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FAQ: Is there an employee census report I can generate in Payroll to provide to my insurance company or benefit management company?

Yes, you can generate the Benefit Management Export – Census Information report (accessed under the Reports menu in Payroll and the Employee Reports (PR) grouping) and export it to an Excel file (by clicking the Export button on the Report Printing Options screen or the Report Preview screen) to provide to your insurance company or benefit management company.

The Benefit Management Export – Census Information report includes columns for the following census data for employees:

Social Security Number
Employee ID
Last Name
First Name
Middle Initial
Address 1
Address 2
City
State
Zip Code
Primary Phone Number
Secondary Phone Number
Birth Date
Hire Date
Total Salary (based on the fiscal year end and pay codes selected when generating)
Gender
Pay Periods Per Year
Building ID (based on the referenced custom field selected when generating)
Position
Personal Email Address
Business Email Address

Important:  When generating the Benefit Management Export – Census Information report, be sure to click the Search button for the Building Custom Referenced Field parameter and select the applicable referenced custom field defined in your data to track the building in which an employee works; if a referenced custom field is not defined in your data to track the buildings for employees, then select the No Custom Referenced option when searching on that parameter in order to prevent duplicate lines from printing for each employee.

There is also the Benefit Management Export – Deduction Information report that can be generated to show the information for selected deductions for employees to provide to your insurance company or benefit management company.  The Benefit Management Export – Deduction Information report prints a separate line for each deduction for an employee, so one employee with multiple deductions would be listed multiple times.  The columns of information included on the Benefit Management Export – Deduction Information report are:

Social Security Number
Employee ID
Deduction Name
Rate Description
Payee Name
Employee Amount
Employer Amount
Pay Periods Per Year
Tax Status (based on whether or not FIT is selected in the Cross References in the Deduction File)

Note:  The Benefit Management Export – Census Information report and the Benefit Management Export – Deduction Information report were designed specifically for American Fidelity Assurance Company, but the reports can be utilized for any company needing similar employee census and deduction information.  Also, both reports are intended to be used to export to an Excel file, so the font is small and the standard page headers are omitted for optimal results when exporting.

Tip:  The 403b Reporting option within Payroll is also available to be used to generate the necessary reports to third-party 403(b) plan administrators; click here to view a list of the specific third-party 403(b) plan administrator companies available within the 403b Reporting option in the School Accounting System.  (Note:  The 403b Reporting option for AFPlanServ (American Fidelity Assurance Company) and Voya include a Census Data file option; refer to the Generating the AFPlanServ 403b Report topic and the Generating the Voya 403b Report topic in the Help File for detailed instructions.)