FlexAmerica File Layout-FSA Plans

Post the file each pay cycle to your FTP site for our retrieval or send the file via e-mail attachment. Files can be in compressed or encrypted formats, but please consult your FlexAmerica Implementation Representative for testing of your preferred method. All files received before 12:00PM Wednesday will be processed before the weekly check run.

If your payroll and HR systems are connected, you may send a single file (include a demographic record and a deposit record for each individual). If your payroll and HR systems are separate, you must send demographic data in one file and deposit data in a second file. If your company would like sub group reporting please contact your sales rep.

FlexAmerica will notify you of pending issues, but it is your responsibility to correct errors. Off-cycle manual data corrections sent to FlexAmerica must be included on the next scheduled import file. You must send a test file at least 30 days prior to the first live import.

Required file format: Fixed length ASCII text file with no filler or delimiters.

Field	Maximum Length	Field Start	Description
Employee Social Security #	9	1	Send ONLY active and terminated participants.
Last Name	20	10
First Name	20	30
Address Line 1	30	50
Address Line 2	30	80
City	20	110
State	2	130
Zip	10	132	Send as zip + 4 with hyphen. If sending only 5 digits or zip + 4 without hyphen, left justify and blank fill.
Hire Date	8	142	CCYYMMDD (for example, send 1/1/03 as 20030101).
Termination Date	8	150	CCYYMMDD Employment termination dates only! If the employee’s benefit is terming, but the employee is not, then do not send a date here.
Payroll Mode	1	158	M=monthly ; S=semi-monthly ; B=bi-weekly ; W=weekly Contact FlexAmerica prior to sending data if a Payroll Mode includes more than one payroll schedule.
FSA Plan Effective Date	8	159	CCYYMMDD. First day of the plan year OR the FSA effective date for new FSA elections made after the first day of the plan year. Do NOT update for election changes.
FSA Deduction Effective Date	8	167	CCYYMMDD. First payroll deduction date for the FSA Pay Period Amount. Update for election changes. For example: On January 1, 2003, send as 20030108 if January 8 is first payroll deduction date of plan year. On July 1, 2003, send as 20030708 if July 8 is first payroll deduction date for the election change.
FSA Plan ID	1	168	1=Day care 2=Health FSA 3=Open (premium reimbursement or transit) 4=Open (parking) NOTE: If your Health FSA ID is “MED,” FlexAmerica can convert that to “2.”
FSA Annual Election	8	176	Format as 00000.00; right justify. Calculate as FSA pay period amount * # of employee pay periods. For example: On January 1, send as 2600.00 (100.00 per pay period * 26 pay periods) Field should be recalculated for election changes.
FSA Pay Period Amount	8	184	Format as 00000.00; right justify and round down to the nearest penny. Calculate as FSA annual election / # of employee pay periods. For example: On January 1, send as 100.00 (2600.00 per year / 26 pay periods) Field should be recalculated for election changes.
FSA Plan Year End	8	192	CCYYMMDD.
Current Deposit Date	8	200	CCYYMMDD. Date of the current employee payroll deduction. Omit field if sending deposits in a separate file.
Current Deduction Amount	8	208	Format as 00000.00. Right justify; omit field if sending deposits in a separate file.

Deposit Import (send each pay period if deposit data is provided separately from demographic data)

Field	Maximum Length	Field Start	Description
Employee Social Security #	9	1	Send ONLY active and terminated participants.
FSA Plan ID	1	10	1=Day care 2=Health FSA 3=Open (premium reimbursement, parking, or transit) 4=Open NOTE: If your Health FSA ID is “MED,” FlexAmerica can convert that to “2.”
Current Deposit Date	8	11	CCYYMMDD. Date of the current employee payroll deduction.
Current Deduction Amount	8	19	Format as 00000.00. Right justify; blank fill.