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.

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.

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.

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.