Employee Identifying Information

ClientSpace provides data mapping through the PrismHR API to enhance the Employee related workflows. The additional mapping ensures that Employee data from PrismHR is imported into the fields on the Employee dataform, so that configured workflows trigger. These fields can be used in Conditions for Workflow Channels and Email Templates.

Fields on the Employment dataform populate through the API import process (HRPAPI_initial_employment, HRPAPI_employment, HRPAPI_emp_benefits, HRPAPI_initial_codes_skill, HRPAPI_ongoing_code_skill). The HRPAPI_initial_employment and HRPAPI_employment import mappings have additional columns for the following fields.

Field Description

Enrolled Benefits?

Multi-lookup

Has Retirement?

Yes/No lookup

Has Dependents?

Yes/No lookup

Has Garnishments?

Yes/No lookup

Is FLSA Exempt?

Yes/No lookup. Imports this flag from the Employee > Name > FLSA Exempt field in PrismHR.

Is FICA Exempt?

Yes/No lookup. Imports this flag from the Employee > Tax FICA Exempt field in PrismHR.

These fields are displayed in the Additional Information fieldset.

Field replacement

All of the fields can be used in field replacement to return the value stored in the related dataform field.

  • Use the Yes/No fields to configure trigger conditions by typing Yes or No in the trigger value field.
  • Use Enrolled Benefits for triggering by using a trigger operator of Contains and a decoded value such as Health, Dental, and Vision.

Enrolled Benefits options

Code/ImportID - Decode: The fields have the following configured values for Enrolled Benefits options.

  • MED: Medical
  • ADD: Accidental Death and Dismemberment
  • ACC: Accident Benefits
  • VIS: Vision
  • LIS: Life Insurance - Basic - Spouse Only
  • LDA: Additional
  • DEN: Dental
  • LIC: Life Insurance - Basic - Child Only
  • LTD SDA: Additional
  • VOL: Voluntary Benefits
  • ANC: Ancillary
  • STD BLX: Basic Life Extra
  • LIF: Life Insurance - Basic
  • CRI: Critical Illness
  • HOS: Voluntary Hospitalization
  • GTL: Group Term Life
  • CAN: Cancer Benefits
  • IDT: Identity Theft
  • LTD: Long Term Disability
  • MDP: Domestic Partner Medical
  • LGL: Legal
  • STD: Short Term Disability
  • DDP: Domestic Partner Dental
  • CRL: Critical Illness as Life
  • GAP: Gap Insurance
  • VDP: Domestic Partner Vision

 

Employee Benefits Fields Affected by Termination

When an employee is terminated in PrismHR, the PrismHR API import process marks the Employment Status field to T (Terminated) in ClientSpace. This affects the values in the Employee Benefits fields.

  • If the Preserve Benefits Data rule is not active (which is the default state for the rule), the import process clears the values in the Employee Benefits fields.

  • If an admin user sets the Preserve Benefits Data rule to Active, the values in the Employee Benefits fields are preserved during the import process.

By using the Preserve Benefits Data rule to preserve the values in the Employee Benefits fields, the enrolled benefits information can be used in any necessary employee termination notifications.

Garnishments

Has Garnishments data is populated when:

  • Initial Employment (both Client and Employee Sync processes) runs.
  • An Enrolled Benefit, Dependents, or Retirement change is made in PrismHR (using the PrismHR ongoing import configurations).
  • An Employment change is made.

Configuration:

  • A new field was added to Employment form luHasGarnishments (lookup, Yes/No).
  • A new Import Field mapping was added to the HRPAPI_employment*.csv and HRPAPI_initial_employment*.csv Import Mappings.
  • Column Name MUST be HasGarnishments, mapped to luHasGarnishment field, API path Employee/Garnishments/active.
  • A new Import Field mapping was added to the HRPAPI_emp_benefits*.csv import mapping.
  • Column Name MUST be HasGarnishments, mapped to luHasGarnishment field, API path Benefits/Garnishments/active.