Sapling <> Sequoia Benefits Integration Guide

Introduction

Sapling’s Sequoia integration allows the creation of new hires and termination of departing employees in Sequoia through the BSwift integration.

This is done by Sapling sending new hire data to Bswift SFTP service, which then populates new hire data in Sequoia. Currently, the integration covers only new hire creation and departing employee terminations, with data changes scheduled to be released in the future.

The integration saves the duplicate data entry of 44 fields of data per new hire, with a complete field map outlined in the appendix of this document.

How does the integration work?

Overview

The integration must be configured by a Sapling team member and is not self-serve by Sapling Admins at this time.

To set-up the integration, the Sapling team needs the following from your Sequoia account manager.

Company Name
Default Hours Per Week
Bswift Hostname
Bswift Username
Bswift Password

Following set-up, the integration follows the standard Sapling integration + onboarding flow:

Admin enters information and onboards a new hire
New Hire completed information
New Hire info sent to BSwift at completion of onboarding

About the Integration

Once SFTP details are added to Sapling, each night Sapling creates a CSV with the required data validations at 12am PST and sends this to BSwift SFTP service. The data is saved in Sapling’s database and a confirmation email to Sapling internal users.

Details on user experience

Admin set-up

The Admin initiates and new hire onboarding:

Sapling Admin enables Bswift integration

Group Number
Benefit Class Code
Hours Per Week (custom field)
Relation
Auto-Enroll

Sapling Admin onboards new hire and inputs current data (normally from the ATS)

Employment Status
Hire Date
Job Title
Time Status
Etc.

New Hire Experience

The New Hire completes their information in the Sapling preboarding portal.

New Hires complete preboarding + completes all new hire information

First Name
Middle Initial
Last Name
Date of Birth
Social Security Number
Etc.

New Hires completes new hire task on benefits

Includes logging into Bswift and completing enrollment
This would be dependent on new hire data being successfully sent by the SFTP upload (otherwise there would be no information there for the new hire)

Frequently Asked questions

How does the timing work for the information flow to Sequoia for new hires?

Sapling sends the new hire data to Bswift as soon as they complete preboarding. The data is processed overnight (130am PST) and then should appear in Sequoia shortly after.

For terminations, does the information flow the day after I make a change/entry into Sapling or the day after the actual termination date?

The termination information goes to Sequoia the day after the actual termination date. For example:

Monday 2pm - Employee terminated in Sapling with last day Thursday
Thursday 5pm - Employee termination information sent from Sapling to Sequoia
Friday 130am - Employee terminated in Sequoia

Complete field map

Name	Description
Group Number	REQUIRED for all imports. This field can contain Alpha or Numeric Characters; and is used as a Client identifier. This number is entered into the bswift system (Located under company profile) via the user interface. The group number must be unique per client.
UserID	REQUIRED for all standard demographic imports. This field can contain Alpha or Numeric Characters; and is used as the Unique ID Per Person. (i.e. for employee SSN).
Social Security Number	REQUIRED. For employees only on import.
EmployeeID	REQUIRED for all imports. This field can contain Alpha or Numeric Characters; and is used as the Unique Family Grouping Identifier. This field is located in the Employment Information Section of the employee's view/edit information screen. This ID should be the same for an employee and his/her dependent (s).
Payroll ID	REQUIRED. This field can contain Alpha and/or Numeric Characters. Payroll ID may differ from EmployeeID if HRIS and Payroll systems are separate.
Relation	REQUIRED for all imports. The "Relation" field requires all characters to be selected from the map. The map shows all possible characters; these characters must be inserted into the "Relation" field in all imports, for employees and dependents.
First Name	REQUIRED for all imports. This field can contain Alpha and/or Numeric Characters.
Middle Initial	Optional Field. This field can contain Alpha and/or Numeric Characters. NOTE: This field is only 1 character and is used as a Initial field only. More than 1 character will cause failure. No periods.
Last Name	REQUIRED for all imports. This field can contain Alpha and/or Numeric Characters.
Employment Status	REQUIRED. The "Employment Status" field requires all characters to be selected from the map. Setting the Employment Status to 'T' will only update an employee to 'Not Active' and not terminate any benefits. To terminate benefit, please see "Termination Reason."
Benefit Class Code	REQUIRED. This field can contain Alpha and/or Numeric Characters. This field is located on the view/edit page of the benefit class section. This field drives benefits eligibility.
Benefit Class Date	REQUIRED. This field is located on the view/edit page of the benefit section. NOTE: Pass Hire Date for initial conversion of data and change date thereafter.
Hire Date	REQUIRED Date Field (for employees only).
Re-hire Date	Optional Field. Only required for rehires
Termination Date	REQUIRED for importing terminations.
Termination Reason	REQUIRED for importing terminations. The "Termination Reason" field requires all characters to be selected from the map. NOTE: This process will update "Employment Status" to "N" (Not Active), end an employee's benefit elections (based on termination rules set-up in the system), and will disable an employee's login ability. If an Employment Status Code of 'T' is passed in conjunction with this field, then two 'Not Active' records will be created under the Employment Information History as two separate import processes are being triggered. If only one record is desired, then leaving the Employment Status as 'A' is recommended.
Job Title	REQUIRED.This field can contain Alpha and/or Numeric Characters.
Time Status	REQUIRED. The "Time Status" field requires all characters to be selected from the map.
Salary	REQUIRED. All characters must be numeric. Exception: files can include 1 "." to denote cents. Salary is required if the Time Status field equals 1,3,6. Providing a salary for an hourly employee (Time Status equal to 2,4,5) will cause the file to fail. Use numbers and 1 decimal point only. 50000.00 -- no "$" or ",".
Hourly Rate	REQUIRED. All characters must be numeric. Exception: files can include 1 "." to denote cents. Hourly Rate is required if the Time Status field equals 2,4,5. Providing a hourly rate for a salaried employee (Time Status equal to 1,3,6) will cause the file to fail. Use numbers and 1 decimal point only. 50000.00 -- no "$" or ",". This field is used to annualize salary on the Total Compensation Statement if Annual Salary or Benefits Base Salary is not available.
Hours Per Week	REQUIRED (hourly employees only). All characters must be numeric. Exception: Files can include 1 "." to denote fraction of an hour. Optional field if employee is salary (Time Status equal to 2,4,5). This field is used to annualize salary on the Total Compensation Statement if Annual Salary or Benefits Base Salary is not available.
Bonus	Optional Field. Never Required. All characters must be numeric. Exception: Files can include 1 "." to denote cents. Use numbers and 1 decimal point only. 50000.00 -- no "$" or "," This field can be displayed on the Total Compensation Statement.
Bonus Effective Date	Optional Date Field. Never Required.
Commission	Optional Field. Never Required. All characters must be numeric. Exception: Files can include 1 "." to denote cents. Use numbers and 1 decimal point only. 50000.00 -- no "$" or "," This field can be displayed on the Total Compensation Statement.
Commission Effective Date	Optional Date Field. Never Required.
Benefits Base Salary	REQUIRED. This field should be a summation of base salary + bonus and commission. Note that this field will be used to calcluate coverage for all volume based benefits. Without this field, benefit volumes will be based on annual salary only, which does not include bonus or commissions. All characters must be numeric. Exception: Files can include 1 "." to denote cents. Use numbers and 1 decimal point only. 50000.00 -- no "$" or ","
Compensation Date	REQUIRED. Date Field This date must be the greater of all the salary effective dates whether it is base salary, bonus, commission, or benefits base salary. NOTE: Pass Hire Date for initial conversion of data and change date thereafter
Pay Frequency	REQUIRED. The "Pay Frequency" field requires all characters to be selected from the map shown below.
Department Code	Optional Field, Never Required but preferred. This field can contain Alpha and/or Numeric Characters. This field auto creates the Department Code.
Location Code	Optional Field. Never Required. This field can contain Alpha and/or Numeric Characters. This field auto creates the Location Code.
Division Code	Optional Field. Never Required. This field can contain Alpha and/or Numeric Characters. This field auto creates the Division Code.
Date of Birth	REQUIRED Date Field.
Gender	REQUIRED. The "Gender" field requires all characters to be selected from the map.
Home Address1	REQUIRED. This field can contain Alpha and/or Numeric Characters.
Home Address2	REQUIRED. This field can contain Alpha and/or Numeric Characters.
City	REQUIRED. This field can contain Alpha and/or Numeric Characters.
State	REQUIRED. This field can contain 2 letter state code (example: Illinois = IL) -- For Int'l country codes please contact your Sequoia Client Operations Manager.
ZIP	REQUIRED. This field can contain Alpha and/or Numeric Characters. For conversion purposes it is recommended to import address information for dependents as well. NOTE: Please only provide 5 digit zip codes (i.e. 60661) in order to use the zip/location functionality for plan eligibility.
Home Phone	Optional Field. Never Required. This field can contain Alpha and/or Numeric Characters.
Cell Phone	Optional Field. Never Required. This field can contain Alpha and/or Numeric Characters.
Work e-mail	REQUIRED. This field will be mapped to create usernames for employees. This field can contain Alpha and/or Numeric Characters.
Alternate e-mail	Optional Field. Never Required. This field can contain Alpha and/or Numeric Characters.
User Name	REQUIRED. Work email is the default username. Used for user login to portal.
Auto-Enroll	REQUIRED for only those who should get the Employer Paid Benefits. The "Auto-Enroll" field requires all characters to be selected from the map. The "auto-enroll" feature will enroll employee's into any "auto-enroll" plan he/she is eligible for.