Managing Employee ID and Employee Email on files

Employee records must maintain a consistent and distinct Employee ID and Employee Email within Forma. If your company provides employer-sponsored and pre-tax programs, Employee ID and Employee Email should align on both pre-tax and employer-sponsored demographic files.

Forma emphasizes the importance of maintaining consistency with Employee ID and Employee Work Email because these values serve as primary identifiers for creating and updating demographic information. For pre-tax benefits, Forma relies on both identifiers to accurately process election and contribution data.

Can I update Employee ID or Employee Email?

Yes! To update Employee ID, log in to Forma Admin > Employees > Profile > Employee ID to make that change. If you take this approach, make sure the data is updated on the next demographics file as well.

You can also update Employee ID or Employee Email on the demographics file as long as one of the identifiers remains the same. You cannot update Employee ID and Employee Email for a single record on the same file. If an attempt is made to update both fields on the same file, Forma will create a new record because the system cannot identify the existing employee.

• Demographics file processing
  • When an Employee ID exists in Forma and we receive a demographics file where the Employee Email does not match, Employee Email and any other demographic information will be updated using the Employee ID as the identifier. 
  • When an Employee Email exists in Forma and we receive a demographics file where the Employee ID does not match, Employee ID and any other demographic information will be updated using the Employee Email as the identifier. 

• Pre-tax Election & Contribution file processing
  
  • If the Employee ID matches what’s in Forma but the Employee Email does not match, the record will error out.
  • If the Employee Email matches what’s in Forma but the Employee ID does not match, the record will error out.
  • If the Employee ID and the Employee Email match what’s in Forma, the record will be processed.
  • If there are two or more employees sharing the same Employee ID but have different Employee Emails, the rows with the same Employee ID will error out because the system cannot identify which employee to update or process.
  • When an employee is terminated and has pre-tax accounts(s), the primary email will automatically be updated to their personal email so they can continue to log into Forma. Employee ID will be used as the identifier to update elections or process contributions.

Employee ID and Employee Email updates and how they will be handled

Name	Employee ID	Employee Email	Note
John	123	[e-mail]
Amy	456	[e-mail]
Bob	789	[e-mail]	Terminated employee. Email was [e-mail]

 

Employee ID	Employee Email	Demographics	Elections	Contributions
123		Will error because email is missing	Will error because email is missing	Will error because email is missing
456	[e-mail]	update John’s ID to 456	Error because ID+email do not match	Error because ID+email do not match
456	[e-mail]	Record processed	Record processed	Record processed
456	[e-mail]	update Amy’s email to [e-mail]	Error because ID+email do not match	Error because ID+email do not match
	[e-mail]	Will error because ID is missing	Will error because ID is missing	Will error because ID is missing
789	[e-mail]	Record processed	Record processed	Record processed
789	[e-mail]	Record processed	Record processed	Record processed
789	[e-mail]	Update John’s ID to 789	Error because ID+email do not match	Error because ID+email do not match
1010	[e-mail]	Create a new employee	Error because no employee found	Error because no employee found

 

FAQs

What is the process to update both Employee ID and Employee Email for the same employee?

For example, John’s Employee ID is 123, and his Employee Email is [e-mail]. Given there is no other employee using the same Employee ID or Employee Email:

• Send two separate demographic files:
  • Send the first demographics file to update the employee ID, keeping the email as [e-mail]. 
  • Send a second demographics file with the updated employee ID and the new employee email. The system will use the employee ID as the identifier. 

Once the information on the demographics file has been updated, make sure Employee ID and Employee Email are updated accordingly on pre-tax election and contribution files to avoid errors.

What updates are made when an employee is terminated?

When an employee with pre-tax accounts is terminated, the Employee Email will automatically be updated to their personal email, allowing them to continue logging in to Forma using magic link when access is requested. The primary email will not be updatable through demographic files after termination. 

If an employee is rehired and has the same employee ID, please reach out to your Forma Team for further assistance. 

Can two employees have the same Employee ID?

Yes, but it is not recommended. Forma uses Employee ID as the primary identifier and Employee Email as the secondary identifier when processing demographics files. Sharing the same employee ID may result in unintentional demographic updates or errors in pre-tax election and contribution file processing.

Can two employees have the same Employee Email?

No. Email is the unique identifier used for log in so each employee must have a unique email address. Sending a demographics file that has two or more employees with the same Employee Email will not be processed.