Completing and Formatting the Employee Census

Completing and Formatting the Employee Census

Do not include the person who signed the MSA on the census. Their account was created when they signed the MSA. All fields below in blue are required fields on the census. Be sure to use the template from BerniePortal, and do not alter any of the existing formatting.
  1. Relationship - Make sure the relationship column only has “Employee”, “Spouse”, or “Dependent” values and that the “Spouse” and “Dependent” are listed directly below the correct employee. “Spouse” and “Dependent” entries only require the Employee SSN, First Name, Last Name, SSN, Birth Date, and Gender fields to be populated.
  2. Employee SSN
  3. First Name
  4. Middle Initial
  5. Last Name
  6. Preferred Name
  7. SSN - Can be entered as 111111111 or 111-11-1111.
  8. Street (No Special Characters: ".", "#", etc.)
  9. City
  10. State - Can be entered with the appropriate two letter abbreviation or the full name (TN or Tennessee).
  11. Zip
  12. Email - If you don't have emails for all of the employees in the census, best practice is to not upload any emails at all. This will keep the login instructions consistent among the employees.
  13. Birth Date - Make sure birthdates are in mm/dd/yyyy structure.
  14. Hire Date - Make sure hire dates are in mm/dd/yyyy structure.
  15. Salary - Remove all commas and dollar symbols from employee salaries. 
  16. Salary Type - select an option from the dropdown menu. ("Per Year" or "Per Hour")
  17. Hire Type - select an option from the dropdown menu. ("W-2", "1099", or "K-1")
  18. Job Title
  19. Gender - select an option from the dropdown menu. Gender can be entered as “Male,” “Female,” “M” or “F”.
  20. Time Zone - select an option from the dropdown menu.
  21. Language - select an option from the dropdown menu. Note: Employees will default to English if no Language is selected.
  22. Employee ID - Established Employee ID with the employer
  23. Phone Number: xxx-xxx-xxxx
  24. Reference Code Columns - if offering BernieBill be sure the employer’s billing subgroups match the employer’s classes with the BernieBill benefit provider
    1. Locate your employer's Reference Codes from the "Subgroups" area.
    2. Make sure the reference codes match the correct reference codes as you have them in BerniePortal, or are left blank for employees who should be in the “Not assigned” subgroup for the given Feature.
  25. Preloaded benefit Columns - If you choose to upload pre-loaded benefit columns, you are required to complete the “plan name,” “coverage tier,” and “per pay period” fields in order to upload for that specific benefit type. If there is no “per pay period” cost, please enter “0”. To ensure a successful upload, please click here to learn more about the preloaded feature

After you’ve uploaded the census, move the person who signed the MSA into the appropriate subgroups. Learn more here.

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