Health Compliance
Shared Responsibility
HR Import File Specification
Creation Date: 04/21/2014
Modified Date: 09/16/2015
Version: v2.51
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Shared Responsibility - HR Import File Specification
Table of Contents
Table of Contents ................................................................................................................................... 2
Document Information .......................................................................................................................... 3
Document Revisions ......................................................................................................................... 3
HR Data Interface ................................................................................................................................... 4
Frequency of Data .............................................................................................................................. 4
Which Employees Should be Included? ...................................................................................... 4
Full File vs. Changes Only ............................................................................................................... 4
Clearing a Data Element for an Employee .................................................................................. 4
Fields Included on the Interface......................................................................................................... 5
Employee Identifiers ......................................................................................................................... 5
Employment Status Data ................................................................................................................. 6
Indicative Employment Data ........................................................................................................... 9
Employment Wage Data ................................................................................................................. 11
Employee Contact Information..................................................................................................... 12
File Naming Convention ..................................................................................................................... 14
Appendix ................................................................................................................................................ 15
ADP and the ADP logo are registered trademarks of ADP, LLC.
ADP – A more human resource. is a service mark of ADP, LLC. Copyright © 2015 ADP, LLC.
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Shared Responsibility - HR Import File Specification
Document Information
Document Revisions
Version
2.51
Date
09/16/2015
Author
Chris Murphy
Description
Changed Organization OID (COID) to a Required if
field and updated its note
Changed Client Identifier to a Required if field,
updated its XML tag and its note
Added Associate OID (AOID) note
Changed Employee Identifier to a Required if field,
updated its XML tag, and added its note
Added Employment Status valid value ‘R’ = Retired
and its note
Updated Union Indicator, Common Law Employee,
and Phone Number Extension XML tags
Updated Mailing Address State field name and its
length
Updated Mailing Address Zip Code field length and
added its note
Updated Mailing Address Zip Extension field length
Added Mailing Address Country Code
2.41
08/31/2015
Chris Murphy
Updated File Naming Convention and added
example
Added Employment Wage Data section
Added Expected ACA Status
Added Expected ACA Status Effective Date
Added Date of Termination
Changed HR Status (FT/PT Indicator) to Required
field
2.2
01/30/2015
Chris Murphy
Added FEIN formatting note
Initial Document
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ADP – A more human resource. is a service mark of ADP, LLC. Copyright © 2015 ADP, LLC.
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Shared Responsibility - HR Import File Specification
Overview
The ADP Health Compliance system provides data synthesis, monitoring, analytics and managed
service around Affordable Care Act (ACA) compliance. This guide provides the specifications and
information necessary for successful file transmission for files from your Human Resources (HR)
system.
HR Data Interface
Frequency of Data
In order to perform accurate eligibility and affordability calculations, as well as annual filings, it is very
important that the ADP Health Compliance system have timely relevant data. It is preferred that the HR
system would provide data to the ADP Health Compliance system daily.
Which Employees Should be Included?
All active employees and those currently on a leave of absence should be included on the file.
Terminated employees (e.g., terminated, retired, deceased, etc) should be included in at least one file.
ADP prefers that they be included in all files or at least for one month to ensure accurate reporting.
Full File vs. Changes Only
The ADP Health Compliance system will accept full files and those with changes only. A full file
consists of all employees that are active or on leave and any recent terminations. A changes only file
consists of only employees who have experienced a change in any of the data elements since the
previous file. All data elements are required to be included on the changes only file, not just the
changed elements.
Clearing a Data Element for an Employee
In the event where a field was previously reported to the ADP Health Compliance system and is
subsequently empty, the field will need to be cleared. To clear a field, the XML tags should be included
on the file and should not include data between the tags.
Example:
An employee is in a Union as of January 1, 2014. The employee is included on the interface with a
Union Code tag and a value.
On June 1, 2014, the employee moves to a non-union status. The Union Code now is empty.
To ensure the data is processed accurately, the Union Code tag should be included on the interface for
this employee without any data between the tags. This will result in the Union Code being cleared for
the employee.
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Shared Responsibility - HR Import File Specification
Fields Included on the Interface
Below are the fields that may be provided on the interface from the HR system. The format of the file is
XML.
Employee Identifiers
Field
Number
1.
Field
Organization OID
(COID)
2.
Client Identifier
3.
Associate OID
(AOID)
4.
Employee
Identifier
5.
SSN
6.
Required/
Optional
Required
if Client
Identifier
is not
provided
Required
if COID is
not
provided
Optional
Maximum
Field Length
16
Notes
XML Tag
The 16 character
company GUID
assigned by ADP.
ClientInfo –
OrganizationOID
16
The NetSecure ID
assigned by ADP.
ClientInfo –
ClientId
16
A unique 16 character
GUID assigned to the
employee by ADP.
EmployeeHRData –
AssociateOID
Required
if this is
the
identifier
of an
employee
Required
16
Required
50
Optional
50
Required
50
9.
Employee First
Name
Employee Middle
Name
Employee Last
Name
Gender
Required
1
10.
Date of Birth
Required
10
7.
8.
11
For non-ADP
systems, this should
not be used (leave
empty).
The Employee ID
assigned to the
employee by the
client system of
record.
Format:
XXX-XX-XXXX
Or
XXXXXXXXX
Valid Values:
M = Male
F = Female
U = Unknown
Format:
MM/DD/CCYY
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EmployeeHRData –
Employee_ID
EmployeeHRData –
SocialSecurityNumber
EmployeeHRData –
EmployeeFirstName
EmployeeHRData –
EmployeeMiddleName
EmployeeHRData –
EmployeeLastName
EmployeeHRData –
Gender
EmployeeHRData –
BirthDate
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Shared Responsibility - HR Import File Specification
Employment Status Data
Field
Number
1.
Field
Required/
Optional
Most Recent Date Required
of Hire
Maximum
Field Length
10
Notes
XML Tag
Format:
MM/DD/CCYY
EmployeeHRData –
RecentHireDate
If employee is hired
for the first time, this
should be the original
Date of Hire.
If employee has been
rehired by the
company, this should
be the most recent
Date of Hire.
2.
Original Date of
Hire
Required
10
Format:
MM/DD/CCYY
EmployeeHRData –
PreviousHireDate
If employee is hired
for the first time or
has been rehired by
the company, this
should be the original
Date of Hire.
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Shared Responsibility - HR Import File Specification
3.
Date of
Termination
Optional
10
Format:
MM/DD/CCYY
EmployeeHRData –
TermDate
If employee has ever
terminated service
with the company,
this should be the
most recent Date of
Termination.
4.
Employment
Status
Required
1
Example:
Employee is hired on
01/15/2010, this
should be empty.
Employee is
terminated on
02/15/2013, this
should be
02/15/2013.
Employee is rehired
on 03/15/2013, this
should be
02/15/2013.
Employee is
terminated a second
time on 05/01/2014,
this should be
05/01/2014.
Valid Values:
A = Active
T = Terminated
L = Leave
D = Deceased
R = Retired
EmployeeHRData –
EmploymentStatus
If unable to map to
these ADP values in
the interface, clients
can pass their
system values and
map to these values
within the ADP
Health Compliance
system.
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Shared Responsibility - HR Import File Specification
5.
Status Effective
Date
Required
10
Format:
MM/DD/CCYY
EmployeeHRData –
StatusEffectiveDate
The date the
Employment Status
first became
effective.
If Status = A, this
should be the first
date as an active
employee.
If Status = T, this
should be the Date of
Termination (last day
worked).
If Status = L, this
should be the first
date on leave.
If Status = D, this
should be the date of
death.
6.
Expected ACA
Status
Optional
2
If Status = R, this
should be the first
date of retirement.
Valid Values:
FT = Full Time
PT = Part Time
EmployeeHRData –
ExpectedACAStatus
If this is not provided,
system will default to
PT.
This is used to
identify the expected
ACA status of
employees when
they are hired.
Employees that are
reasonably expected
to average 30 or
more hours per week
should have an
expected ACA status
of FT.
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Shared Responsibility - HR Import File Specification
7.
Expected ACA
Status Effective
Date
Optional
10
Format:
MM/DD/CCYY
EmployeeHRData –
ExpectedACAStatusEffe
ctiveDate
This is the effective
date of the expected
ACA Status.
Indicative Employment Data
Field
Number
1.
Field
Effective Date of
Indicative Data
Required/
Optional
Optional
Maximum
Field Length
10
2.
Primary Work
State Code*
Optional
2
3.
Pay Type*
Required
1
4.
Union Indicator*
Optional
1
5.
Union Code*
Optional
50
6.
HR Status (FT/PT
Indicator)
Required
1
7.
Employee Type
Optional
1
8.
Federal Employer
Identification
Number (FEIN)
Required
10
9.
Job Title
Optional
50
Notes
XML Tag
Format:
MM/DD/CCYY
EmployeeHRData –
EffectiveDateOfIndicative
Data
If this is not provided,
system will use the
current date as
effective date of data.
The employee’s
primary work state
abbreviation.
Valid Values:
S = Salaried
H = Hourly
Valid Values:
Y = Yes (Employee is
Union)
N = No (Employee is
Non-Union)
The code identifying
a specific union.
Valid Values:
F = Full Time
P = Part Time
Valid Values:
R = Regular
T = Temporary
S = Seasonal
C = Contractor
Format:
99-9999999
Or
999999999
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EmployeeHRData –
WorkStateCode
EmployeeHRData –
PayType
EmployeeHRData –
UnionInd
EmployeeHRData –
UnionCode
EmployeeHRData –
HRStatus
EmployeeHRData –
EmployeeType
EmployeeHRData –
FederalEIN
EmployeeHRData –
JobTitle
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Shared Responsibility - HR Import File Specification
Field
Number
10.
Field
Common Law
Employee
Required/
Optional
Optional
Maximum
Field Length
1
11.
Organizational
Code 1
Optional
50
12.
Organizational
Code 2
Optional
50
13.
Organizational
Code 3
Optional
50
14.
Organizational
Code 4
Optional
50
15.
Organizational
Code 5
Optional
50
Notes
XML Tag
Valid Values:
Y = Yes (Employee
will be measured)
N = N (Employee will
not be measured)
EmployeeHRData –
CommonLawEE
If this is not provided,
it is assumed that the
employee is a
Common Law
employee (will be
measured).
May be used for
reporting/filtering of
data.
May be used for
reporting/filtering of
data.
May be used for
reporting/filtering of
data.
May be used for
reporting/filtering of
data.
May be used for
reporting/filtering of
data.
EmployeeHRData –
OrgCode01
EmployeeHRData –
OrgCode02
EmployeeHRData –
OrgCode03
EmployeeHRData –
OrgCode04
EmployeeHRData –
OrgCode05
*May be used to define a Category in ADP Health Compliance system.
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Shared Responsibility - HR Import File Specification
Employment Wage Data
Field
Number
1.
Field
Hourly Wage
Rate
Required/
Optional
Required
if Annual
Salary is
not
provided
Maximum
Field Length
14
Numeric
Notes
XML Tag
Format:
XXXXXXXXX.XXXX
EmployeeHRData –
HourlyRate
The hourly base
wage rate. It should
not include bonus,
overtime, etc.
Either Hourly Wage
Rate or Annual
Salary should be
provided for an
employee.
2.
3.
Wage Rate
Effective Date
Annual Salary
Required
if Hourly
Wage
Rate is
provided
10
Required
if Hourly
Wage
Rate is
not
provided
12
Numeric
If both are provided
for an employee,
system will use the
Pay Type code to
determine which field
will be used in
calculations.
Format:
MM/DD/CCYY
EmployeeHRData –
HourlyRateEffectiveDate
The effective date for
the Hourly Wage
Rate
Format:
XXXXXXXX.XX
EmployeeHRData –
AnnualSalary
The annual salary
base wage rate.
Either Hourly Wage
Rate or Annual
Salary should be
provided for an
employee.
If both are provided
for an employee,
system will use the
Pay Type code to
determine which field
will be used in
calculations.
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Shared Responsibility - HR Import File Specification
Field
Number
4.
Field
Salary Effective
Date
Required/
Optional
Required
if Annual
Salary is
provided
Maximum
Field Length
10
Notes
XML Tag
Format:
MM/DD/CCYY
EmployeeHRData –
SalaryEffectiveDate
The effective date for
the Annual Salary.
Employee Contact Information
Field
Number
1.
2.
3.
4.
5.
6.
7.
8.
9.
Field
Required/
Optional
Optional
Maximum
Field Length
10
Phone Number
Extension
Email Address
Optional
10
Optional
50
Mailing Address
Line 1
Mailing Address
Line 2
Mailing Address
City
Mailing Address
State/Province
Mailing Address
Zip Code
Required
50
Optional
50
Required
50
Required
64
Required
12
Phone Number
Mailing Address
Zip Extension
Optional
Notes
13
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XML Tag
EmployeeAddress –
PhoneNumber
EmployeeAddress –
PhoneExtn
EmployeeAddress –
Email
EmployeeAddress –
AddressLine1
EmployeeAddress –
AddressLine2
EmployeeAddress –
City
EmployeeAddress –
State
EmployeeAddress –
ZipCode
Allow letters if country
code is not US.
EmployeeAddress –
ZipCodeExtn
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Shared Responsibility - HR Import File Specification
Field
Number
10.
Field
Mailing Address
Country Code
Required/
Optional
Required
if Mailing
Address
State/Prov
ince is not
US
Maximum
Field Length
2
Notes
XML Tag
EmployeeAddress –
Country
Valid Values:
US = United States
Foreign country codes
are identified in the IRS
list “Foreign Country
Code Listing for
Modernized e-File
(MeF)”. This list can be
found:
http://www.irs.gov/TaxProfessionals/e-FileProviders-&Partners/ForeignCountry-Code-Listingfor-Modernized-e-File
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ADP – A more human resource. is a service mark of ADP, LLC. Copyright © 2015 ADP, LLC.
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Shared Responsibility - HR Import File Specification
File Naming Convention
The HR Import file should be sent to ADP utilizing the following file naming convention:
<COID>_<NETSECUREID>_HRData_YYYYMMDD_HHMMSS.xml
Example: 0R8JLMSFMN04078L_COMPANYABC_HRData_20150617_124532.xml
NOTE NetSecure ID is a case sensitive unique, different than the COID. Both the NetSecure ID and
COID shall be provided to the client/vendor by ADP. The date time stamp represents the date and time
the file was created.
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Shared Responsibility - HR Import File Specification
Appendix
Sample Data
<?xml version="1.0" encoding="utf-8"?>
<HR_Data>
<ClientInfo>
<OrganizationOID>0R8JLMSFMN04078L</OrganizationOID>
<ClientId>COMPANYABC</ClientId>
</ClientInfo>
<EmployeeHRData>
<AssociateOID>AOID153389</AssociateOID>
<Employee_ID>44153389</Employee_ID>
<SocialSecurityNumber>999-99-9901</SocialSecurityNumber>
<EmployeeFirstName>JOHN</EmployeeFirstName>
<EmployeeMiddleName>K</EmployeeMiddleName>
<EmployeeLastName>SMITH</EmployeeLastName>
<Gender>M</Gender>
<BirthDate>01/01/1980</BirthDate>
<RecentHireDate>01/01/2014</RecentHireDate>
<PreviousHireDate>01/01/2012</PreviousHireDate>
<TermDate>01/01/2000</TermDate>
<EmploymentStatus>A</EmploymentStatus>
<StatusEffectiveDate>10/01/2014</StatusEffectiveDate>
<ExpectedACAStatus>FT</ExpectedACAStatus>
<ExpectedACAStatusEffectiveDate>02/20/2015</ExpectedACAStatusEffectiveDate>
<EffectiveDateOfIndicativeData>06/17/2015</EffectiveDateOfIndicativeData>
<WorkStateCode>CA</WorkStateCode>
<PayType>H</PayType>
<UnionInd>Y</UnionInd>
<UnionCode>ELG</UnionCode>
<HRStatus>F</HRStatus>
<EmployeeType>R</EmployeeType>
<FederalEIN>98-7654321</FederalEIN>
<JobTitle>ELIGIBILITY CONSULTANT</JobTitle>
<CommonLawEE>Y</CommonLawEE>
<OrgCode01>ORG Code 01</OrgCode01>
<OrgCode02>ORG Code 02</OrgCode02>
<OrgCode03>ORG Code 03</OrgCode03>
<OrgCode04>ORG Code 04</OrgCode04>
<OrgCode05>ORG Code 05</OrgCode05>
<HourlyRate>25.0000</HourlyRate>
<HourlyRateEffectiveDate>10/01/2014</HourlyRateEffectiveDate>
<AnnualSalary/>
<SalaryEffectiveDate/>
<EmployeeAddress>
<PhoneNumber>6269999999</PhoneNumber>
<PhoneExtn>0141</PhoneExtn>
<Email>elig-calc@adp.com</Email>
<AddressLine1>155 ALABAMA ST</AddressLine1>
<AddressLine2>2 ST</AddressLine2>
<City>UPHALA</City>
<State>AL</State>
<ZipCode>64738</ZipCode>
<ZipCodeExtn>1234</ZipCodeExtn>
<Country>US</Country>
</EmployeeAddress>
</EmployeeHRData>
</HR_Data>
ADP and the ADP logo are registered trademarks of ADP, LLC.
ADP – A more human resource. is a service mark of ADP, LLC. Copyright © 2015 ADP, LLC.
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