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.
Note: 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.
Note: The Payroll Employee Update Template is only available when Workforce Payroll is enabled.
Article Topics:
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.
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 Note: 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 Note: 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 Both Text & Email |
| G | 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 Note: The job name must match an associated job record. Note: Requires that Job Location and Pay Rate columns are also filled. Note: 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 Note: Location name must match an associated location record. Note: Requires that Job Title and Pay Rate columns are also filled. | Text |
| P | Pay Rate | Employee's rate of pay associated with the job Note: If Pay Rate is blank when Job Title and Job Location are entered, Pay Rate will be imported as $0.00. Note: 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 Note: 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 | 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 | 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 | Monthly Bi-weekly Weekly Daily Note: 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 |