The Census Upload expects the census data to be provided in a specially formatted Microsoft Excel file (.xslx or .xls). You may name the file anything you want, however, the file extension must be either .xslx or .xls. The latest Excel template can be downloaded here. The employee data must start in row 4 of the worksheet. The upload processor will validate and import each row starting in row 4 continuing until the first blank row is detected. Do not include any blank or empty rows in the middle of the census data otherwise the census will be incomplete.
| Column | Data | Required? | Description |
|---|---|---|---|
| Column A | First Name | Required | Employee's first name (i.e. Given Name). |
| Column B | Last Name | Required | Employee's last name (i.e. Surname). |
| Column C | Last 4 Digits SSN | Required | Last 4 digits of the employee's social security number. |
| Column D | State | Required | Employee's state of residence. Must use Official State Abbreviations. |
| Column E | Pay Schedule | Required |
Code corresponding to the number of payroll periods in a year. Value must be one of: W, BW, SM, M, Q, SA, or A.
|
| Column F | Exempt From SS | Indicates whether employee is exempt from Social Security withholding taxes. Examples: Police, Fire, Teachers. Valid values are Y or N. If not specified value is assumed to be N (not exempt). | |
| Column G | Gross Wages Per Pay Period | Required | Employee's gross wages per pay period. |
| Column H | Employee Contribution Major Medical Total PP | Total major medical premiums, if any, deducted from employee's gross wages per pay period. | |
| Column I | Pre-tax Deductions Total PP | Total of existing pre-tax deductions, if any, deducted from employee's gross wages per pay period. Optional, however, highly recommended as this could affect employee's benefit credit. | |
| Column J | Post-tax Deductions Total PP | Total of existing post-tax deductions, if any, deducted from employee's gross wages per pay period. Optional, however, highly recommended as this could affect employee's benefit credit. | |
| Column K | Federal Marital/Filing Status | Required |
Code representing employee's federal withholding status (box 3) from their Federal Withholding Allowance Certificate (Form W-4). Valid values are M, S, or MS.
|
| Column L | Federal Exemptions Claimed | Required | Total number of exemptions (allowances) employee claims (box 5) from their Federal Withholding Allowance Certificate (Form W-4). Required. Valid values are 0 - 99. |
| Column M | State Marital/Filing Status | State Specific | Code representing employee's state withholding status from their state's applicable Withholding Allowance Certificate. Required for certain states. Not required if employee's state of residence has no income tax. See State Census Requirements for state-specific requirements. |
| Column N | State Exemptions Claimed | State Specific | Total number of exemptions (allowances) employee claims from their their state's applicable Withholding Allowance Certificate. Required for certain states. Not required if employee's state of residence has no income tax. See State Census Requirements for state-specific requirements. |
| Column O | State Dependent Exemptions Claimed | State Specific | Total number of dependent exemptions (allowances) employee claims from their their state's applicable Withholding Allowance Certificate. Some states separate Personal Allowances and Dependent Allowances. Required for certain states. Not required if employee's state of residence has no income tax. See State Census Requirements for state-specific requirements. |
| Column P | Withholding Rate % | Arizona Only | Percentage rate elected by employee on Arizona's Withholding Election Form (Form A-4). Valid values for 2016 are: 0.000, 0.008, 0.013, 0.018, 0.027, 0.036, 0.042, or 0.051. Note that value must be decimal equivalent of percentage amount elected. For example, if employee elects 2.7%, value must be 0.027. |
| Column Q | Exemption $ Amount Claimed | Mississippi Only | Exemption dollar amount claimed by employee. Value must be 0 - 40,000. |
| Column R | Spouse Works | Missouri Only |
Y or N indicating whether employee's spouse works from the MO Withholding Allowance Certificate (Form MO W-4). Valid values are Y or N.
|
| State | State Marital/Filing Status | State Exemptions Claimed | State Dependent Exemptions Claimed | Withholding Rate % | Exemption $ Amount Claimed | Spouse Works (Y/N) | Valid Values / Comments |
|---|---|---|---|---|---|---|---|
| AL | x | x | Valid filing status values: 0, M, S, MS, or H. Dependent Exemptions do not include Employee or Spouse. | ||||
| AR | x | ||||||
| AZ | x | Valid values for 2016 are: 0.000, 0.008, 0.013, 0.018, 0.027, 0.036, 0.042, or 0.051. Note that value must be decimal equivalent of percentage amount elected. For example, if employee elects 2.7%, value must be 0.027. | |||||
| CA | x | x | Valid filing status values: M, S, or H. | ||||
| CO | x | x | Valid filing status values: M or S. | ||||
| CT | x | Valid filing status values: A, B, C, D, E, or F. | |||||
| DC | x | Dependent Exemptions do not include Employee or Spouse. | |||||
| DE | x | x | Valid filing status values: M, S, or MS. | ||||
| GA | x | x | x | Valid filing status values: M, S, MS, or H. State Exemptions Claimed (Personal Exemptions) value must be 0, 1, or 2. Dependent Exemptions do not include Employee or Spouse. | |||
| HI | x | x | Valid filing status values: M, S, or H. | ||||
| IA | x | ||||||
| ID | x | x | Valid filing status values: M or S. | ||||
| IL | x | ||||||
| IN | x | ||||||
| KS | x | x | Valid filing status values: M, S, or H. | ||||
| KY | x | ||||||
| LA | x | x | Valid filing status values: 0, M or S. Dependent Exemptions do not include Employee or Spouse. | ||||
| MA | x | x | Valid filing status values: M, S, or H. | ||||
| MD | x | x | Valid filing status values: M or S. | ||||
| ME | x | x | Valid filing status values: M or S. | ||||
| MI | x | ||||||
| MN | x | x | Valid filing status values: M or S. | ||||
| MO | x | x | x | Valid filing status values: M, S, or H. If Married, requires Y or N if Spouse Works. | |||
| MS | x | x | Valid Filing Status values: M, S, MS, or H. Exemption $ Amount Claimed is dollar amount employee elects for personal exemption. | ||||
| MT | x | ||||||
| NC | x | x | Valid filing status values: M, S, or H. | ||||
| ND | x | x | Valid filing status values: M or S. | ||||
| NE | x | x | Valid filing status values: M, S, or H. | ||||
| NJ | x | x | Valid filing status values: M, S, MS, or H. | ||||
| NM | x | x | Valid filing status values: M, S, or H. | ||||
| NY | x | x | Valid filing status values: M, S, or H. | ||||
| OH | x | ||||||
| OK | x | x | Valid filing status values: M or S. | ||||
| OR | x | x | Valid filing status values: M or S. | ||||
| PA | x | ||||||
| RI | x | ||||||
| SC | x | ||||||
| UT | x | x | Valid filing status values: M or S. | ||||
| VA | x | ||||||
| VT | x | x | Valid filing status values: M or S. | ||||
| WI | x | x | Valid filing status values: M or S. | ||||
| WV | x | x | Valid filing status values: N or O. (N=One Earner/One Job; O=Two Earners/Two Jobs) |
| Abbr | Name |
|---|---|
| AK | Alaska |
| FL | Florida |
| NV | Nevada |
| NH | New Hampshire |
| SD | South Dakota |
| TN | Tennessee |
| TX | Texas |
| WA | Washington |
| WY | Wyoming |
| Abbr | Name |
|---|---|
| AL | Alabama |
| AK | Alaska |
| AZ | Arizona |
| AR | Arkansas |
| CA | California |
| CO | Colorado |
| CT | Connecticut |
| DC | District of Columbia |
| DE | Delaware |
| FL | Florida |
| GA | Georgia |
| HI | Hawaii |
| ID | Idaho |
| IL | Illinois |
| IN | Indiana |
| IA | Iowa |
| KS | Kansas |
| KY | Kentucky |
| LA | Louisiana |
| ME | Maine |
| MD | Maryland |
| MA | Massachusetts |
| MI | Michigan |
| MN | Minnesota |
| MS | Mississippi |
| MO | Missouri |
| MT | Montana |
| NE | Nebraska |
| NV | Nevada |
| NH | New Hampshire |
| NJ | New Jersey |
| NM | New Mexico |
| NY | New York |
| NC | North Carolina |
| ND | North Dakota |
| OH | Ohio |
| OK | Oklahoma |
| OR | Oregon |
| PA | Pennsylvania |
| RI | Rhode Island |
| SC | South Carolina |
| SD | South Dakota |
| TN | Tennessee |
| TX | Texas |
| UT | Utah |
| VT | Vermont |
| VA | Virginia |
| WA | Washington |
| WV | West Virginia |
| WI | Wisconsin |
| WY | Wyoming |
The Benefits Analyzer has been tested and is supported on Chrome (latest version) and Internet Explorer 11 or later. Other browsers should work without any major problems, however, the application has not been tested thoroughly with any browsers other than Chrome and IE 11. If you are using another browser product or version and encounter issues and you are unable to upgrade to one of the supported browsers, please report them to Elysian and every effort will be made to correct the issues and provide the additional browser support.