Importing Files
Key Takeaway
Instructions for importing files through the Alerus employer site, along with how to view errors and download import records.
Import Instructions
- 1
Log in to the Employer website.
- Select Imports — New Import.
- Step 1: Choose the import file type.
- Step 2: Download a template, if needed.
- Step 3: Upload your file and select Import.
Once your file is fully processed, you will receive a confirmation email and see your file under the Completed section of Imports.
General File Import Tips
- Once a file is submitted into the Alerus system, it processes immediately.
- Files submitted to Alerus must exactly match the format provided in the template.
- Columns with bolded headers are required. Depending on your Alerus setup and the specific import template, some non-bolded columns may also be required.
- By default, the employee identifier is the employee’s full Social Security number, entered without dashes and including any leading zeros.
- All dates should be formatted as MM/DD/YYYY.
- All numbers should be formatted as “General.”
- Before importing a file, confirm that:
- The file uses the correct template.
- Required columns are completed.
- Dates are formatted as MM/DD/YYYY.
- SSNs contain no dashes or spaces.
- Plan names match the Enrollment Report.
- Contribution dates are accurate.
- Before importing a file, confirm that:
- Select Imports — New Import.
Demographic-Enrollment File Imports
The fields listed below are required for demographic-enrollment file imports. Fields not listed are optional and may be left blank. If a participant is enrolling in multiple benefits, include one record row for each benefit and use the same demographic information on each row. Use the notes below for formatting guidance for these required fields.
| Field | Import Requirements |
|---|---|
| Employee Identifier | Full SSN with no dashes or spaces. Include leading zeros. |
| Last Name | |
| First Name | |
| Date of Birth | |
| Address Line 1 | |
| City | |
| State | |
| Zip Code | |
| Email Address | |
| Employee Number | Unique employee number that is not the employee's SSN. If you don’t have an internal unique identifier that is different from the SSN, you may use the following Alerus format: Last 4 of SSN + last 2 of year of birth. |
| Use this Excel formula to create the Alerus employee number format from other fields in the file: =RIGHT(A2,4)&RIGHT(E2,2) | |
| SSN | Full SSN with no dashes or spaces. Include leading zeros |
| Division | Required only if divisions are used. Values must match the Account Balance Detail report. |
| Class | Enter the value: Eligible |
| Payroll | Enter one of the following values (based on your payroll frequency): |
| · Weekly | |
| · Bi-Weekly | |
| · Semi-Monthly | |
| · Monthly | |
| Payroll Effective Date | Original hire date or date the payroll frequency last changed. |
| Employment Status | Enter one of the following values – this should match the most recent employment status for the record: |
| · Active | |
| · Terminated | |
| · LOA | |
| · Retired | |
| · COBRA | |
| Status Effective Date | Date associated with the most recent employment status. |
| Hire Date | Original hire date. |
| Election Amount | FSA plans: annual election amount |
| Transit/Parking plans: monthly contribution amount | |
| HSA plans: 0 | |
| Plan Name | Must match the Enrollment Report. Standard plan names are listed below; however, your Enrollment Report may include additional customized plan names. |
| · Health FSA | |
| · Limited Purpose | |
| · Dependent Care | |
| · Transit | |
| · Parking | |
| · HSA Program | |
| Enrollment Effective Date | Enrollment start date. |
| Primary Reimbursement | Enter the value: Debit Card |
| Election Amount Indicator | FSA/HSA/HRA Plans |
| · Enter the value: PlanYear | |
| Transit/Parking Plans | |
| · Enter the value: PerMonth | |
| HDHP Coverage Level | HSA enrollments only. Enter one of the values: |
| · Single | |
| · Family |
Contribution Imports
The following fields are required in the file. For each contribution date, only one contribution record row can be accepted per participant, contribution type (employer or payroll), and benefit. Use the notes below for guidance on formatting specific fields.
| Field | Import Requirements |
|---|---|
| Employee Identifier | Full SSN with no dashes or spaces. Include leading zeros. |
| Contribution Date | Applicable payroll date. |
| Contribution Description | Enter one of the following values: |
| · Payroll | |
| · Employer | |
| Contribution Amount | Total amount for the contribution type and contribution date. |
| Plan Name | Must match the Enrollment Report. Standard plan names are listed below; however, your Enrollment Report may include additional customized plan names. |
| · Health FSA | |
| · Limited Purpose | |
| · Dependent Care | |
| · Transit | |
| · Parking | |
| · HSA Program |
Contribution file import tips:
- Reprocessing contribution files
- When correcting and re-importing a contribution file, keep the original contribution date to prevent duplicate contributions.
- Negative contribution amounts
- FSA benefits allow negative contribution amounts to be submitted through a contribution file import.
- HRA and HSA benefits do not allow negative contributions through a contribution file import. To process these, contact Alerus.
File Import Review
After an import finishes processing, review the available reports to confirm records were processed successfully and identify any records that require attention
Access Import Reports
- Select Imports.
- In the Completed section, select the file.
- Select Review.
- Select Show more.
- Use the available report options.
Here are the different report types that may be generated for each import.
Exception Report
Use this report to identify records that failed processing due to errors.
Reference the Example File Errors Guide for examples of common file errors. The guide explains why errors occur and is organized by demographic, enrollment, and contribution file error types.
- Select Imports.
- In the Completed section you will see all the completed file imports. The error status shows whether any record errors were identified.
- Completed successfully – all records in the file were processed successfully.
- Completed with warnings or additional information – most records were processed successfully, but some may have been skipped or ignored.
- For contribution (CT) files, this usually means duplicate contribution lines were skipped. Review these warnings.
- For demographic/enrollment (PT_EN) files, warnings are typically informational and do not prevent records from processing successfully. Review them if you need additional validation.
- Completed with errors – some records were processed successfully, but some could not be processed.
- If your file shows a status of completed with warnings or additional information or completed with errors, review the exception report to identify the records that were not processed.
Open Ended HSA Imported Contribution Report
Use this report to verify HSA contributions that were received, processed, or errored.
Contribution Discrepancy Report
Use this report to verify FSA/HRA contributions that were received, processed, or errored.
Enrollment Report
Use this report to view and verify each new enrollment that was processed as a result of the file (formatted as a copy of each new individual enrollment confirmation notice).