File Import will be visible to everyone, but once on the view, if they don't have permission, they'll be shown a message stating that fact. You can import files from Zip archive files for Pay Forms (Payment Notifications) and W2 Forms.
User will enter pay date for pay forms and year for w2s.
So a zip file for W2s might contain files named like "DistrictA_W2s_999917843_2017.pdf"
So, the software needs to know either the SSN or Employee #. In my example, 999917843 is the SSN. The filename is separate by "_" characters, but it could be spaces, dashes, periods ,or some other character. This is what the "Filename delimiter(s)" prompt is all about. If they are using any of the default, most common delimiters, they wouldn't have to change this.
In my example, the SSN, once separated by its delimiters, is located in the 3rd "segment" out of 4, so they would choose 3 from the Select filename segment prompt and then SSN from Employee identifier prompt. After clicking Update Zip Filename Results, it will upload the selected Zip file and attempt to parse out the SSN from each file and match it with an Employee. The results will show in the grid along with the number of the files that it was able to find an Employee for.
Field Definitions
- Zip Archive File - Choose a file to Import
- Select the Import Type from the drop down:
- W2 Forms
- Payment Notifications(Payslips)
- Pay Date - Any date can be entered for the import. If importing past payrolls, you can use the Pay Date to reference or if importing W2's for 2017, you can use a 12/30/2017 date or 01/01/2018 date:
- Import File
- W2 Forms
- Select tax year
- Select tax year
- W2 Forms
- Import File
- Payment Notifications
- Enter Pay Date
- Enter Pay Date
- Payment Notifications
- Import File
- The Filename delimiter(s) is used to "break apart" the parts of the filename -
. - This field should not be changed, unless they need to change or add another special field, like % or *. If this is the case then you add it to the end after a comma.
- For instance, file names being imported might be in a format like "MyDist_1112223333_hello_goodbye.pdf" The district will need to be able to specify how the filename is broken up, in this case, it is using the "_"(underscore) character. So, one of the Filename delimiters is "_". But a file might also look like this: "abc 1112223333 howdy.pdf", so we want to also check for " "(space). Same goes for "-" and ".". But if someone, somewhere has a filename like "MyDist*1112223333*smith.pdf", then they would add a ",*" to the list, or just replace the list with "*" as the only delimiter. In the examples, the 111222333 part is where the Social Sec. # would be in the filename, which is why we need to parse the filename to know where the SSN is (or Employee number).
- For instance, file names being imported might be in a format like "MyDist_1112223333_hello_goodbye.pdf" The district will need to be able to specify how the filename is broken up, in this case, it is using the "_"(underscore) character. So, one of the Filename delimiters is "_". But a file might also look like this: "abc 1112223333 howdy.pdf", so we want to also check for " "(space). Same goes for "-" and ".". But if someone, somewhere has a filename like "MyDist*1112223333*smith.pdf", then they would add a ",*" to the list, or just replace the list with "*" as the only delimiter. In the examples, the 111222333 part is where the Social Sec. # would be in the filename, which is why we need to parse the filename to know where the SSN is (or Employee number).
- This field should not be changed, unless they need to change or add another special field, like % or *. If this is the case then you add it to the end after a comma.
- The Select filename segment is related to the Filename Delimiter(s). For instance, if the filenames are all in the form of "MyDist_123456789_otherinfo.pdf, then the "segment" would be 2. The first "segment" is "MyDist", second is the SSN that we want, the third is "otherinfo" and fourth is "pdf". The Select filename segment is to determine what place in the filename the Employee SSN or Employee Number is in.
- Select the Employee Identifier from the drop down:
- Employee Number
- Employee SSN
- Click on
to preview the file of the Zip Contents
Once all Contents has been previewed, click on
or to start over, click on 
.