Employee master
File layout
- Recommend the file name begin with “EM_”
- Example: EM_CYActual
- You can use the same file name each pay period.
The Employee Master file is used for salary modeling purposes during the budget process. Normally this file is provided either annually prior to the start of the budget process or biweekly along with the labor distribution file.
The source system for this data is usually the HR information system.
- Employee Status – This term means different things to different organizations. It can define whether the employee is exempt or non-exempt from overtime pay, full time or part time, etc. You may have several fields of this nature.
- Scheduled Hours – This field is often provided as “number of hours worked per 80 hour pay period.”
- Hire Date – The hire date is often used for vacation and other benefit computations based on longevity. Many times, there is a separate field in your HR\payroll system for adjusted hire date which accounts for gaps in employment that need to be considered for benefit calculations.
- Next Review – The date should correspond to the next salary increase date for the current “job / position” of a particular employee. Include this field for all employees to represent the date of the next review or anniversary date of an employee used for merit increases.
Each line (record) of the file should represent one employee. Include only records for active employees.
The Employee Master file is used for salary modeling purposes during the budget process. Normally this file is provided either annually prior to the start of the budget process or biweekly along with the labor distribution file.
| Field | Description | Opt/Required | Field Type | Length |
|---|---|---|---|---|
| Entity | Entity or Hospital Code | R | Numeric | 5 |
| Dept | Home Department or Cost Center Number | R | Numeric | 10 |
| JobCode | Job Position Code | R | Text | 25 |
|
EmpID IMPORTANT: Not SSN. See Caution note below. |
Unique to Each Employee | R | Numeric | 10 |
| Employee Name | Employee Name | R | Text | 100 |
| Status | Employee Status | R | Text | 5 |
| Sch Hours | Number of Hours Scheduled | R | Decimal | 10.5 |
| Hourly Rate | Current Hourly Rate | R | Decimal | 9.3 |
| Hire Date | Employee's Date of Hire | R | MM/DD/YYYY | 25 |
| Next Review | Employee’s Next Increase Date | R | MM/DD/YYYY | 25 |
| PTO Balance | Paid Time Off or Vacation Accrual Balance | R | Decimal | 11.2 |
| PTO Rate | Paid Time Off or Vacation Accrual Rate | R | Decimal | 11.2 |
| Grade | Labor Category | R | Text | 5 |
Sample file layout
NOTE: Kaufman Hall will not accept any file that includes a Social Security Number ("SSN"). Please mask any SSN data.
