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This page is currently being edited by {{ model.editingBy }}.SmartFusion Modules > Human Resources > Insurance And Benefits > Maintenance > Import Dependents
Recent Updates
6.204
- Removed logic for checking duplicates in the file.
- Included reporting year in the selection criteria.
- Minor updates to wording when errors exist.
5.17
- Feature DebutIntroduction
The Insurance and Benefit Import Dependents feature allows users to import dependent coverage details from a .csv file.
Explanation
Running the import will either update existing records if a dependent exists for the Employee/Benefit Code combination or add new dependents if none exist already. The feature is set up in three steps that easily guides users through the entire process.
Step One: The first step is the reporting year and file select. If a reporting year or file is not selected or an invalid file location is entered into the file name field, users will not be allowed to continue past this step.
Step Two: If the file was read without errors, the second step displays the .csv data in a grid that allows users to review and edit all the data. Any errors will be displayed in real time and users can easily view them by filtering them to the top. Users will be allowed to edit any data and delete records, but they cannot add new records from here. If any errors exist, users will not be able to continue past this step.
Step Three: Once all errors are corrected, the third step is just a verification that the records were imported successfully. If there were any errors, a message and a retry button will be displayed on the screen notifying the user and giving them the option to attempt to run the import again.
Validation Errors
Errors found during validation of the imported data will be flagged in the grid. Most of these errors can be corrected in the grid without having to make any corrections in the import file itself.
Field Required Dependent Last Name and Dependent First Name are required fields. If no value exists, users will receive an error message and will need to enter a value.
Value Exceeds Max Length Dependent Last Name, Dependent First Name, Dependent Middle Initial, Dependent Title, and Dependent Relationship are all string fields that have limits on their max lengths. If a user enters a value that exceeds the max length for that field, they will receive an error message and need to shorten the size of the field.
Value Not Formatted Correctly Dependent Date of Birth, Dependent Start Date, Dependent End Date, Is Student, Is Cobra, Benefit Employee Social Security Number, and Dependent Social Security Number all have specific formats. If one of these fields do not meet the required format, an error will be thrown and the user will need to correct the format.
End Date Precedes Start Date The Dependent End Date must fall after the Dependent Start Date. If it does not, users will receive an error message and will need to adjust either date.
Benefit Code/Import Code Does Not Exist The Benefit Code must exist in order for the import to process the record. If no Benefit Code exists, the system will use the Import Code as a secondary option to search for the benefit. If neither code exists, an error will be thrown and users will need to enter a valid Benefit Code or Import Code.
Employee Does Not Exist With Benefit Benefit Employee Social Security Number must exist and also the employee must have the insurance and benefit type related to the benefit code/import code. If no combination is found, an error will be thrown and users will either need to correct the social security number or close out of the import, add the benefit to the employee, then reload the file.
Field Formats
Date Fields: (Dependent Date of Birth, Dependent End Date, Dependent Start Date)
yyyyMMdd
MM/dd/yyyy
MM/dd/YY
dd-MMM-yyyy
Example - For the date January 31st, 1999 the following formats would be valid:
19990131
01/31/1999
01/31/99
31-Jan-1999
Boolean Fields (Is Cobra, Is Student)
T/F
Social Security Numbers (Dependent Social Security Number, Benefit Employee Social Security Number)
###-##-####
File Specification
Format: Comma separated values (*.CSV)
First line is column headers
File Layout
Column | Required | Type | MaxLength
----------------------------------|----------|---------|----------
SF Benefit Code | No | String | 6
Benefit Import Code | No | String | 32
Benefit Employee SSN | Yes | String | 11
Dependent SSN | Yes | String | 11
Dependent Last Name | Yes | String | 25
Dependent First Name | Yes | String | 15
Dependent Middle Initial | No | String | 1
Dependent Title | No | String | 4
Dependent Date of Birth | Yes | Date | --
Dependent Relation | No | String | 15
Student | Yes | Boolean | --
Cobra | Yes | Boolean | --
Dependent Start Date of Coverage | Yes | Date | --
Dependent End Date of Coverage | Yes | Date | --Column Descriptions
SF Benefit Code Primary match for benefit type. This field is optional. If empty, use Benefit Import Code.
Benefit Import Code Secondary match for benefit type. If SF Benefit Code is empty, this field must be set. However, if SF Benefit Code has a value, this field is ignored.
Benefit Employee SSN The Social Security Number of the covered employee. This value is used to match the .csv record to the employee record. This field is required and must be formatted.
Dependent SSN The Social Security Number of the dependent. If a dependent already exists, this number is used to match the .csv record with the existing dependent so the coverage details may be updated with the imported .csv values. If more than one dependent exists for that employee/benefit code combo, there is no way to tell which to update so a validation error should prevent users from processing the import. Otherwise, if no dependent exists with that social security number, a new record is created. This field is required and must be formatted.
Dependent Last Name Last name of the covered dependent. This field is required and has a max length of 25 characters.
Dependent First Name First name of the covered dependent. This field is required and has a max length of 15 characters.
Dependent Middle Initial Middle initial of the covered dependent. This field is optional and should only be one character.
Dependent Title The title for the covered dependent. This field is optional and has a max length of 4 characters.
Dependent Date of Birth The date of birth for the covered dependent. This field is required and must be in one of the specified date formats.
Dependent Relation The relationship the covered dependent has to the employee. This field is optional and has a max length of 15 characters.
Student True or false field to determine if the covered dependent is a student. This field is required and must be either a "T" or an "F".
Cobra True or false field to determine if the covered dependent is Cobra. This field is required and must be either a "T" or an "F".
Dependent Start Date of Coverage The start date for the covered dependents plan. This field is required and must be in one of the specified date formats.
Dependent End Date of Coverage The end date for the covered dependents plan. This field cannot be before the Dependent Start Date of Coverage. This field is required and must be in one of the specified date formats.
Troubleshooting
Records can be deleted from the table after importing. To do so, highlight the record by clicking the black arrow on the left. Click and drag, or use the shift key, to highlight multiple records.