Kwantek – Trouble Shooting Export Errors with WinTeam Integration
When importing employee records into WinTeam the system validates pay rates, social security numbers and employee numbers. If there is an issue with the import, the WinTeam Error Contact listed in the EHX Integration Settings will receive an export error email. Based upon which error you receive, this will guide you to the appropriate troubleshooting and next steps listed below.
To see a report with the export errors, navigate to Analytics, and choose the Live Data - WinTeam Submissions report under the Onboarding group. The error message is notated on the record in the Error Message column.
Error Message Example
If the employee record has an error message of "Pay Rate is not between the range specified in WinTeam.", use the directions below for trouble shooting a pay rate export error. If the employee record has an error message of "Employee Number already exists in the database." or "Social Security Number already exists in the database." use the directions below for trouble shooting a duplicate SSN/employee number export error.
Trouble shooting a pay rate export error
When an employee record contains the error message of "Pay Rate is not between the range specified in WinTeam." there are several steps to help trouble shoot the issue.
The first step is to ensure the pay rate is correct. Hourly employee pay rates are based on the hourly amount and a salaried employee pay rates are based on the pay period amount. Common mistakes include entering an hourly rate for a salaried person or vice versa, or that you entered an annual rate for a salaried person rather than entering the pay rate per pay period.
Calculating a salary employees pay period rate
To figure the correct pay rate for a salary employee, divide the annual pay amount by the number of pay periods in a year.
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Bi-weekly: divide by 26
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Semi-monthly: divide by 24
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Monthly: divide by 12
Example: For a $50,000 annual salary employee who is paid bi-weekly - you would take 50,000/26. $1,923 would be entered as the pay rate in EHX.
If the pay rate is not correct, edit the profile with the accurate value and follow the processing corrected info steps.
If the pay rate entered is correct, the error might be caused by the values set up in Pay Validations in WinTeam Payroll Defaults. The amount must be between the Min and Max Hourly/Salary Rate values. If the pay rate is outside these rates, the candidate will not display in the Import Applicant table in WinTeam.
To check the values that are currently set up in the Min/Max Pay Validation fields in WinTeam, navigate to Payroll: Defaults. The Hourly/Salary Rates are in the Pay Validations group on the Timekeeping and Overtime Setup.
If the WinTeam pay validation rates need to be adjusted in WinTeam, make the necessary changes and save the update. Once the import error issue has been resolved, use the requeue steps to restart the process of importing the employee record into WinTeam.
Note: If you do not have edit access for Payroll Defaults, contact your internal security admin.
Troubleshooting a duplicate SSN/employee number export error
When an employee record contains the error message of "Employee Number already exists in the database." or "Social Security Number already exists in the database." there are several steps to help trouble shoot the issue.
The first trouble shooting step is to ensure the SSN or employee number is correct.
Correct SSN or employee number
If the number is correct, the error could be caused because there is a duplicate SSN or employee number in WinTeam. In this case, search for an inactive employee in WinTeam with the same SSN or employee number. If an inactive employee is identified, reactivate the employee and update the employee information with the details provided in the recent onboarding request. Once the import error issue has been resolved, use the requeue steps to import the employee record for onboarding.
By default, all WinTeam databases will not allow a duplicate employee number and most WinTeam databases are set up to not allow for duplicate SSN's. If you do not identify the new hire as an inactive employee with the same SSN, then your WinTeam database might be set up to not allow duplicate SSN's to be imported. If appropriate, use the following steps to change the WinTeam setting to allow duplicate social security numbers.
Change the Require Unique Social Security Numbers setting
- In WinTeam, navigate to the Payroll Defaults window
- Click on the Employee Master File Setting tab
- Clear the Require Unique Social Security Numbers check box
If you update the setting mentioned above, and the import error issue has been resolved, use the requeue steps to import the employee record for onboarding.
Incorrect SSN or employee number
If the number is incorrect, use the appropriate link below for directions based on if the new hire or an internal employee entered the incorrect information.
New hire entered incorrect information
If you identify the new hire entered incorrect information, unsign the onboarding request, have the new hire enter the correct information and resign the updated documents, follow your general process to approve the forms, and lastly, requeue the employee record for onboarding.
Internal employee entered incorrect information
If you identify an internal employee entered incorrect information, follow the steps below to unsign the onboarding request, correct the appropriate information in the Employee Profile, have the new hire resign the updated documents, follow your general process to approve the forms, and lastly, requeue the employee record for onboarding.
Processing corrected info
In the situation where you make a correction on the employee profile, the updates will change the onboarding forms, so you need to restart the onboarding process. The onboarding request needs to be unsigned, the new hire needs to resign the updated documents, follow your general process to approve the forms, and lastly, requeue the employee record for onboarding. Steps to complete this process are documented below.
Unsign onboarding request
Follow the steps below to unsign the onboarding request.
- Navigate to the employee's onboarding request and click the green gear icon
- Click Unsign in the Request Actions heading and then click the button
- Select Employee Profile (under the Interviews heading), make the appropriate change(s), and click Save & Exit
Note: If the Unsign option is not available, then the employee record has been already approved by your admin. To unsign the record, contact TEAM Client Services by phone at 800-500-4499 or by email at supportstaff@teamsoftware.com.
New hire resign forms
Have the new hire follow the steps below to resign the onboarding request.
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Log into the Employee Onboarding portal
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Click My Next Step and Finish Interview to continue through the employee onboarding interview to update the incorrect information
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E-sign the forms, enter the 4-digit pin number, and click to save the changes
Once the new hire has resigned the forms, continue with your normal process to approve the updated request and use the requeue steps below to restart the process of importing the employee record into WinTeam.
