Payroll File Function
The primary function of this file is to transmit employee benefit spending information from Forma to your payroll system to properly record taxable income and reimbursements.
Common Pay Codes
Payroll reports include pay codes to indicate the type of transaction and what action needs to be taken. We've identified three pay codes to be used:
- REIMB: Employee is reimbursed and taxed on the transaction (earning). Used for taxable spending using claims.
- STIPE: Employee is not reimbursed but is taxed on the transaction (earning). Used for taxable spending using Forma Store and Forma Card. Also used for direct deposit.
- TFREE: Employee is reimbursed but not taxed on the transaction (deduction). Used for tax-free spending using claims
The above pay codes are defaults that Forma provides, but we can use whatever pay codes you'd like. Please let your Implementation Manager or Customer Success Manager know if you'd like to use custom pay codes.
Payroll File Schedule
- Payroll files are uploaded to the from_twic SFTP folder by the 5th of each month for the previous month (April payroll report would be uploaded to the SFTP folder by May 5).
- Please ensure the joinforma.com domain is added to the approved list for internal firewalls.
Payroll File Format
- Employee ID: The employee ID as it appears on the demographics file
- Name: Employee’s first and last name as it appears on the demographics file
- Email: Work email address
- Amount: This is the amount utilized in a given pay period
- Pay Code: Pay code associated with spend type (in local currency)
- Country: Two-digit country code (typically used for international payroll files)
- Custom fields: If applicable
Forma will send a maximum of two payroll files per customer. One file for US employees and one file for international employees.
