Carriers & Recordkeepers
Who is sent what: an insurer (Aflac, Prudential ...) its 834 enrollment file, a 401(k) or 457 recordkeeper (Vanguard, Nationwide ...) its contribution file after each payroll, in its own layout, and how it is delivered.
Where to find it
- Module: HRMS
- Group: Reward
- Section: Carriers & ACA
- Screen: Carriers & Recordkeepers
Address in the console: /hrms/benefit-carriers
List · 9 columns · 33 fields on its form · 3 of them required · 5 actions
What the list shows
These are the columns of the list, in the order they are drawn. Any of them can be sorted on, filtered on, hidden, or exported.
| Column | Kind | Field name |
|---|---|---|
| Code | Code | code |
| Name | Text | name |
| Kind | Status | carrier_kind |
| File | Status | file_format |
| Plans | Number | plans |
| Delivery | Status | delivery_method |
| After payroll | Yes or no | auto_after_post |
| Last file | Text | last_file |
| Active | Yes or no | is_active |
The form
What is asked for when a record is created here. Required fields are marked; a choice drawn from a configuration list is one an administrator can extend without a release.
| Field | Type | Choices | Notes |
|---|---|---|---|
| Code required | Text | ||
| Name required | Text | A plan whose carrier is this name (Benefit Plans) is this carrier’s, or link plans with "Plans covered". | |
| Kind | Choice | insurance, retirement | |
| File it takes required | Choice | ANSI X12 834 enrollment (005010X220A1), Contribution and loan file (CSV, after payroll), Eligibility file (CSV) | |
| ISA sender qualifier | Text | ||
| ISA sender id | Text | ||
| ISA receiver qualifier | Text | ||
| ISA receiver id | Text | ||
| Test or production | Choice | T, P | T until the carrier has accepted a test file. |
| Plan sponsor (N1 P5) | Text | ||
| Sponsor EIN | Text | ||
| Insurer (N1 IN) | Text | ||
| Insurer tax id | Text | ||
| Master policy / group number | Text | ||
| Insurance line codes (JSON) | Long text | Over the defaults, by plan category: {"accident":"AK","critical_illness":"AG"}. Defaults: medical HLT, dental DEN, vision VIS, life LIF, disability STD/LTD. | |
| Recordkeeper plan number | Text | ||
| Deduction codes by source (JSON) | Long text | e.g. {"pretax":["401K"],"roth":["ROTH"],"match":["401K-ER"],"loan":["LOAN"]}. Empty: by category (pre-tax retirement, Roth, the match, loan repayment). | |
| Build the file when a payroll run is posted | Yes or no | ||
| Columns (JSON) | Long text | Empty: the default layout. Or [{"header":"SSN","field":"ssn"},{"header":"Pre-Tax","field":"deferral_pretax"}, ...]. Fields: ssn, employee_no, last_name, first_name, birth_date, hire_date, termination_date, pay_date, deferral_pretax, deferral_roth, employer_match, loan_repayment, plan_compensation, ytd_compensation, hours, ytd_hours, plan_number ... | |
| Delimiter | Text | , or | or tab | |
| Header row | Yes or no | ||
| Dates | Choice | YYYY-MM-DD, MM/DD/YYYY, YYYYMMDD | |
| Delivered by | Choice | Download and upload to the carrier portal, HTTPS to the carrier’s endpoint, SFTP | |
| Endpoint (https://) | Text | ||
| SFTP host | Text | ||
| SFTP port | Number | ||
| SFTP user | Text | ||
| SFTP folder | Text | ||
| Pinned host key (SHA256) | Text | Use Fetch host key, compare it with what the carrier publishes, then pin it. Nothing is sent until one is pinned. | |
| File name | Text | {carrier}_{kind}_{date}_{no} by default; {run} is the payroll run. | |
| Carrier contact | Text | ||
| Notes | Long text | ||
| Active | Yes or no |
What you can do here
Plans covered
Links the plans to this carrier; their elections go in its files.
Asks for: Plan codes*
Set credential
Sealed on the server and never shown again. Empty removes it.
Asks for: Password, token or private key
Fetch host key
Reads the SFTP server's host key fingerprint. Nothing is pinned or sent.
Pin host key
Asks for: Fingerprint you confirmed*
Build a file
Asks for: File Payroll run (contributions) As of Send it now
* required
The rules that apply here
Everything on this screen obeys the platform rules rather than rules of its own. The ones worth knowing before you use it:
- Narrowing a list — search, conditions, sort, totals, export and saved views.
- What may be changed — the five grounds a record may not be edited on.
- Companies and business units — what the switcher above this list is doing to it.
- Creating a record — required fields, where choices come from, and how the number is allocated.
- Importing a spreadsheet — this screen accepts one, and it runs through the same rules as typing.