Note: There are different minimum requirements for creating a prospect or a client in the benefitbay® platform.
The more employee information you provide – the more accurate your results will be. Please use the formats below to avoid upload errors. Be sure that you save your census file as a .csv file only.
There is a known compatibility issue with Mac computers using MS Excel --- we suggest using Numbers for Mac to save and export .csv files.
CENSUS FORMAT – PROSPECT/CLIENT
Creating a prospect in the employer set-up process is the fastest way to run ICHRA scenarios on benefitbay®.
In Prospect mode, there are 10 required fields
In Client mode, there are 6 additional required fields
Please note: If an employer is loaded in benefitbay® as a prospect, and later becomes a client, you will need to collect the additional required CLIENT MODE fields prior to employee enrollment.
FIELD NAME | FORMAT | PROSPECT MODE | CLIENT MODE |
First Name | Alphabetic | Required | Required |
Last Name | Alphabetic | Required | Required |
DOB (Date of Birth) | mm/dd/yyyy | Required | Required |
Gender | M or F | Required | Required |
Tobacco Use | Y or N | Required | Required |
Address 1 | Alphanumeric | Optional | Required |
Address 2 | Alphanumeric | Optional | Optional |
City | Alphabetic | Optional | Required |
State | 2 letter abbreviation | Required | Required |
Zip Code | 5 digit | Required | Required |
Phone | 10-digit number, no chars | Optional | Required |
Personal Email | Ignored | Required* | |
Spouse Coverage | Y or N | Optional | Optional |
# of Children | Numeric | Optional | Optional |
Avg Hours per Week | 2 digit number | Required* | Required* |
Annual Wages | Numeric, no commas | Required* | Required* |
Other Income | Numeric, no commas | Optional | Optional |
SSN (Tax Id) | 999-99-9999 | Ignored | Required** |
Job Title | Alphabetic | Optional | Required |
Employment Start Date | mm/dd/yyyy | Required | Required |
Cur Group ER Amt*** | Numeric | Optional | Optional |
Cur Group EE Amt *** | Numeric | Optional | Optional |
Renewal Group ER Amt*** | Numeric | Optional | Optional |
Renewal Group EE Amt *** | Numeric | Optional | Optional |
Cur Coverage | EEO, EES, EEC, EEF, Waived | Optional | Optional |
Spouse F & L Name | Alphabetic | Optional | Optional |
Spouse DOB | mm/dd/yyyy | Required | Required |
Spouse Gender | M or F | Required | Required |
Spouse Tax ID (SSN) | 999H99H9999 | Optional | Optional |
Spouse Tobacco use | Y or N | Optional | Optional |
Dep1 F Name | Alphabetic | Optional | Optional |
Dep1 L Name | Alphabetic | Optional | Optional |
Dep1 DOB | mm/dd/yyyy | Optional | Optional |
Dep1 Gender | M or F | Optional | Optional |
Dep1 Tax ID (SSN) | 999-99-9999 | Optional | Optional |
Dep1 Tobacco Use | Y or N | Optional | Optional |
Dep2 First Name | Alphabetic | Optional | Optional |
Dep2 Last Name | Alphabetic | Optional | Optional |
Dep2 DOB | mm/dd/yyyy | Optional | Optional |
Dep2 Gender | M or F | Optional | Optional |
Dep2 Tax ID (SSN) | 999-99-9999 | Optional | Optional |
Dep2 Tobacco Use | Y or N | Optional | Optional |
Dep3 First Name | Alphabetic | Optional | Optional |
Dep3 Last Name | Alphabetic | Optional | Optional |
Dep3 DOB | mm/dd/yyyy | Optional | Optional |
Dep3 Gender | M or F | Optional | Optional |
Dep3 Tax ID | 999-99-9999 | Optional | Optional |
Dep3 Tobacco | Y or N | Optional | Optional |
Including other household income in the “Other Income” will allow for the most accurate calculation of subsidy eligibility. Including details for the field names at the end of the second table starting with "Cur Group EE Amt ***" will allow for the most accurate comparison between current plan costs versus renewal plan costs versus ICHRA modeled costs, as well as accurate reference premium amounts.
*If the Employer does not have personal email addresses for all employees, please use the employee’s company email addresses. Do not enter fictitious email addresses.
**If the Employer does not provide a Social Security Number (SSN)for each employee, please leave the field blank. Employees will have the opportunity to provide their SSN during the benefit enrollment process. Do not enter a fictitious SSN.