Filling Out the Census Data File
The Census Data template uses color-coded headers:
Green = Required fields
Required for each employee record.
White = Optional fields
Additional employee or compensation information that can be included when applicable.
Gray = Optional mapping fields
Optional fields used to provide additional direction to Kamsa, such as assigning a Business Title, Job Level, Job Code, or manager relationship. Some of these fields can override or influence Kamsa’s automated matching.
Yellow = Conditionally required field
Required only in certain situations. For example, Work Hours per Week is required for part-time employees.
Required Fields (Green)
You must complete these for each employee record:
Employee ID
Employee Name
Company Department
Company Job Title
Manager Name
Date of Hire (MM/DD/YYYY)
Country
Work Location
Currency (3-letter ISO code)
Base Salary (numeric only, no symbols)
Pay Basis (Salary or Hourly)
Employment Type (Full-Time, Part-Time, Temporary, Contractor)
Employment Status (Active, Hired, Leave of Absence, Terminated)
Special notes:
Employee ID: Must be consistent across uploads. If your company doesn’t use employee IDs, enter a unique full employee name instead.
Employee ID is the unique identifier for each employee's profile. To change an Employee ID after uploading, contact [email protected].
Work Hours per Week: Only required for part-time employees. Kamsa annualizes salaries using this field.
Hourly employees: Enter the employee's hourly rate in Base Salary. Kamsa will annualize the amount using the applicable country-standard work hours.
Employment Status: For an initial upload, exclude terminated employees. For subsequent uploads, use “Terminated” when applicable.
Conditionally Required Fields (Yellow)
Work Hours per Week
Work Hours per Week is required for part-time employees and is used by Kamsa to annualize compensation.
For part-time employees, enter the employee’s weekly hours.
If the employee’s Base Salary is already annualized, enter 40 in Work Hours per Week.
Optional Fields (White)
These fields are not required but are useful for compensation reviews:
Exemption Status (U.S./Canada only)
Gender (Female, Male, Non-Binary)
Target Bonus (Amount or %) → enter one, not both
Target Commission (Amount or %) → enter one, not both
Last Date of Increase (MM/DD/YYYY)
Performance Rating (must match Company Profile settings)
Equity Data:
Total # of Shares Granted
Total # of Unvested Shares
New Hire Grant Amount
Date of Last Grant (MM/DD/YYYY)
Last Grant Amount
Type of Last Grant Amount
Optional Mapping Fields (Gray)
These fields are optional but can be used to provide more specific instructions to Kamsa. Depending on the field, they may control or override automated job matching, titles, reporting relationships, or Market Data Cuts.
Business Title
Kamsa Job Level
Kamsa Job Code*
Market Data Cut**
How Job Matching Works
Kamsa uses Kamsa Job Code, Kamsa Job Level, and Company Job Title to determine an employee’s job match.
*Kamsa Job Code
If a Kamsa Job Code is entered, Kamsa will use that Job Code, even if a different Job Level is entered or the Company Job Title changes.
If no Job Code is entered, but a Kamsa Job Level is provided, Kamsa will use that Job Level and apply machine learning (ML) to determine the job family.
If neither Job Code nor Job Level is entered, Kamsa will use ML to determine both the job family and level.
⚠️ Important: If you change an employee’s Company Job Title but leave the old Kamsa Job Code in place, Kamsa will keep the existing job match.
To update match:
Clear the Kamsa Job Code to have Kamsa suggest a new match, or
Enter the correct new Kamsa Job Code.
**Market Data Cut
If a Market Data Cut is entered, Kamsa will use that value and override the employee's existing Market Data Cut.
👉 Reference the Kamsa Jobs & Data Cuts tab in the Census Data template for available Job Codes and Market Data Cuts.
Upload Rules & Common Errors
The following rules apply when completing or updating the Census Data file:
Drop-down fields: Always select from the available list. Free-text entries will fail the upload.
Employee ID: Cannot be blank and must remain consistent across uploads. If your company does not use Employee IDs, use a unique full employee name instead.
Manager Name: Use same name format and spelling used in the Employee Name field for that manager. For example, First Name Last Name OR Last Name, First Name).
Company Job Title: Used by Kamsa’s machine learning to help determine the appropriate job match.
Country + Work Location: Used to determine the employee’s Market Data Cut recommendation.
Base Salary: Enter numbers only, without currency symbols.
Currency: Use the three-letter ISO currency code. Salary, bonus, and commission amounts should use the same currency.
Dates: Use MM/DD/YYYY.
Bonus/Commission: Enter either the amount or percentage, not both. For percentage fields, enter the whole number without the % symbol, for example, 15 rather than 15%.
Equity: New Hire Grant Amount must be less than or equal to Total Shares Granted.
FAQs
Can I add additional fields to the Census Data File?
Yes. You can add additional columns to the far right of the Census Data file, as long as you do not insert columns within the existing template. Kamsa will ignore any data entered in those additional columns.