Below is a list of data types you may consider migrating to Workzoom. Required data is highlighted for your convenience. Please refer to the “Required” column for details on when the data is necessary. If you are not subscribing to the module that requires the data, you can still provide it, but it will be optional.
Accepted Date Formats (use one consistently):
- YYYY-MM-DD
- MM-DD-YYYY
- DD-MM-YYYY
| Data Type | Format or Valid Values |
Notes | Required |
|---|---|---|---|
| First Name | Text, up to 50 Alphabetic Characters | For System | |
| Last Name | Text, up to 50 Alphabetic Characters | For System | |
| Latest Hire/Start Date | Date | For System | |
| Middle Name | Text, up to 50 Alphabetic Characters | Optional | |
| Alternate Name | Text, up to 50 Alphabetic Characters | This field holds an alternate name of the employee. An Alternate Name is a name the employee is also known as such as John for Jonathan). | Optional |
| Salutation | BARR = Barr. CAPT = Capt. COL = Col. DR = Dr. FATH = Father GEN = Gen. HON = Hon. LT = Lt. LTCL = Lt Col. MISS = Miss MR = Mr. MRS = Mrs. MS = Ms. PROF = Prof. |
Optional | |
| Suffix | JR = Jr SR = Sr I = I II = II III = III IV = IV |
Optional | |
| Address Line 1 | Text, up to 50 Alphabetic Characters | For Payroll and Benefits | |
| Address Line 2 | Text, up to 50 Alphabetic Characters | Optional | |
| City/County | Text, up to 50 Alphabetic Characters | For Payroll and Benefits | |
| Province/State | 2-digit code | For Payroll and Benefits | |
| Postal/Zip | Text, up to 50 Alphanumeric Characters (1X1 X1X, 12345 or XX11 1XX) | For Payroll and Benefits | |
| 3-digit Country Code | 3 Digits (e.g. CAN, USA, etc.) | If your employee base resides in multiple countries otherwise the country code of the business will be used by default. | Optional |
| Work Phone | (xxx) xxx-xxxx | Optional | |
| Home Phone | (xxx) xxx-xxxx | Optional | |
| Mobile Phone | (xxx) xxx-xxxx | Optional | |
| Extension | Numeric | Optional | |
| Business Email | For Payroll and Notifications | ||
| Personal Email | For Payroll and Notifications | ||
| Date of Birth | Date | For Payroll and Benefits | |
| Language | Text, up to 50 Alphabetic Characters | Optional | |
| Gender | M = Male F = Female D = Undisclosed |
For Benefits | |
| Marital Status | S = Single M = Married C = Common-law O = Significant Other V = Civil Union P = Separated D = Divorced R = Remarried W = Widow (er) U = Undisclosed |
For Benefits | |
| Smoker Status | Y = Yes N = No D = Do not know |
For Benefits | |
| Disabled? | Y = Yes N = No D = Do not know |
Optional | |
| Visible Minority? | Y = Yes N = No D = Do not know |
Optional | |
| Aboriginal? | Y = Yes N = No D = Do not know |
Optional | |
| Employee ID | Numeric | Employee IDs are created by Workzoom using a sequential numbering system when your initial data is loaded. Thereafter Workzoom will create a new employee ID sequentially for all new employees added to the system. For alternative options, please speak to your Workzoom Coach before you provide your data. | Optional |
| External Employee # | Alphanumeric | Additional number that can be provided such as Benefit Certificate number or current employee number in existing payroll system. | Optional |
| SIN/SSN/NI | Canada: xxx-xxx-xxx US: xxx-xx-xxxx |
This field holds the Social Insurance Number, Social Security Number or National Identification – depending on which is appropriate for your business. | For Payroll |
| Original Hire/Start Date | Date | Original Hire/Start Date may be different than Latest Hire/Start Date for employees that have worked for the organization multiple times. | Optional |
| Seniority Date | Date | Seniority Date of the employee if different from Hire Date, for previous recognized service. | Optional |
| Employment Status | Active Inactive Terminated |
If no employment Status is provided, all imported personnel will be defaulted to “Active”. If any personnel are “Terminated”, please provide the “Term/End Date”. | Optional |
| Job Title | Text, up to 50 Alphabetic Characters | Optional | |
| Job/Position Code | Optional | ||
| Department Title | Text, up to 50 Alphabetic Characters | Optional | |
| Department Code | Optional | ||
| Work Site Title | Text, up to 50 Alphabetic Characters | Optional | |
| Work Site Code | Optional | ||
| Worker Class Title | Text, up to 50 Alphabetic Characters | Worker Class is an organizational element that groups personnel with common rules and entitlements. For example, “Full Time Salary” and “Part Time Hourly”. It is often used for union employees where all employees in a specific union would be grouped into a distinct Worker Class. Your Workzoom Coach will help you better understand and use Worker Class to achieve your objectives; therefore, at this time, there is no need to provide this data for employees. | Optional |
| Worker Class Code | Optional | ||
| Hours/Day | Numeric | The hours per day an employee works | Optional |
| Hours/Week | Numeric | The hours per week an employee works | Optional |
| FTE | Numeric | Full-Time Equivalent value. This is a mechanism to identify full-time employees (1) or part-time employees. For example, if a part-time employee works 50% of the time that a full-time employee does – 0.5 would be entered as their FTE. | Optional |
| Compensation Type | Hourly, salary, etc. | For Payroll and Benefits | |
| Compensation Rate | Numeric | Dollars per hour for hourly employees or dollars per year for salaried employees, etc. Use $1.00 if unknown or unavailable. | For Payroll and Benefits |
| Pay Scale Step | Optional | ||
| Seniority Level | Optional | ||
| Manager Name | Text, up to 50 Alphabetic Characters | Optional | |
| Manager Person Code | Optional | ||
| Term/End Date | Date | If you are doing a mid-year payroll cut over, in order to process your upcoming year-end through Workzoom, you must migrated personnel data for all terminated employees receiving payroll or benefits during the current tax year. | For terminated employes & Payroll / Benefits mid-year conversions. |
| Term/End Reason | Based on CRA ROE codes | Optional for terminated employees | |
| Return Status | ER = Eligible For Return NE = Not Eligible For Return NR = Not Recommended For Return WN = Would Not Bring Back WR = Would Bring Back RE = Recall Expected RN = Recall Not Expected PR = Planned Return RH = Has Returned |
Optional for terminated employees |