So you're making progress and are in your Audit stage of the integration? Congratulations, you're close to going Live!  The video below can be used along with the steps outlined beneath it, if need be, to walk you through completing this initial integration step.

1. Video walkthrough
2. How to complete your Demographic Audit
   1. How to pull in or import your Demographic data for comparison
      1. Missing from EN section
      2. Missing from Partner section
      3. Needs Validation
3. FAQs within the Demographic Audit

Video walkthrough

How to pull in your demographic data from Payroll to begin the Demographic Audit

If using ADP, Paychex, or Paylocity:

1. Click on your Payroll tab in EN --> View Demographic Audit

2. Click ‘+ Start New API Import’.

Once the report is imported and the status reads as ‘Complete’, click ‘View Report’ to view the actual Demographic Audit.

NOTE: If you have more than one Subscriber Group (FEIN), we recommend pulling in one Demographic Audit at a time. The best practice is to finish the first demographic audit in its entirety before moving on to the next Subscriber Group. 

If using all other vendors:

1. Generate a Demographic Report in your Payroll System per their instructions within their Partner User Guide

2. Import the Demographic Report into Employee Navigator by clicking on your Payroll tab in EN --> 'View Demographic Audit'

3. Click ‘+ Start New Import’ and follow the steps to import the file.

• • • When you arrive at the Mapping stage, all fields will be ‘pre-mapped’ for you. Do not alter these field mappings.

4. Once the report is imported and the status reads as ‘Complete’, click ‘View Report’ to view the actual Demographic Audit. 

An example of what it might look like is below:

There are three possible types of demographic discrepancies:

• Missing from EN – Employee record exists in Payroll, but not in Employee Navigator:
  1. You may ignore the 'Terminated' column of this section.
     1. If these employees are rehired in the future, EN will receive all new demographic information for them from the payroll system.
  2. If the employee is within the 'Active' column and needs to be added to Employee Navigator:
     • You can ‘Create’ the missing employee in Employee Navigator if they need to be in the system.
     • You also have the ability to click the 'Bulk Create' option, if you are attempting to create multiple employee records at once.
  3. You will want to 'Create' Part-Time/ Ineligible employees. These employees will be housed in EN and payroll but classified out in EN into a non-benefit eligible class so they cannot elect coverage.
     • If you are creating active missing Part-Time/ Ineligible employees, be sure you have a Class setup in EN for them. Under your Settings tab > Class Structure. Also, you will want to review the eligibility rules of your plans to be sure benefits are not based upon 'Everyone' unless both Full-Time/ Part-Time employees are truly eligible. 

• Missing from Payroll – Employee is in Employee Navigator, but not Payroll
  1. If these employees are no longer active, they will need to be terminated in Employee Navigator.
  2. Any employees on this list who are future new hires but not yet added to payroll will feed over automatically (from payroll) if the demographics are Live. If the new hires are added to payroll while you are in demographic audit mode, a new demographic report is needed to sync their profiles. 
  3. If your payroll partner accepts new hires from EN: You can click the 'Sync' button to send the employee over to Payroll to create a new employee record in that system.
     • Note: This should only be done if this record does not exist in Payroll.  If it does, syncing the employee to payroll will create a duplicate on their end.

•  Needs Validation – Employee is in both systems, yet some integrated fields do not match between the two. The Partner value is the value from Payroll.
  1. You may ignore the 'Terminated' column of this section.
  2. You must identify and select the correct value for all fields showing a discrepancy in order to Sync an employee.
  3. Once you have selected the correct value for each field, click Sync to send the selected data to the alternate system, and move on to the next employee.
     • The field selected from the Partner side will update in Employee Navigator automatically, and vice-versa.
     • The fields with the lock icon are 'owned' by payroll and you will only have the option to select the Partner Value. If this value is incorrect, you will need to manually adjust the payroll system and import a new demographic report into Employee Navigator.
  4. This will effectively give the employee matching demographic data for each integrated field between Employee Navigator and Payroll.

You will be able to view all changes made within the Demographic Audit using the Resolution Report.

FAQs

Q: Why are some fields, like compensation, locked during the demographic discrepancy process?

A: Fields that are locked during the discrepancy process reflect fields that payroll is the system of record for. For example, because payroll “owns” the compensation values in this integration, we will only allow you to select the payroll values for compensation when going through the discrepancy process.

Q: When syncing an employee, I am selecting the payroll value for Base Salary, which is lower than the value EN has. Will it overwrite my EN Base salary value?

A: No. As of now, when a lower value from payroll is synced into EN during the audit and EN has a higher base salary value already in our system, will we auto-push the EN value down into the Annual Benefit Salary field in order to continue using that amount to calculate salary-based benefits.  Suppose the employee receives a raise in the future that needs to be used for benefit-calculation purposes. In that case, you will want to manually remove that Annual Benefit Salary amount to allow our system to default to the new Base Salary sent from Payroll.

Q: What if I have commission-only employees who receive neither an hourly rate nor a base salary?

A: You can still sync an employee through the Employee Discrepancy Audit with $0.00 populated for their hourly rate and salary fields within the Audit value section. With these types of employees, since their salary-based benefits are estimated off prior earnings, Employee Navigator has the Annual Benefit Salary field within the employee’s Compensation tab. Here you can enter in the prior earnings amount that the system will look to when calculating salary-based benefit amounts.

Q: If fields are locked in Employee Navigator, can I still update them via the import tool?

A: No, any fields that are locked in EN will be ignored if included on an Import into the system