Help CenterThe 3rd Part Benefits Import (KE0632) is an optional interface for customers using 3rd-party benefits management systems. The import supports specific vendor formats available in the “Benefit System” dropdown menu.
The import file must be: saved in tab-delimited (.txt) format, placed directly on the Keystone server, and copied into the designated BENEFITS folder. Keystone will work with your benefits provider and your IT team to configure a secure process to deliver the file to this location.
Running the import
This utility is run manually / on demand. Each row of data is processed according the the "Change Type" listed:
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A – Add
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Adds the deduction to the employee’s record
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Applies the Effective Date and Expiration Date (if provided)
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Updates Employee and Employer rates if included
C – Change
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Updates an existing deduction
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Replaces Effective Date, Expiration Date, and/or rates
T – Terminate
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Turns off the existing deduction, by setting the employee deduction record to Exempt = Y
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To select a file for testing or for a live update:
- Your file should be already be saved in a tab-delimited format (.txt) and copied to the appropriate folder on your Keystone server.
- Select the file in the window and click on View to select the file. Once selected, you will see ‘*Selected*’ in the "Status" column for that file.
- In the ‘Choose an Option’ box, ‘Testing Only’ should be selected by default. Click “OK” and the process will run without updating any data, producing a report of any errors at the top, as well as whether the deduction code was added, updated or terminated.
- After correcting any errors, you can select the file again and select “Live Update."
Click “OK” and the data will be updated. You will again receive a report after the update, indicating which codes were updated, added or terminated.
Report Example:
Updating Benefit Records
This process has the option of adding a new benefit or updating an existing benefit.
To Update or Add a benefit, check the box marked “Update Benefits” and fill in the plan year for the benefits you want to add or update. The current BES year will default.
When you check the Update Benefits box, the system will update benefit records using the information provided in the spreadsheet.
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If the Change Type is ‘A’ (Add), a new benefit record will be created for the deduction code on that line.
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If the Change Type is ‘C’ (Change), the program will look for an existing benefit record with that deduction code and update the Effective Date, pay rates, and Expiration Date using the values from the spreadsheet.
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If the Change Type is ‘T’ (Terminate), the benefit record will be inactivated, and the Term Date will be set to the Expiration Date provided in the spreadsheet.
The dates in the spreadsheet can be overridden by selecting the appropriate “Override…” checkbox on the screen and entering the Effective or Term Date you would like the system to use instead. These dates will also update the Effective and Expiration Dates on the employee deduction records.
There is also an option labeled “Do Not Add Dates to Deductions.” If this box is checked, the dates from the spreadsheet will not be applied to the employee deduction record.
Deleting Deductions in Advance
If needed, you can delete existing deductions from the Employee Deduction screen before running the 3rd Party Benefits Import by using Delete Selected Deductions (KE0769).
You may:
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Enter individual deduction codes manually, or
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Use the “Load Codes by Type” option to load all deduction codes associated with a specific deduction type.
Once the list is loaded, review the deduction codes and remove only those you wish to delete. To delete a code, click into the deduction record and select the Delete button at the bottom of the screen.
