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The CENSUS program will create a common census file per ING requirements.

Field Definitions

  • The File Name is Census.CSV. The Census.CSV file name can be called another name, by entering the new name in this field followed by .csv extension. The .csv file is to be sent to ING for processing.

  • The first selection criteria available for processing is Employees with 403B and/or 457 deduction. This allows you to choose employees that have a 403B, 457, both or all employees to be included on the report.  Valid values are:

    • Employees With Only 403b Deductions will be selected

    • Employees With Only 457 Deductions will be selected

    • Employees With  403b and/or 457 Deductions will be selected

    • All Employees will be selected 

  • Select a Deduction Stop Date. This selection is only valid if selecting employees with 403b or 457 deductions. If selecting all employees, this selection is ignored. Enter a stop date to include for selection. Employees whose stop date on the 403b or 457 deductions are BEFORE the stop date entered, will NOT be included for selection.

  • The Last Paid Date selection allows you to enter a last paid date to include for selection. Employees whose last payroll pay date is BEFORE the date entered, will NOT be included for selection.

  • The selection allows you to include/exclude archived employees.  Check the box to include Archived employees, Leave box unchecked to NOT include Archived employees.

  • If you are using the  field to store an employee's rehire date, then you would check this option.  If you are not using user-defined date 2 field or you are using it for another purpose, then you would leave this option unchecked.

    If you use the user-defined date 2 for the rehire date, then the CENSUS file will populate the Plan Status Date and the Employment Status Date with the rehire date.  Also, for this to be true, the termination date must be zeroed or blanked out before running the CENSUS report.

    If  you are not using the user-defined date 2 field or are using it for another purpose, the Plan Status Date and Employment Status Date will continue to be the hire date or termination date (if termination date is not zero or blank.)

  • The Properties required for reporting to ING have been selected by default: (Bold)
    • Ssn
    • First Name
    • Middle Name
    • Last Name
    • Street 1
    • Street 2
    • City
    • State
    • Zip Code
    • Gender
    • Birth Date
    • Plan Status
    • Plan Status Sub
    • Plan Status Date
    • Emp Status
    • Emp Status Sub
    • Emp Status Date
    • Hire Date
    • Plan Entry Date
    • Contribution Status
    • Salary
    • Vested Status
    • Years Experience
    • User Date 2
    • Re Hire Date
    • Employee Id
    • Providence
    • Country
    • Home Phone
    • Office Phone
    • Office Phone Ext
    • Years Experience
    • Last Paid Date
    • User Money 1
    • User Money 2
    • User Money 3
    • User Money 4
    • User Code 1
    • User Code 2
    • User Code 3
    • User Code 4
    • User Text 1
    • User Text 2
    • User Date 1
    **Note**User can create any custom fields at the employee level that can now be available for selection for the census file.

  • Once all options have been selected, click on 

Columns are listed below in the same order they appear in the CENSUS.CSV file.

ColumnScreenCriteria
SSNEmployee
First NameEmployee
Middle NameEmployee
Last NameEmployee
Street 1Employee
Street 2Employee
CityEmployee
StateEmployee
Zip CodeEmployee
GenderEmployee

M = Male

F = Female

Birth DateEmployee
Plan StatusEmployeeIf there's a termination date, then "X"


If there's NO termination date, then "A"
Plan Status SubEmployeeBlank for ALL employees
Plan Status DateEmployeeIf there's a termination date, then termination date


If there's NO termination date, then hire date
Employee StatusEmployeeIf there's a termination date, then "T"


If there's NO termination date, then "H"
Employee Status SubEmployeeIf there's NO termination date and (No Rehired Date or the User Date 2 is not checked) it is "O"


If there's NO termination date and there is a Rehired date and 'Use User Defined Date 2 For Rehired Date?' field is checked, it is an "R"


If there's a termination date, then "Blank"
Employee Status DateEmployeeIf there's a termination date, then termination date


If there's NO termination date, then hire date
Hire DateEmployee
Plan Entry DateEmployeeHire Date
Rehire DateEmployeeInput parm="Y" Date employee rehired within the district (if district uses 'Payroll Date 2"
Contribution Status
"Y" For All Employees
SalaryFederal YTD Total Gross field
Vested Status
"Y" For All Employees
Years ExperienceCalculatedCurrent Date - Hire Date

Example of CENSUS.CSV

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