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Employer Healthcare Contribution Import

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The Employer Healthcare Import is used for manually inserting dollar amounts into Box 12 of the employee's W-2. The import is useful when healthcare values do not automatically migrate. 

Note: If the Employer Healthcare Import is not available in Admin Tools > System > Reports > Advance Query please submit a ticket with the following information: 

  • Nature of Request: I would like an update specific to my Avionté application.
     
  • Subject: Add Employer Healthcare Import Feed.

  • Ticket Type: Feeds > Import > Other

  • Description: Please deploy the Employer Healthcare Import.

 

Mass Update Utilities Webinar

For more information on how to mass update utilities, see the webinar below: 

 

Setup

After the Employer Healthcare Import has been added to Avionté some additional setup is required. Setup is required in the Employer and Config Choice section of Admin Tools. This configuration should be completed to insure the correct mapping values are entered. 

To complete the Config Choice setup:

  1. Go to Admin Tools > System > Config Choice

  2. In the Detail tab, click Add New.

  3. Select the Category of EmployeeExtra.

  4. Enter a Choice Code name of "Employer Healthcare" and the year you are importing.

  5. Enter a free-text Description.

  6. Select the necessary branches (all are recommended so the import can be used on any branch).

  7. Click Save.

 
To set the System Name of the new Choice Code:
  1. Navigate over to the Choice Property tab.

  2. Select the Category of EmployeeExtra.

  3. Choose one branch from the Select Branch drop-down menu. 

  4. Check the Apply Changes to All Branches checkbox.

  5. In the Choice Code column, filter to "Employer Healthcare."

  6. In the System Name column, type 'Employer_Healthcare_YEARID' (Example: For 2016, input Employer_Healthcare_2016).

  7. Hit Tab on your keyboard to save. A confirmation box will appear to ensure you want to apply this change across all branches. Select Yes.

  8. The System Name will then be properly updated for all branches.

 
To complete the Employer configuration:
 
  1. Navigate to Admin Tools > Employer and double click on your supplier.

  2. In the Detail tab, locate the Supplier Properties section.

  3. Filter the Property Name column to 'Healthcare.'

  4. Locate  the Property "EmployerHealthEmployeeExtraSystemName" from the list, and change the Value column to Employer_Healthcare_YEAR, replacing the YEAR with the reporting year. For example, "Employer_Healthcare_2017."

  5. Click Save.

User Access to Import

To give a user access to the Employer Healthcare Import:

  1. Go to Admin Tools > System > Report > Advance Query tab.

  2. Select "Employer Healthcare Import" in the QueryName column.

  3. Select the User radio button.

  4. Check the checkbox next to the username of the users you would like to have access to this import.

  5. Click Save.

 

 

Import File

An Excel file with the following columns in the exact order shown below is required for the Employer Healthcare Import. Please use the attached sample if manually generating file (can be found at the bottom of this article).



  1. EmployeeID - Employee's ID number from the Employee > Summary screen

  2. SSN - Employee's full Social Security Number
    • This field can contain dashes or the dashes can be removed. If dashes are entered, the system will strip these out to import the file properly.

  3. LastName - Employee's Last Name

  4. FirstName - Employee's First Name

  5. EmployerHealthcareAmount - Dollar amount to be added to Box 12 of the Employee's W-2. 
    • This field can contain a dollar sign, but it is not necessary. If a dollar sign is input, the system will strip the $ out to complete the import.

 

Processing the Import

To run the import:

  1. Go to Import Export section of the Avionté Main Menu.

  2. Click the New Batch button.

  3. Enter a brief description for the batch.

  4. Select the Employer Healthcare Import for the Mapping Group (this will populate the processing method field automatically).

  5. Browse and select the file to import.

  6. In the Supplier row of the grid, enter the supplier name in the Value column.  

  7. In the Year row of the grid, enter the year in the Value column. 

  8. Click Finish.

  9. Once the New Batch window closes, click Process Import Export Batch.


Reimporting

This import can be run multiple times. 

First, the import will update (replace) the value if it already exists. The Extra value would reflect what was most recently imported. 

If the Extra value doesn't exist, it will insert a new Extra value record. 

 

Common Errors

"Employer Healthcare EmployeeExtra ConfigChoiceID has not been configured."

  • If this error occurs, go back to the Admin Tools > System > Config Choice and ensure a Choice Code with the System Name of Employer_Healthcare_YEAR is added under the Category of EmployeeExtra. Also ensure that this code is available to all branches. (Example: Config Choice System Name needs to equal Employer_Healthcare_2016)

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