NSWLT | No State W4 Low Threshold |
| CT | NSWHT | No State W4 High Threshold |
| DE | S | Single |
| DE | M | Married |
| DC | S | Single |
| DC | HOH | Head of Household |
| DC | MFS | Married Filing Separately |
| DC | MPFSOSR | Married/Domestic Partners Filing Separately on sam |
| DC | MPFJ | Married/Domestic Partners Filing Jointly |
| DC | SS | Surviving Spouse |
| GA | S | Single |
| GA | MFS | Married Filing Separately |
| GA | MFOSW | Married FJ one spouse working |
| GA | MFJTSW | Married filing jointly two spouses working |
| GA | UHOH | Unmarried Head of Household |
| GA | S-NPA | Single - no personal allowance |
| GA | MFS-NPA | Married Filing Separately - no personal allowance |
| GA | MFOSW -NPA | Married FJ one spouse working - no personal allowa |
| GA | MFJTSWNPA | Married filing jointly two spouses working no pers |
| GA | UHOH-NPA | Unmarried Head of Household - no personal allowanc |
| GA | MFJOSWOPA | Married filing jointly one spouse working one pers |
| HI | S | Single |
| HI | M | Married |
| HI | CD | Certified Disabled |
| HI | NMS | Non-resident military spouse |
| ID | S | Single |
| ID | M | Married |
| IA | S | Single |
| IA | M | Married |
| KS | S | Single |
| KS | M | Married |
| KS | J | Joint |
| ME | S | Single |
| ME | M | Married |
| MD | S | Single |
| MD | M | Married |
| MA | HOH | Head of Household |
| MA | OTHOH | Other than Head Of Household |
| MN | S | Single |
| MN | M | Married |
| MS | S | Single |
| MS | M | Married |
| MS | HOH | Head of Household |
| MS | MFSOSE | Married filing separately or Spouse Employed |
| MO | S | Single |
| MO | HOH | Head of Household |
| MO | MSDNW | Married Spouse Does Not Work |
| MO | MSW | Married Spouse Works |
| NE | S | Single |
| NE | M | Married |
| NJ | S | Single |
| NJ | HOH | Head of Household |
| NJ | MUCS | Married/Civil Union Couple Separate |
| NJ | MUCJ | Married/Civil Union Couple Joint |
| NJ | QW(SCUP | Qualifying Widow (er) Surviving Civil Union Partne |
| NM | S | Single |
| NM | M | Married |
| NY | M | Married |
| NY | SOH | Single/Head of Household |
| NY | S | Single |
| NY | M | Married |
| NY | S | Single |
| NY | M | Married |
| NY | S | Single |
| NY | M | Married |
| NY | S | Single |
| NY | M | Married |
| NY | S | Single |
| NY | M | Married |
| NY | S | Single |
| NY | M | Married |
| NC | S | Single |
| NC | HOH | Head of Household |
| NC | MOSS | Married or Surviving Spouse |
| ND | S | Single |
| ND | M | Married |
| OK | S | Single |
| OK | M | Married |
| OR | S | Single |
| OR | M | Married |
| UT | S | Single |
| UT | M | Married |
| VT | S | Single |
| VT | M | Married |
| VT | CU | Civil Union |
| WV | M | Married |
| WV | SOMWTOMI | Single or Married with two or more incomes |
| WV | OOEOJ | Optional One Earner One Job |
| WV | S | Single |
| WI | S | Single |
| WI | M | Married |
| GU | S | Single |
| GU | M | Married |
| PR | MF | Married Full |
| PR | MH | Married Half |
| PR | IOMN | Individual or Married None |
| PR | IF | Individual Full |
| PR | MO | Married Optional |
| PR | MON | Married Optional None |
| VI | S | Single |
| VI | M | Married |
If you desire to map the value in your file to the ExponentHR code, the state filing status field must have a unique value for each state. This is because multiple states may use the same filing status options (ex. Married or Single), but the filing status field on the files does not specify which state it applies. Therefore, creating an additional column that contains both the state and the status combined should be created (example: "CA-M" for California Married). Then the mapping can be based off of the new column so that when the file is imported, the value of "CA-M" is automatically converted to the respective ExponentHR value of "MOI" (Married One Income in California).
To manage an import template:
1. On the Menu, click HR Administration > eAction NoticeHR Administration > eAction Notice.
The eAction Notice (EAN) SummaryeAction Notice (EAN) Summary page displays.
2. Click the Group EANsGroup EANs tab.
The Group EANsGroup EANs page displays.
3. Click the Create Group EANCreate Group EAN button.
The Create New Group EANsCreate New Group EANs page displays.
4. In the DescriptionDescription text box, you may optionally type in a description of the purpose of the group EAN upload for reference.
5. Select the appropriate group of individuals the group EAN upload will be for in the Employee TypesEmployee Types drop-down list. This selection will focus the fields that are available to edit to just those that are applicable to selected employee/contractor type.
6. Select the New Hire Enrollment option in the EAN TypeEAN Type drop-down list.
7. Click the CreateCreate button.
The Multi-Employee EANsMulti-Employee EANs page displays.
8. If choosing to upload the employee/contractor information using an import file, click the Import OptionsImport Options button and select the appropriate option.
Note: Values that are being imported into a specific user record field need to be in an acceptable format. For additional information, see the related help topic on Managing Group EAN New Hire Templates.
9. Once the file is ready for importing, click the Import OptionsImport Options button and choose the Upload File option.
The Upload EAN FileUpload EAN File page displays with the selected employees displayed.
10. Select the desired file import template in the TemplatesTemplates drop-down box.
11. Make the desired changes to the import template.
Related Help Topics: