Employee General Data Specification Sheet

Field Name

Max Length

Description

Company ID*

8

Paychex Client Number

Employee ID*

10

The value must be unique across all employees within a client.

This value can't match the employee's SSN value.

If the Employee ID is missing, the import process assumes the employee is being added not updated.

Employee Type*

2

EE = Employee

ICI = Independent Contractor Individual

ICC = Independent Contractor Company

First Name*¹

30

Middle Initial

1

Last Name*

30

IC Company Name*

80

SSN

11

The SSN field is used for the employee’s Social Security Number.

This field is optional.

Federal ID Number³

10

The Federal ID Number field is used for an independent contractors Federal ID.

This field is optional.

Birth Date

10

Required when adding employees on Paychex HR Solutions (PHRS) or PEO clients

Required when adding employees who will be set up with a recurring GTL calculation on non-PHRS or PEO clients.

Clock ID

9

Employee's punch clock identifier.

This value can't match the employee's SSN value.

Sex ¹

1

Required when adding employees on PEO clients

Required when adding employees with a SUI state of CT, ME, NY, VT on non-PEO clients

Ethnic Origin

1

1 = White (Not Hispanic or Latino)
2 = Black or African American (Not Hispanic or Latino)
3 = Hispanic or Latino
4 = Asian (Not Hispanic or Latino)
5 = American Indian or Alaskan Native (Not Hispanic or Latino)
6 = Native Hawaiian or other Pacific Islander (Not Hispanic or Latino)
7 = Two or More Races (Not Hispanic or Latino)

Address 1

30

Can be deleted with an asterisk (*) but a new value must be sent. Valid values include Alphanumeric characters A-Z, a-z, 0-9, and symbols # and &.

Address 1, City, State/Province, Zip/Postal Code, and Country must be populated in the file when adding or updating an address.

Address 2

30

Optional

Valid values include Alphanumeric characters A-Z, a-z, 0-9, and symbols # and &.

PO Box Number

10

When the PO Box Number field is used, the Country field must = 'US'.

City

30

Address 1, City, State/Province, Zip/Postal Code, and Country must be populated in the file when adding or updating an address.

State / Province

2

Valid 2 Digit Postal State / Province Code

Address 1, City, State/Province, Zip/Postal Code, and Country must be populated in the file when adding or updating an address.

Zip / Postal Code

10

5 or 9 = Zip Code
6 = Postal Code
10 = If Country does not equal ‘CA’ or ‘US’

Address 1, City, State/Province, Zip/Postal Code, and Country must be populated in the file when adding or updating an address.

Country

2

Valid 2-digit abbreviated Country Code

Address 1, City, State/Province, Zip/Postal Code, and Country must be populated in the file when adding or updating an address.

Telephone

10

The phone number must include area code and contain no punctuations.

Full/Part Time⁵

43

Blank – not valid for PEO/Premier clients
FT = Full Time
PT = Part Time
Customized values from CA

For custom values, include FT or PT followed by the pipe character followed by the custom status. Example: If the custom value is "Temporary" use FT|Temporary or PT|Temporary.

This field is required when:

• Adding any employee on Paychex HR Solutions (PHRS) clients.

• Adding any employee on PEO clients

• Adding employees assigned with a State Unemployment state of Indiana (IN) or non-PHRS/PEO clients

This field can be left blank when adding employees assigned with a SUI state other than IN, on non-PHRS/PEO clients.

Eligible for Retirement Plan

1

PEO Class Code

2

Field limited to the values set up on the client.

Organization Unit

69

Based on 10 level maximum
Example:  246856|2543|26487|2485

Business Location Name

30

Location the employee is assigned to

Position

30

Current Job Title

EEO Job Category

3

Valid values include:
1.1 = Executive/senior Level Officials and Managers
1.2 = First/Mid-level Officials and Managers
2 = Professionals
3 = Technicians
4 = Sales Employees
5 = Office and Clerical
6 = Craft Employees (Skilled)
7 = Operatives (semi-skilled)
8 = Laborers (unskilled)
9 = Service Employees

Work State

2

This field represents the work state for employee's workers' compensation policy.

Valid 2-digit State Abbreviation

Officer Type

1

Valid values include:
Blank
C = Corporate Officer
P = Partner
S = Sole Proprietor

Class Code

6

Class Code Suffix

2

Needs a value if employee is covered by a Workers' Compensation Policy and does not have a waive code.

Waive Code

2

Available Codes: 
1 = Executive/corporate officer
2 = Sole proprietor
3 = Partner
4 = Farm employee
5 = Clergy
6 = Household employee
7 = Casual labor
8 = Real estate salesperson or independent contractor
9 = Educational employee
10 = Non-profit officer
11 = System generated
12 = Miscellaneous
13 = EE covered under other policy

Employee Status*

1

Employee Valid Values:
A = Active
T = Terminated
L = On Leave (Inactive in CA reporting)
M – Transferred (PBS only)

Independent Contract Valid Values:
T = Terminated 
A = Active 
L = On Hold (Inactive in CA reporting)

Note: Import is not able to terminate a supervisor until they have been removed from all employees. See Supervisor field below.

Reason (* if Employee Status is provided)

2

Active Status:
1 = Activate
2 = Hired
3 = Rehire
4 = Return from Leave
5 = Begin Contract (Ind Contractor)
6 = Resume Contract (Ind Contractor)

Terminated Status:
1 = Discharged
2 = Resigned
3 = Retired
4 = Deceased
5 = Terminate Contract (Ind Contractor)
6 = Termination

PEO Only
7 = PEO Services Cancelled (PBS Clients only)
8 = Lack of Work
9 = Voluntary - Job Abandonment
10 = Voluntary - Quit To Move
11 = Voluntary - Dissatisfaction
12 = Voluntary - Accepted Another Job
13 = Voluntary - Personal
14 = Voluntary - Other
15 = Involuntary - Unsatisfactory Work Performance
16 = Involuntary - Attendance or Tardiness
17 = Involuntary - Violation of Company Policy
18 = Involuntary - Falsification of Records
19 = Involuntary - Insubordination
20 = Involuntary - Other

Or any valid custom termination reason that is already set up, which must match the custom reason (but is case sensitive) as displayed including a dash space, then the word "– voluntary" or "- involuntary".

Ex. Leave - involuntary

On Leave Status:
1 = Adoption Leave
2 = Disability
3 = Education Leave
4 = Family Leave
5 = Inactive
6 = Jury Duty
7 = Maternity Leave
8 = Medical Leave
9 = Military Leave
10 = Paternity Leave
11 = Seasonal Employee
12 = Student on Break
13 = Work is slow

Transferred Status:
1 = Employee Transfer

On Hold Status:
1 = Contract on Hold (Ind Contractor)

Status Date

10

This field can represent an Active, Termed, or On Leave date.

Optional field when Employee Status of A (Active/Begin Contract) is provided.  

If this field is not populated and the Employee Status field is populated with A, the import will use the import run date for the Status Date.

Required field when employee Status of L (On Leave) or T (Terminated) is provided.

Pay Rate 1

2

Valid Values:
HR = Hourly Rate
PS = Per Pay Period Salary
AS = Annual Salary
DR = Daily Rate
PR = Piecework Rate

Pay Rate Amount 1

13

Pay Rate 2

2

Valid Values:
HR = Hourly Rate
DR = Daily Rate
PR = Piecework Rate

Pay Rate Amount 2

9

Pay Rate 3

2

Valid Values:
HR = Hourly Rate
DR = Daily Rate
PR = Piecework Rate

Pay Rate Amount 3

9

Value for Rate is XXXX.XX

Pay Rate 4

2

Valid Values:
HR = Hourly Rate
DR = Daily Rate
PR = Piecework Rate

Pay Rate Amount 4

9

Value for Rate is XXXX.XX

Pay Rate 5

2

Valid Values:
HR = Hourly Rate
DR = Daily Rate
PR = Piecework Rate

Pay Rate Amount 5

9

Pay Frequency

2

Amount of pay periods in a year
52 = Weekly
26 = Bi-weekly
24 = Semi-monthly
12 = Monthly
4 = Quarterly
2 = Semi-annually
1 = Annually

Standard Pay Hours

6

Optional field - Use when the employee should be paid the same hours each pay period.

Do not combine with Standard Hours 1-5 fields or Standard OT Hours 1-5 fields in the same file for an employee. It must be one or the other.

Overtime Exempt

1

Y = Withhold
N = Taxable
Blank = I.C.s and Fed-exempt Employees

Federal Tax Residency

2

R = Resident
N = Non-Resident

Federal Taxability Status

1

Value = Y or N

Y is not valid for Independent Contractors

Employees cannot be loaded with a Federal status of Exempt. It must be either Y or N, then changed in the system, if necessary.

Federal Filing Status

3

S = Single
M = Married
MWS = Married but withhold at a single rate

Federal Allowances

2

0 - 99

Federal Additional Tax Amount

12

Federal Additional Tax Percentage

8

Federal Override Tax Amount

12

Federal Override Tax Percentage

8

State Taxability Status¹

1

Y = Wages are taxable and withhold taxes
N = Wages are taxable but do not withhold taxes

Employees cannot be loaded with a state taxability status of Exempt (wages not taxable). It must be either Y or N, then changed in the system.

Leave blank for Employees who are assigned a state that does not have state withholding

• Independent Contractors assigned to any state except Pennsylvania (Y or N is required for PA ICs)

State Unemployment (* if State Taxability Status provided)

2

Valid 2-digit State Abbreviation

If NY, Paid Family Leave tax may automatically be applied to new employees per client setup.

If WA, Paid Family Leave and Paid Medical Leave taxes may automatically be applied to new employees per client setup.

Leave blank for Independent Contractors

State Disability (* if State Taxability Status provided)

1

Valid values for the State Disability field when the employee's SUI state has Disability include:

Y = Wages are taxable and withhold taxes.   
N = Wages are taxable but do not withhold taxes.  

Leave Blank for:

• Employees whose SUI state does not have Disability

• Employees whose wages are not taxable for Disability.

• Independent Contractors

State Filing Status (¹ Only when state has a filing status)

4

Based on State Regulation Table

Leave blank if State Taxability Status is N or blank

State Allowance Name 1

5

ADDL = Additional withholding Allowance
EXEM = Exemption Allowance
OTHER = Other Deduction
PERS = Personal Allowance
SPEC = Special Allowance
WA = Withholding Allowance

Leave blank for AZ, MS, PA (these states have unique withholding setups), and any states that do not have state withholding.

State Allowance Number 1

2

Leave blank if State Allowance Name 1 field is blank

State Allowance Amount 1

9

Leave blank if State Allowance Name 1 field is blank

State Allowance Name 2

5

ADDL = Additional withholding Allowance
EXEM = Exemption Allowance
OTHER = Other Deduction
PERS = Personal Allowance
SPEC = Special Allowance
WA = Withholding Allowance

Leave blank for;

• AZ, MS, PA

• if the assigned state only has one type of exemption, or

• any states that do not have state withholding.

State Allowance Number 2

2

Leave blank if State Allowance Name 2 field is blank

State Allowance Amount 2

9

Leave blank if State Allowance Name 2 field is blank

State Allowance Name 3

5

ADDL = Additional withholding Allowance
EXEM = Exemption Allowance
OTHER = Other Deduction
PERS = Personal Allowance
SPEC = Special Allowance
WA = Withholding Allowance

Leave blank for;

• AZ, MS, PA

• if the assigned state only has one type of exemption, or

• any states that do not have state withholding.

State Allowance Number 3

2

Leave blank is State Allowance Name 3 field is blank

State Allowance Amount 3

9

Leave blank is State Allowance Name 3 field is blank

State Additional Tax Amount

12

Valid for EEs and PA ICs

Only one of the following can be populated:

• State Additional Tax Amount

• State Additional Tax Percentage

• State Override Tax Amount

• State Override Tax Percentage

Can be deleted with an asterisk (*). This reinstates withholding at the system rate.

State Additional Tax Percentage

8

Valid for EEs and PA ICs

Only one of the following can be populated:

• State Additional Tax Amount

• State Additional Tax Percentage

• State Override Tax Amount

• State Override Tax Percentage

Can be deleted with an asterisk (*). This reinstates withholding at the system rate.

State Override Tax Amount

12

Valid for EEs and PA ICs

Only one of the following can be populated:

• State Additional Tax Amount

• State Additional Tax Percentage

• State Override Tax Amount

• State Override Tax Percentage

Can be deleted with an asterisk (*). This reinstates withholding at the system rate.

State Override Tax Percentage

8

Valid for EEs and PA ICs

Only one of the following can be populated:

• State Additional Tax Amount

• State Additional Tax Percentage

• State Override Tax Amount

• State Override Tax Percentage

Can be deleted with an asterisk (*). This reinstates withholding at the system rate.

Reduced Withholding Amount

10

Optional for CT & VA State income tax only, otherwise leave blank.

State Withholding %

8

Populate for AZ state income tax only, otherwise leave blank.

Dependent Health Insurance Benefits Indicator

1

Leave blank for independent contractors.

Populate only if SUI = NY, otherwise leave blank.

Date Dependent Health Ins Benefits are Available

10

Leave blank for independent contractors.

Populate only if SUI = NY, otherwise leave blank.

Employee Health Insurance Benefits Indicator

1

Leave blank for independent contractors.

Populate only if SUI = GA, IA, MD, MS, ND or PR, otherwise leave blank.

Date Employee Health Ins Benefits are Available

10

Leave blank for independent contractors.

Populate only if SUI = IA, otherwise leave blank.

County

30

Required for MD residents only, otherwise leave blank.

Family Owned Business Owner Indicator

1

Populate only if SUI = Michigan, otherwise leave blank.

Seasonal Indicator

1

Leave blank for independent contractors.

Populate only if SUI = ME or CO, otherwise leave blank.

State Jurisdiction 1

2

Valid 2 digit State Abbreviation

Local Regulation Name 1

8

Value = Local Short Name

Required for adding or updating for this tax

Do not include Employer tax locals, i.e. NY MCTMT

Local Tax Residency 1

1

MI & NY:
R = Resident
N = Non-Resident

OH:
E = Employment
R = Residence
B = Employment/Residence

Leave blank for NYC local

PA Live/Work Status 1

1

Valid Values:
1 = Lives here/works in a different PA Local
2 = Lives here/works out of the state
3 = Works and lives in this local
4 = Works here/lives in a different PA local
5 = Works here/lives out of state

Local Taxability Status 1

1

Y not valid for Independent Contractors

Local Filing Status 1

4

Based on Filing Status Table

Local Allowance Name 1

5

ADDL = Additional withholding Allowance
EXEM = Exemption Allowance
OTHER = Other Deduction
PERS = Personal Allowance
SPEC = Special Allowance
WA = Withholding Allowance

Local Allowance Number 1

2

% of Earnings Taxed 1

5

Ohio Local Residence Tax Rate 1

8

Local Additional Tax Amount 1

12

Local Additional Tax Percent 1

8

Use for locals in NY, PA, DE, and IN.

Local Override Tax Amount 1

12

Use for locals in NY, PA, DE, and IN.

Local Override Tax Percent 1

8

Use for locals in NY, PA, DE, and IN.

Employee Waiver Indicator 1

1

Use for AL, CO, and PA Occupational Privilege Tax (OPT)

State Jurisdiction 2

2

Valid 2 digit State Abbreviation

Local Regulation Name 2

8

Value = Local Short Name

Required for adding or updating for this tax

Do not include Employer tax locals, i.e. NY MCTMT

Local Tax Residency 2

1

MI & NY:
R = Resident
N = Non-Resident

OH:
E = Employment
R = Residence
B = Employment/Residence

Leave blank for NYC local

PA Live/Work Status 2

1

Valid Values:
1 = Lives here/works in a different PA Local
2 = Lives here/works out of the state
3 = Works and lives in this local
4 = Works here/lives in a different PA local
5 = Works here/lives out of state

Local Taxability Status 2

1

Y not valid for Independent Contractors

Local Filing Status 2

4

Based on Filing Status Table

Local Allowance Name 2

5

ADDL = Additional withholding Allowance
EXEM = Exemption Allowance
OTHER = Other Deduction
PERS = Personal Allowance
SPEC = Special Allowance
WA = Withholding Allowance

Local Allowance Number 2

2

% of Earnings Taxed 2

5

Ohio Local Residence Tax Rate 2

8

Local Additional Tax Amount 2

12

Local Additional Tax Percent 2

8

Use for locals in NY, PA, DE, and IN.

Local Override Tax Amount 2

12

Use for locals in NY, PA, DE, and IN.

Local Override Tax Percent 2

8

Use for locals in NY, PA, DE, and IN.

Employee Waiver Indicator 2

1

Use for AL, CO, and PA Occupational Privilege Tax (OPT).

State Jurisdiction 3

2

Valid 2 digit State Abbreviation

Local Regulation Name 3

8

Value = Local Short Name

Required for adding or updating for this tax

Do not include Employer tax locals, i.e. NY MCTMT

Local Tax Residency 3

1

MI & NY:
R = Resident
N = Non-Resident

OH:
E = Employment
R = Residence
B = Employment/Residence

Leave blank for NYC local

PA Live/Work Status 3

1

Valid Values:
1 = Lives here/works in a different PA Local
2 = Lives here/works out of the state
3 = Works and lives in this local
4 = Works here/lives in a different PA local
5 = Works here/lives out of state

Local Taxability Status 3

1

Not valid for Independent Contractors.

Local Filing Status 3

4

Based on Filing Status Table

Local Allowance Name 3

5

ADDL = Additional withholding Allowance
EXEM = Exemption Allowance
OTHER = Other Deduction
PERS = Personal Allowance
SPEC = Special Allowance
WA = Withholding Allowance

Local Allowance Number 3

2

% of Earnings Taxed 3

5

Ohio Local Residence Tax Rate 3

8

Local Additional Tax Amount 3

12

Local Additional Tax Percent 3

8

Use for locals in NY, PA, DE, and IN.

Local Override Tax Amount 3

12

Use for locals in NY, PA, DE, and IN.

Local Override Tax Percent 3

8

Use for locals in NY, PA, DE, and IN.

Employee Waiver Indicator 3

1

Use for AL, CO, and PA Occupational Privilege Tax (OPT).

Job Number

25

Optional field

Hired Date

18

Can be used to set the Hired Date when an employee or independent contractor is being added with a status and reason other than Active/Hired or Active/Begin Contract, or when an existing Hired Date is being updated.

Cannot be deleted with an asterisk (*).

ESR Standard Hours

6

ESR Standard Hours Same as Standard Hours

Insurance Standard Hours

Insurance Standard Hours Same as Standard Hours

* Required field

¹ Required field when adding an employee.

² Updating of this field is not allowed.

³ Value masked within the message

⁴ 7 digits = “Blank” Area Code; parenthesis and dashes can be included (will be stripped during import)