Recurring Earnings & Deductions Specification Sheet

General Information

This file is used to add, update and remove earnings and deductions on employees.
Must import in .csv format.
The only required fields for this import file type are Company ID, Employee ID, and Earning or Deduction Name.
- When an earning or deduction is being added to an employee and only the required fields are populated, the company defaults for that earning or deduction will be applied to the employee.
- If there are override values in the import file, they will be saved for the employee, for the following Calculation Types (The client level default for that field will not be used):

FD = Flat Dollar Amount
PC = Percentage
RU = Rate x Units
RH = Rate x Hours
GT = Value of Excess Group Term Life Insurance
SA = Leave Employee With Net Pay Equal to Specified Amount

- For an earning or deduction that uses one of the following Calculation Types, only client level defaults are allowed (override values in the import file are ignored):

SM = Standard Match
CM = Catch up Match
TM = Tiered Match
AC = Annualized Calculation

Special Cases

Fields that cannot be overridden - Not all employee level fields that can be overridden in the application are available in this import. Excluded fields include Block Pay Periods, and applicable fields for ER match Calculation Types. When an earning or deduction is added to the employee via this import file the client level defaults for these fields will be added to the employee. If the client default is not sufficient for that employee the user must manually change the employee.
When the earning or deduction is being added for the first time to an employee the “Only include earning or deduction on the first check” or “Always include earning or deduction on every check” option is set up at the client level, the import will always use the values that are setup on the client.
When that earning or deduction exists on the employee already, the import will ignore what is setup on the client and the value on the employee will remain.

Field Name	Valid Values	Max Field Length	Notes
Company ID*		8	Branch/Client Number; alphanumeric
Employee ID*		10	Alphanumeric values only The value must be unique across all employees within a client
Earning or Deduction Name		20	Based on the Pay Components Mapping Document
Calculation Type¹	Valid values: FD = Flat Dollar Amount PC = Percentage RU = Rate x units RH = Rate x hours GT = Value of excess group term life insurance SA = Leave employee with net pay equal to specified amount	2	Optional field If Calculation Type contains a value and it is different from the client level default or what is already setup on the employee, then the Calculation Base, Include Memo Hour and Amount/Rate may be required. Note: The following types are not allowed as employee overrides, but the earnings or deductions that are setup with one of these in the company setup can be added with the Company Default functionality (See General Information listed before the table). Updates to these earnings or deductions are not allowed: AC = Annualized Calculation TM = Tiered Match SM = Standard Match CM = Catch-Up Match
Calculation Base²	Valid values = two-digit code for the mapped long name or the Custom Calculation Base Name as it is setup on the client. Standard two digit codes: 01 = 401k employee pre-tax 02= 401k employee pre-tax and Roth 401k employee post tax 03 = 401k employee pre-tax catch-up 04 = 401k employee pre-tax and Roth 401k employee post tax catch-up 05 = All commission earnings 06 = All earnings 07 = All earnings + other earnings + other items 08 = All earnings + other earnings + other items - Employee cafeteria plan pre-tax amounts 09 = All earnings + other earnings + other items - taxes – Employee cafeteria plan amounts 10 = All earnings - 414(h) pickup contributions 11 = All earnings- employee cafeteria plan pre-tax amounts 12 = All earnings - employee cafeteria plan pre-tax amounts - employee paid transportation benefits 13 = All earnings - overtime earnings 14 = All earnings - taxes 15 = All earnings - taxes - 414(h) pickup contributions 16 = All earnings - taxes - employee cafeteria plan pre-tax amounts 17 = All earnings - tips 18 = All earnings - tips - disability 19 = All earnings - tips - taxes 20 = All earnings - tips - taxes - employee cafeteria plan pre-tax amounts 21 = All overtime earnings 22 = All piecework earnings 23 = Employee cafeteria plan pre-tax amounts 24 = Federal definition of disposable income 25 = Net Pay 26 = Piecework + regular + overtime earnings 27 = Regular and supplemental earnings - employee cafeteria plan pre-tax amounts 28 = Regular earnings 29 = Regular earnings + overtime earnings 30 = Regular earnings - tips 31 = Regular earnings and supplemental earnings 32 = Regular hours + overtime hours X OT factor 33 = Roth 401k employee post tax 34 = Roth 401k employee post-tax catchup 35 = Tip to Minimum Earnings 36 = Tip to Minimum Hours	80	Optional field Only required if the Calculation Type is populated and is different from what is setup for the client or employee. The Calculation Base is required when adding a recurring earning or deduction that employs Percentage, Rate x Units, and Rate x Hours calculations. Users can import Standard Pay Components and Custom Calculation Bases. For Standard Pay Components use the two-digit code provided. For Custom Calculation Bases use the Custom Calculation Base Name that's found on the client level. Paychex managed Calculation Bases cannot be imported.
Include Memo Hours³	Y or N	1	Only required if the Calculation Type is different than what is setup on the client for an employee add.
Amount / Rate	999,999,999.99	15	Only required when the Calculation Type is different or if it is not provided at the client level when added for the first time to the employee. Dollar, percentage, or rate value for the pay component. An asterisk in this field will end date the earning or deduction; requires a match on Client ID, Employee ID, and Earning or Deduction Name.
Frequency Schedule*	P = By Pay Period C = By Check Date	1	Optional field. Allows the user to schedule the pay component when the payroll check date falls within a defined pay period or schedule a pay component when the payroll check date is on or after a specified date. By pay period - the earning, deduction, or information item is applied when the payroll check date falls in a defined period. The number of periods in a month is based on the earning’s or deduction’s frequency, and the number of check dates in a month. By check date – the earning, deduction, or informational item will be applied when the payroll check date is on or after a specified date. The initial date is the date specified by the user (see Next Date below). Future dates are based on the initial date and the earning’s or deduction’s frequency.
Next Date	mm/dd/yyyy	10	Optional field when adding an employee, the system will generate the next date by either selection 1 (see below) or use today's date if it is every pay period.
Pay Component Frequency*¹	P = Every Pay Period X = Every [X] pay periods 26 = Bi-Weekly 24 = Semi-monthly 12 = Monthly 4 = Quarterly 2 = Semi Annual 1 = Annual	2	Only required when the Frequency Schedule is different from what is setup on the client and or employee. The frequency with which the employee's recurring earning or deduction is scheduled to be used, such as Every Pay Period, Monthly, Quarterly, Annual, etc.
Selection 1	Valid Values = 1;2;3;4;5 or Last (Last is case sensitive)	4	Only required if the frequency schedule or pay component frequency is different than what is setup on the client or the employee. Selection 1 and Selection 2 fields are dependent on one another. The valid combinations are based on the Pay Component Frequency chosen. If Pay Component Frequency is Every Pay Period, then no additional Pay Period Option is available.
Selection 2	Valid Values = 1;2;3;4;5	1	Only required if the frequency schedule or pay component frequency is different than what is setup on the client or the employee. Selection 1 and Selection 2 fields are dependent on one another. If Pay Component Frequency is Every Pay Period, then no additional Pay Period Option is available. The valid combinations are based on the Pay Component Frequency chosen. Optional
Every [x] Pay Period		1	Only required if the frequency schedule or pay component frequency is different than what is setup on the client or the employee. Specifies the amount of payroll periods an employee has. Required when using the "By Check Date" frequency and the Pay Component Frequency is Every [x] pay period. Input is a number and based on the payroll frequency chosen.
Limit Amount		12	Dollar amount reached prior to pay component no longer applied to each check. Can be added, changed, or deleted by entering an asterisk (*) only.
Maximum Amount		12	Dollar amount per check added/deducted for each pay component. Can be added, changed, or deleted by entering an asterisk (*) only.
Annual Wage Amount		12	Annual wages amount to be reached prior to pay component is added/deducted. Can be added, changed, or deleted by entering an asterisk (*) only.
Group Term Life Policy Amount⁵		10	Range from 50,000.01 to 999,999.00
Agency Name⁶		80	Alphanumeric and special characters
Agency Street		30	Information must match what is in the payroll system
Agency City		30
Agency State		2
Agency Zip		5	First 5 digits of the Garnishment Agency zip code.
Garnishment Type⁷		3	Valid values: BK = Bankruptcy CS = Child Support CSA = Child Support Arrears FTL = Federal Tax Levy IE = Income Execution MG = Miscellaneous Garnishment STL = State Levy Tax SL = Student Loan TA = Tax Agency VD = Vendor WR = WRIT
Case / Account Number⁸		20	Alphanumeric and special characters
Additional Number		20	Alphanumeric and special characters
Order Start Date⁷		10	mm/dd/yyyy
Plaintiff Name		30	Alphanumeric and special characters; optional
Recipient Name		30	Alphanumeric and special characters; optional
Recipient SSN		9	NNN-NN-NNNN format
Provides Medical Support⁷		1	Y or N
Memo		260	Alphanumeric and special characters
PI Percent^7a		9	Range from 0.00 - 9999.9999; NNNN.NNNN format
PI Calculation Base^7a		2	Valid values = Mapped Long Name 01 = 401k employee pre-tax 02= 401k employee pre-tax and Roth 401k employee post tax 03 = 401k employee pre-tax catch-up 04 = 401k employee pre-tax and Roth 401k employee post tax catch-up 05 = All commission earnings 06 = All earnings 07 = All earnings + other earnings + other items 08 = All earnings + other earnings + other items - Employee cafeteria plan pre tax amounts 09 = All earnings + other earnings + other items - taxes - Employee cafeteria plan amounts 10 = All earnings - 414(h) pickup contributions 11 = All earnings - employee cafeteria plan pre tax amounts 12 = All earnings - employee cafeteria plan pre tax amounts - employee paid transportation benefits 13 = All earnings - overtime earnings 14 = All earnings - taxes 15 = All earnings - taxes - 414(h) pickup contributions 16 = All earnings - taxes - employee cafeteria plan pre tax amounts 17 = All earnings - tips 18 = All earnings - tips - disability 19 = All earnings - tips - taxes
PI Calculation Base^7a		2	20 = All earnings - tips - taxes - employee cafeteria plan pre tax amounts 21 = All overtime earnings 22 = All piecework earnings 23 = Employee cafeteria plan pre tax amounts 24 = Federal definition of disposable income 25 = Net Pay 26 = Piecework + regular + overtime earnings 27 = Regular and supplemental earnings - employee cafeteria plan pre tax amounts 28 = Regular earnings 29 = Regular earnings + overtime earnings 30 = Regular earnings - tips 31 = Regular earnings and supplemental earnings 32 = Regular hours + overtime hours X OT factor 33 = Roth 401k employee post tax 34 = Roth 401k employee post tax catchup 35 = Tip to Minimum Earnings 36 = Tip to Minimum Hours
PI Hours		5	Range: 0.00 - 99.99 Required when PI Hours Wage is populated
PI Fixed Amount		15	Range: 0.00 - 999999999999.99
PI Adjustment Amount		15	Range: -999999999999.99 - 999999999999.99 Can be added, changed, or deleted by entering an asterisk () only. When using asterisk () to delete this value if there is an existing value for the PI Dependents field, an asterisk (*) must also be passed to remove that data in order to remove the calculation from the employee.
PI Adjustment Dependents		3	Range: 0 - 100 Can be added, changed, or deleted by entering an asterisk (*) only.
Minimum Wage Regulation		2	Valid 2 Digit Postal State Code US must be used for Federal Wage Required when PI Hours is populated

* Required.
¹ Required for a pay component.
² Required when adding a recurring earning or deduction that employs Percentage, Rate x Units, and Rate x Hours calculations.
³ Required field when adding a new earning or deduction that uses the Rate x Hours calculation type to an employee.
⁴ Required when adding a Pay Component Frequency.
⁵ Required when the Imputed value of group term life insurance exceeds $50,000.00 and the calculation type "Value of excess of group term life insurance" is used.
⁶ Required when adding a garnishment to a worker for GPS clients.
⁷ Required when adding a garnishment pay component to an employee.
^7a Required when ⁷ and if the garnishment has a valid PI Percent or PI Calculation base.
⁸ Required when garnishments are paid via an agency check.