Census Import - File Layout
The Census import file contains the district's census data. The file format is .xlsx.
Use the IA RIC Census Report - Import - Upload page to upload this .xlsx file.
After uploading the data, the records display on the IA RIC Census Report - Import page.
The following table shows the columns, names, descriptions, lengths, data types, valid values, destination fields, and whether the field is required or optional for the Census import file.
Column | Name | Description | Length | Data Type | Valid values | Destination field on the Employee Information form of the IA RIC Census Report - Import page | Required or Optional |
|---|---|---|---|---|---|---|---|
A | Employee SSN | The employee's social security number. | 11 | Alphanumeric | Not applicable | Social Security | Required |
B | Employee # | The employee number. | 9 | Alphanumeric | Not applicable | Employee Number | Optional |
C | Employee First Name | The employee's first name. | 20 | Alphanumeric | Not applicable | First Name | Required |
D | Employee Middle Name | The employee's middle name. | 20 | Alphanumeric | Not applicable | Middle Name | Optional |
E | Employee Last Name | The employee's last name. | 20 | Alphanumeric | Not applicable | Middle Name | Required |
F | Street Address 1 | The first line of the employee’s address. | 30 | Alphanumeric | Not applicable | Street Address 1 | Required |
G | Street Address 2 | The second line of the employee’s address. | 30 | Alphanumeric | Not applicable | Street Address 2 | Optional |
H | City | The employee’s city. | 30 | Alphanumeric | Not applicable | City | Required |
I | State | The employee’s state. | 2 | Alphanumeric | Not applicable | State | Required |
J | Zip Code | The employee’s five-digit zip code. | 9 | Numeric | Not applicable | Zip Code | Required |
K | Foreign State/Prov. | The employee’s country of origin or residence. | 30 | Alphanumeric | Not applicable | Foreign State/Prov. | Optional |
L | Country | The employee’s country. | 30 | Alphanumeric | Not applicable | Country | Optional |
M | Gender | The employee's gender. | 1 | Code |
| Gender | Required |
N | Birth Date | The employee's date of birth. | 10 | Date | Not applicable | Birth Date | Required |
O | Home Phone | The employee’s home phone number. | 10 | Numeric | Not applicable | Home Phone | Optional |
P | Cell Phone | The employee’s cell phone number. | 10 | Numeric | Not applicable | Cell Phone | Optional |
Q | Office Phone | The employee’s office phone number. | 10 | Numeric | Not applicable | Office Phone | Optional |
R | Office Phone Extension | The employee’s office phone number extension. | 10 | Numeric | Not applicable | Office Phone Extn | Optional |
S | Other Phone | The employee’s other phone number. | 10 | Numeric | Not applicable | Other Phone | Optional |
T | Plan Status | The employee’s status within the plan. Plan status A should be used for all employees who contribute to the 403b plan. Plan status X should be used for all eligible employees who are not currently contributing to the 403b plan. Retired and terminated employees, as well as any other employees who previously contributed to the 403b plan but no longer contribute, should be assigned plan status X. | 1 | Code |
| Plan Status | Required |
U | Plan Status Sub Type | The employee’s status subtype within the plan. Enter a value in this field only if the employee has an outstanding Qualified Domestic Relations Order (QDRO), a court order issued under state domestic relations law related to the payment of child support, alimony, or marital property rights. Otherwise, this field should be left blank. | 1 | Code | If the Plan Status field value is X, leave this field blank. If the Plan Status field value is A, the valid values are:
| Plan Status Sub Type | Optional |
V | Plan Status Date | The effective date of the Plan Status and Plan Status Sub Type field values. The plan status date would be the same as the hire date for all current employees, provided the employee was eligible to participate in the plan immediately upon hire. For retired and terminated employees, this should be their retirement or termination date. This date should be updated whenever an employee's Plan Status changes. | 10 | Date | Not applicable | Plan Status Date | Required |
W | Employment Status | The employee’s employment status. If your system does not differentiate between retired and terminated employees, you can use T. | 1 | Code |
| Employment Status | Required |
X | Employment Sub Type | The employee’s employment status subtype. | 1 | Code | If the Employment Status field value is H, the valid values are:
If the Employment Status field value is R, the valid values are:
If the Employment Status field value is L, the valid values are:
| Employment Status Sub Type | Required |
Y | Employment Status Date | The effective date of the Employment Status field value. This field value depends on each employee’s employment status and the date that status became effective. For example, it could be their hire date, or the date they retired, were terminated, became disabled, etc. This date should be updated whenever an employee's employment status changes. | 10 | Date | Not applicable | Employment Status Date | Required |
Z | Hire Date | The employee’s date of hire. | 10 | Date | Not applicable | Hire Date | Required |
AA | Plan Entry Date | The date the employee is eligible to participate in the plan. This field value should be the employee’s hire date, provided the employee is eligible to contribute to the 403b plan immediately upon hire. | 10 | Date | Not applicable | Plan Entry Date | Required |
AB | Currently Contributing | Indicates whether the employee is currently contributing to or has previously contributed to the plan. | 1 | Code |
| Currently or Previously Contributing | Required |
AC | Current Salary | The employee’s annual salary, to be used for the 415 portion of the Contribution Limit Monitoring. The annual salary should reflect the employee’s salary from January to December of the current calendar year. | 11 digits, including two decimal places | Numeric | Not applicable | Current Salary | Required |
AD | Vested | Indicates whether the employee is vested in the plan. | 1 | Code | The valid value is Y. | Vested | Required |
AE | Years of Service | The number of years of service a participant has worked. This field value is used for the 15 years of service catch-up contribution calculation for Contribution Limit Monitoring. It should only include completed years, not partial years of service. For employees who have not yet completed one year of service or if the 15-year service catch-up provision is not allowed under the plan, the valid value is 0. This field should be calculated only for an employee’s years of service under your employment. Years of service under an unrelated employer do not count toward this calculation. For full-time employees, the most recent one-year service period will generally be the current taxable year. For part-time and retiring employees, the most recent one-year service period consists of the service in the current year and the service for as many previous years as necessary to total one full year of service. The most recent periods of service are added to determine the most recent one–year period of service. This is done by first considering the service during the year for which the determination is being made and then adding the service from the preceding years until the total service reaches one year. Remember that the most recent one-year service period for teachers may not translate to a 12-month year if the school considers a teacher's "period of service" to be a shorter amount (for example, 9 or 10 months, to align with the academic year). | 2 | Numeric | Not applicable | Years of Service | Required |