CSV Format Requirements

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Required Fields by Record Type

Required for All Records

  • FirstName
  • LastName
  • DateOfBirth
  • RecordType

Required for Employees

  • EmployeeID (must be unique)
  • AddressLine1
  • City
  • State
  • ZIP
  • Either Email OR PhoneNumber

Required for Dependents

  • DependentType
  • LinkToEmployeeID

Field Specifications

Column Header Format Requirements Required For Notes
FirstName Letters, hyphens, and apostrophes only All No numbers or special characters except - and '
LastName Letters, hyphens, and apostrophes only All No numbers or special characters except - and '
DateOfBirth YYYY-MM-DD format All Must be valid date
Email Valid email format Employees† Valid email address format
PhoneNumber 10 digits Employees† Exactly 10 digits
RecordType "Employee" or "Dependent" All Must be exactly as shown
EmployeeID Any format Employees Must be unique
DependentType 2-letter code Dependents See valid codes in table below
LinkToEmployeeID Any format Dependents Must match an existing EmployeeID
AddressLine1 Any format Employees Required for employees
AddressLine2 Any format Optional -
City Any format Employees Required for employees
State 2-letter state code Employees Must be valid US state
ZIP 5 digits or 5+4 Employees Example: 12345 or 12345-6789
LastFourSSN 4 digits Optional Can be used as alternative login credential
Exempt Boolean Optional Set to "true" to bypass audit

† Employees must provide at least one form of contact: either a valid email address OR phone number

Login Credentials: Employees can use either their Employee ID or the last 4 digits of their SSN to access the verification portal. Consider providing LastFourSSN if Employee IDs may not be well known by all employees.

Dependent Types

Code Meaning
SP Spouse
CH Child
SC Step Child
DP Domestic Partner
DC Child of Domestic Partner
LG Legal Guardian

Exemption Feature

Using the Exempt Column

The Exempt column allows you to automatically mark specific dependents as eligible, bypassing the standard audit process. These dependents will still appear in reports but will be pre-verified.

When to use:

  • Dependents covered under QMCSO orders
  • Executive staff dependents
  • Pre-approved exceptions

How to use:

  • Leave blank for normal audit process
  • Set to "true" to automatically mark as eligible

Sample CSV Template

FirstName,LastName,DateOfBirth,Email,PhoneNumber,RecordType,EmployeeID,DependentType,LinkToEmployeeID,AddressLine1,AddressLine2,City,State,ZIP,LastFourSSN,Exempt John,Smith,1980-04-15,[email protected],5551234567,Employee,EMP001,,,123 Main St,Suite 100,Springfield,CA,12345,1234, Mary,Smith,1982-06-20,[email protected],5551234568,Dependent,,SP,EMP001,123 Main St,Suite 100,Springfield,CA,12345,,true Emma,Smith,2010-08-12,,5551234569,Dependent,,CH,EMP001,123 Main St,Suite 100,Springfield,CA,12345,,