In order to import and update employee data in Aeqium via spreadsheet upload rather than API integration, you should create a spreadsheet with the following columns. Not all fields are required, but empty fields will update that value to be empty for the employee, so each time you import data, it should include the full data set (rather than, for example, just one column that you need to change).
Partial lists of employees (aka spreadsheets with rows for not all employees) will not delete any data, and uploads of salary or variable compensation data effective on new dates will not delete records from older dates.
If your system of record does not support creating a report in this format, reach out to us at [email protected] so we can help you get going.
Fields marked with * are required.
| Column Name | Notes |
|---|---|
| employee_id* | The employee number or other unique identifier for this employee |
| status* | Either ACTIVE or INACTIVE |
| type* | Either NON_CONTRACTOR or CONTRACTOR |
| first_name* | The employee’s preferred first name |
| middle_initial | The employee’s middle initial |
| last_name* | The employee’s last name |
| work_email* | The employee’s work provided email |
| personal_email | The employee’s personal email |
| start_date | Hire date formatted as YYYY-MM-DD (e.g. 2021-11-15) |
| end_date | Termination date formatted as YYYY-MM-DD (e.g. 2021-11-15) |
| department | The employee’s department name |
| team | The employee’s team name |
| job_title | The employee’s current job title, e.g. Senior Software Engineer |
| job_level_num | The employee’s current level number, e.g. 5 |
| job_level_external_id | The external ID or Job Code that identifies the employee’s Job Level |
| location**** | The employee’s work location |
| manager_employee_id | The employee number or other unique identifier for this employee’s manager |
| income_effective_date** | Effective date for the income formatted as YYYY-MM-DD (e.g. 2021-11-15) |
| income_type** | Either ‘year’, ‘month’, ‘week’, or ‘hour’ indicating the pay period for the income_amount |
| income_amount** | A number indicating the employee’s current pay rate, e.g. 100000 |
| income_currency** | The 3 letter currency code for this employee’s income, e.g. USD |
| income_reason | An alphanumeric justification for the income (if any) |
| variable_date*** | The effective date of the employee’s current variable compensation, formatted as YYYY-MM-DD |
| variable_plan*** | The plan name for this employees variable income, e.g. Performance Bonus or 2022 Commission Plan |
| variable_target*** | A number indicating the target variable compensation amount in real currency terms, e.g. 25000 |
| variable_percent*** | A number indicating the target variable compensation as a percent of current salary, e.g. 50 |
| variable_currency*** | The 3 letter currency code for this employee’s variable income, e.g. USD |
| variable_reason | An alphanumeric justification for the variable income |
| gender**** | Parseable values are ‘male’, ‘female’, and ‘neither’ |
| job_ladder_name**** | The job ladder of the employee, e.g. ‘Sales’. |
| job_level_name**** | The job level name of the employee, e.g. ‘Sales Manager’ |
** To import income data, information must be provided for all four income fields.
*** To import data on variable compensation, information must be provided for at least four variable fields; variable_date, variable_plan, variable_target OR variable_percent (NOT both), and variable_currency. variable_reason is optional.
**** Unlike the other columns, location, gender, and job ladder and level names will not overwrite existing values if you leave them blank.
While Aeqium doesn’t automatically update employee data in comp cycles to match their current data, you can push any updates you’re making via the HRIS Import into any comp cycle with the click of a button:
When you go to import the file, just check the box for any comp cycles you want to update, click upload, and you’ll see the new data reflected in your cycle!
Visit our Aeqium Help Center or don’t hesitate to reach out to us at [email protected] for issues with the platform or feedback. Support channels within your company are a better choice for questions about policy or your specific cycle.