Employee Import

Use the Employee Import file to manage employees and employee profiles within PaymentNet, including bank information. With this file, you can create and update employees within your scope of view.

Note:You must define a User ID, Role, Hierarchy, and Scope for each employee you import into PaymentNet.

File opens in a new window Employee with Custom Fields Import Template

File opens in a new window Employee without Custom Fields Import Template

The Employee Import File Layout table outlines the requirements for entering your data into an Employee Import template. To ensure a successful import, review the considerations outlined below before beginning the import. In addition, be sure to familiarize yourself with the guidelines found in General Import File Tips.

The combination of the Role Name, Role, Hierarchy ID, and Scope fields constitute a User Authority. These four fields are not required; however, if any one of these fields is included, then all four fields must be specified. If not, the row fails and an error is generated.
Additionally, if all of the User Authority fields are not completed, the employee with the corresponding user ID will not be able to log in to PaymentNet because they will not have a defined user access role.
The maximum number of User Authorities allowed in an Employee Import file is six per row; however, PaymentNet allows a user to have a maximum of 15 roles. To specify more than six User Authorities for a single user, add additional rows to the file with the same user ID.
To add more than one account number for an employee, you must use a separate row for each account number. The first row represents the employee's default account; enter “Add” in the Add/Update/Delete Flag column on this row. On the next row, enter the same user ID and another account number. Then, enter “Update” in the Add/Update/Delete Flag column and “0” in the Blank Override column.
If no employee custom fields are used (Column AP), the custom field column header must be entirely blank. Any value in the header causes the import to fail.
If the duplicate hierarchy ID function is enabled, the hierarchy ID you enter must contain the full path, starting from the root and separating each of the nodes with a backslash (\). For example, you would enter the hierarchy of Root > Chicago > JPMC > Finance as Root\Chicago\JPMC\Finance
If the option to synchronize account and employee email addresses is enabled for a hierarchy, updating an employee’s email address via an Employee Import file will also update the email address in the cardholder’s profile and in all of the accounts assigned to that employee’s user ID.

Employee Import File Layout
Column	Name	Description	Required	Valid Codes
A	User ID	Unique user ID for each employee	Yes	Must be: Alphanumeric Between 6-20 characters No special characters allowed
B	Password	By system default, the initial temporary password expires 90 days after the Employee import. You can re-import those users who do not log in within 90 days and use the same password as for the initial import.	Yes for Add only. Upon first login, new users must change their password.	Must be: Alphanumeric 8 characters exactly Minimum of one number and one letter Case-sensitive
C	First Name		Yes	Must be: Alphanumeric Uppercase Maximum of 23 characters combined for the First Name, Middle Name, and Last Name fields
D	Middle Name			Must be: Alphanumeric 1 character max
E	Last Name		Yes	Must be: Alphanumeric Uppercase Maximum of 23 characters combined for the First Name, Middle Name, and Last Name fields
F	Email		Yes for Add No for Update	Must be: Alphanumeric 50 characters max No spaces allowed Must enter at least one ‘@’ symbol and one ‘.’ Must end with .com or .net or .org
G	Cc	Carbon copy email address		Must be: Alphanumeric 254 characters max Maximum of five email addresses separated by commas or semicolons
H	Bcc	Blind carbon copy email address		Must be: Alphanumeric 254 characters max Maximum of five email addresses separated by commas or semicolons
I	Disable Login	Allows or prevents the user from logging in to PaymentNet	Yes for Add No for Update	Valid values are: 0: Enable login 1: Disable login
J	Role Name 1	Unique name per role for a user ID that defines a User Authority	Yes, if Role 1, Hier ID 1, and Scope 1 are also included No for Update if Role 1, Hier ID 1, and Scope 1 are not included	Must be: 20 characters max The following characters are not allowed:: <, >, /, \, \|, and space
K	Role 1	Defines the User Authority (scope and node) of each user	Yes, if Role Name 1, Hier ID 1, and Scope 1 are included No for Update if Role Name 1, Hier ID 1, and Scope 1 are not included	Valid values are: Auditor Program Administrator (must include a space between “Program” and “Administrator”) Card Holder (must include a space between “Card” and “Holder”) Manager Transaction Approver (must include a space between “Transaction” and “Approver”) Order Requestor (must include a space between “Order” and “Requestor”) Application Approver (must include a space between “Application” and “Approver”) Any custom role created for your organization; 30 characters max
L	Hier ID 1	Hierarchy ID associated with the role	Yes, if Role Name 1, Role 1, and Scope 1 are included No for Update if Role Name 1, Hier ID 1, and Scope 1 are not included	Must be: Alphanumeric 20 characters max for organizations that do not use the duplicate hierarchy ID function 508 characters max for organizations that use the duplicate hierarchy ID function
M	Scope 1	Scope associated with the role	Yes, if Role Name 1, Role 1 and Hier ID 1 are included No for Update if Role Name 1, Hier ID 1, and Scope 1 are not included	Valid values are: NodeAndChildren Node Self NodeAndSelfAndChildren NodeandSelf
N	Role Name 2	Same as Column J	Same as Column J	Same as Column J
O	Role 2	Same as Column K	Same as Column K	Same as Column K
P	Hier ID 2	Same as Column L	Same as Column L	Same as Column L
Q	Scope 2	Same as Column M	Same as Column M	Same as Column M
R	Role Name 3	Same as Column J	Same as Column J	Same as Column J
S	Role 3	Same as Column K	Same as Column K	Same as Column K
T	Hier ID 3	Same as Column L	Same as Column L	Same as Column L
U	Scope 3	Same as Column M	Same as Column M	Same as Column M
V	Role Name 4	Same as Column J	Same as Column J	Same as Column J
W	Role 4	Same as Column K	Same as Column K	Same as Column K
X	Hier ID 4	Same as Column L	Same as Column L	Same as Column L
Y	Scope 4	Same as Column M	Same as Column M	Same as Column M
Z	Role Name 5	Same as Column J	Same as Column J	Same as Column J
AA	Role 5	Same as Column K	Same as Column K	Same as Column K
AB	Hier ID 5	Same as Column L	Same as Column L	Same as Column L
AC	Scope 5	Same as Column M	Same as Column M	Same as Column M
AD	Role Name 6	Same as Column J	Same as Column J	Same as Column J
AE	Role 6	Same as Column K	Same as Column K	Same as Column K
AF	Hier ID 6	Same as Column L	Same as Column L	Same as Column L
AG	Scope 6	Same as Column M	Same as Column M	Same as Column M
AH	Employee Hierarchy ID	Hierarchy ID for the new employee	Yes for Add No for Update	Must be: Alphanumeric 15 characters max
AI	Account Number	Account number associated with the employee Note: An account with a status of Suspended cannot be assigned to an employee.		Must be: Numeric 16 characters max
AJ	Account Hierarchy ID	Hierarchy location associated with the account number	Required if Blank Override is set to 1	Must be: Alphanumeric 15 characters max
AK	ABA Routing Number		If you enter an ABA Routing Number, then you must complete Columns AL - AO. If any bank information is incorrect and causes an error on import, the banking fields are not imported.	Must be: Numeric 9 characters max
AL	Bank Account Number		Yes, if ABA Routing Number is entered	Must be: Numeric 17 characters max
AM	Bank Account Type		Yes, if ABA Routing Number is entered	Valid values are:: Business Checking Business Savings Personal Checking Personal Savings
AN	Bank Name		Yes, if ABA Routing Number is entered	Must be: Alphanumeric 25 characters max
AO	Account Name		Yes, if ABA Routing Number is entered	Must be: Alphanumeric 25 characters max
AP	Custom Field 1\| Custom Field 2\| Custom Field 3	Custom fields associated with the user	Yes, when the header row is defined and the corresponding custom fields are configured to be “Required” for Employee. If custom fields are not used, the column header row and each cell in the column must be left blank.	Must be: Pipe delimited Unlimited The header row needs to be updated with the names of the employee custom fields. The Custom Field column header must be left blank when the custom fields are not defined. When employee custom fields are defined in the header, the corresponding null custom field values must be specified by a hyphen (-). If a custom field is set up as a check box, valid values are: 1 = selected 0 = not selected If a custom field is a drop-down list or text box, enter the value to be displayed.
AQ	Unmask Exports/Reports	Indicates whether sensitive information included in exports and reports generated by this user will be masked or unmasked.		Valid values are: Y: Sensitive information will appear unmasked. N or <blank>: Sensitive information will appear masked.
AR	Add/Update/Delete Flag	Indicates whether the record is being used to create a new employee or update an existing employee.	Yes	Valid values are: Add: For new rows Update: For existing rows to be updated Delete: Do not use.
AS	Blank Override	Specifies whether or not to replace existing values with null values when import file columns are blank. Blank Override is only used where the Add/Update Flag is set to “Update” and only affects the Email column. Best Practice: Set Blank Override to 0.	Yes	Valid values are: 0: Retain the existing email address if the Email column is left blank. 1: Overwrite the existing email address with a null value if the Email column is left blank.