Census File Format

Employee ID (REQUIRED)

• This is your internal company ID number for your employee

External Employee ID (Optional)

• You may use this for any additional internal ID numbers 

Benefitbay ID (Leave blank for new hire entry)

• *Leave this field blank when entering new hires into the system
• This field is REQUIRED when using the census to terminate employees
• To find an employee's benefitbay id, you can download the census

Relationship (REQUIRED)

• You should only be uploading eligible employees on your census
• Use Employee 

First Name (REQUIRED)

Last Name (REQUIRED)

Date of Birth (REQUIRED)

• Use format (MM/DD/YYYY)

Gender (REQUIRED)

• Use M or F
• Unfortunately, insurance carriers will only accept either "Male" or "Female" — there are no other gender options at this time. 

Tax ID (REQUIRED)

• Use format with dashes: XXX-XX-XXXX
• This is the employee's Social Security number.

Tobacco Use (REQUIRED)

• Use Y or N
• If Tobacco use is not known, use N

Home Address (REQUIRED)

Home Address 2 (Optional)

• Use only for Apartment designations

Home City (REQUIRED)

Home State (REQUIRED)

• Use the state's two-letter abbreviation

Home Zip Code (REQUIRED)

Primary Phone Number (Optional, but highly recommended)

• Use the employee's personal phone number

Email (REQUIRED)

• If possible, this should be the Employee's personal email

ACA Benefit Status (REQUIRED)

• Use FT_ACA, PT_OFFER, or PT_NO_OFFER
• Use FT_ACA if the employee is full-time and ACA-eligible
• Use PT_OFFER if the employee is not ACA-eligible but is still offered coverage
• Use PT_NO_OFFER if the employee is not ACA-eligible and will not be offered coverage
  • Note: You are not required to upload employees who are not eligible for benefits. PT_NO_OFFER status is available for employees who remain active, but have lost benefits eligibility.

ACA Benefit Status Renewal (Optional)

• Optional, used to denote employee's ACA status next year if changing year-over-year due to ACA look-back.
• Use same fields as above

Avg. Hours per Week (REQUIRED for Hourly)

• Leave blank if the employee is Salary

Hourly Rate (REQUIRED for Hourly)

• Leave blank if the employee is Salary

Annual Wages (REQUIRED for Salary)

• Leave blank if the employee is Hourly

Pay Type (REQUIRED)

• Use Salary or Hourly 

Pay Frequency (optional) 

• Use Monthly, Semi-Monthly, Bi-Weekly, or Weekly

Job Title (Optional)

Employment Start Date (REQUIRED)

• Use format MM/DD/YYYY

Custom Coverage Eligible Date (Optional)

• Use this field if the employee's eligibility date is different then their employment start date. 
• Use format MM/DD/YYYY

Employment Termination Date (Required if using census to terminate EEs)

• Use this field when terminating employees in bulk
• Use format MM/DD/YYYY

Employment Final Premium (Required if using census to terminate EEs)

• Use this field when terminating employees in bulk
• Use format MM/DD/YYYY 
• Use any date on or after the termination month. 

Employment Termination Reason (Required if using census to terminate EEs)

• Use this field when terminating employees in bulk
• Use Voluntary or Involuntary

Cur ER Amt (Leave blank)

• This field and the following three fields are meant to be used by brokers modeling new customers. 

Cur EE Amt (Leave blank)

Ren ER Amt (Leave blank)

Ren EE Amt (Leave blank)

Current Coverage (Optional)

• Use format EEO, EES, EEC, EEF, or WAIVE
  • EEO - Employee Only
  • EES - Employee + Spouse
  • EEC - Employee + Child
  • EEF - Employee + Spouse + Child

Other Income (Leave blank)

• This field should only be used by brokers modeling new customers.

Location Name (Optional)

Collective Bargaining Group (Optional)

Home Phone Number (Optional 

Work Email (Optional) 

Carrier Name (Leave blank)

• This field and the following four fields should only be used by brokers modeling new customers. 

Plan Name (Leave blank)

Plan Type (Leave blank)

HSA (Leave blank)

Actuarial Value (Leave blank)