Pre-tax file errors: Demographics files

Process

• Files uploaded to the /pretax/demographics SFTP folder will be processed within 1-2 hours.
• Pre-tax demographics files should always be processed first. Followed by pre-tax elections files then pre-tax contributions files. Subsequent files will be processed one hour after its predecessor (ex: the pre-tax elections file will process one hour after the demographics file has processed)
• Employees are not terminated by omission, so any record simply omitted from the demographics file will remain active. To terminate a record, set “Employee Status” to “Terminated” and send an elections file with updated information to terminate any active pre-tax accounts.  
• If individual rows contain errors, the file will continue processing the remaining valid records.
• Rows with warnings are still processed. Rows with errors are not processed, created, or updated. 
• You will receive automatic notifications when a file is processed, with or without errors or warnings. See Pre-tax file processing notification for more information.
• You can also visit Forma Admin to monitor the processing status of any pre-tax file. To learn more, see Forma Admin File Manager Guide

Troubleshooting

Follow the instructions below to fix file errors, then upload a new demographics file with only the records that were errored out, or reload the entire file after the fields with errors have been corrected.

Demographics File Errors

Error Code	Error Message	More info
PT000	Error: Duplicate employee reference	Forma could not process this row because the employee appears more than once in the file.
PT001	Error: Missing required field [errored field] Required columns are not provided	The file must include all required fields outlined here, a total of 11 columns.  All records will be errored out if an entire column is missing.
PT001	Error: Missing required field [errored field] Header values are blank or invalid	Header names must match the standard header name.  For example: "Country " is invalid as there is a blank at the end of the word, it should be “Country”. “Legal Name-First Name” is invalid because the "-" should be in the center of two blanks. The correct format is “Legal Name - First Name”. All records will be errored out when the file is processed if a header name is invalid.
PT001	Error: Missing required field [errored field] Data is missing in a required column	Ensure that the required data is provided for each record in every mandatory column.
PT002	Error: Invalid Employee Email	A valid email address must be a string, contain an "@" and a period character, and have at least two characters after the period. Each employe record must have a unique email address. See Appendix 2 > String > Email for more information.
PT002	Error: Invalid Data Format	Forma couldn't process this row because the data format is invalid.
PT002	Error: Invalid Employee Status Format	Employee Status can be Use the values Active, Leave, Terminated in the "Employee Status" field or any alternative values listed in Appendix 2.
PT002	Error: Invalid Address Line 1	Unable to locate employee's address in the demographics file.
PT002	Error: Country format is invalid	Use US, USA, United States, or United States of America in "Country" field for US employees.  For non-US employees, use ISO 3166 2-digit codes, 3-digit codes, or full country name. See Appendix 2 > String > Country for more information.  New non-US employees will not be issued a pre-tax Forma Card or open a new HSA.
PT002	Error: Invalid Zip Code Format	Use a 5-digit or 9-digit numeric code in "Zip" field. Hyphen (-) is accepted (Example: 12345, 12345-9652)
PT002	Error: Invalid State for Country US	Use a 2-digit code from ISO-3166-2 (Example: CA for California) in the "State" field. Refer to the full list here.
PT002	Error: Date format is invalid	Any field that requires a Date data type must follow a certain format.  Follow Appendix 2 > Date for more information.
PT002	Error: Invalid Employee SSN	Use a 9-digit format for employee SSN. Hyphen (-) is accepted (for example: 000-11-2222, 000112222) See Appendix 2 > Number (integer) > SSN for more information.
PT002	Error: Invalid HDHP Format	Use the Boolean values TRUE or FALSE in 'HDHP' field See Appendix 2 > boolean for more information.
PT002	Error: Invalid Commuter Eligible Format	Use the Boolean values TRUE or FALSE in 'Commuter Eligible' field. See Appendix 2 > boolean for more information.
PT002	Error: Invalid Phone Format	Use a 10-digit numeric phone number (1413256985)
PT004	Error: Record type value is incorrect	Use PT as record type for demographics files.
PT009	Error: Invalid Email Domain	A valid work email address must be a string, contain an '@' and a correct domain name (Example: [e-mail])
PT032	Error: Invalid Date of Birth	Pre-tax benefit eligibility is based on age. Date of birth year must be between 1900 and current year.
PT035	Error: This SSN is already used by another employee	Each record must have a unique SSN.
PT041	Error: Employee cannot have a Termination Date earlier than their Effective Date	Employee's Effective Date must be earlier than Termination Date.
PT042	Error: Employee cannot have an Effective Date earlier than their Hire Date	Employee's Hire Date must be the same or earlier date than their Effective Date.
PT044	Error: Employee cannot have a Termination Date earlier than their Hire Date	Employee's Hire Date must be earlier than their Termination Date.
PT045	Error: Employee cannot have a Leave Date earlier than their Hire Date	When an employee is on leave, the Hire Date must be earlier than their Leave Date.