myWSI Payroll Reporting

Use this page if you are completing payroll reporting in myWSI with the Excel template. The steps below explain how to download, complete, save and attach the file.

Download and Complete the Payroll Reporting Excel Template

  1. On the Enter employee payroll information page in myWSI, for How do you want to enter employee payroll?, select Attach a file.
  2. Select Download this Excel File. The template has formatting specific to your account that must remain unchanged.
  3. Select Enable Editing. 
  4. Save the file to your computer. Do not modify the assigned file name. (Example: 123456_12-31-2026.xlsx)
  5. Open the workbook and review the reference tabs:
    • My Rate Classes lists the rate classes assigned to your account. 
    • Sample Entry provides an example of how to enter information
  6. Enter or copy and paste your payroll information into the Payroll Detail worksheet. 
  7. Save the completed workbook.
  8. Return to the Enter employee payroll information page in myWSI. 
  9. Select the saved Excel file from your computer and attach it.

 

Common Error Messages and Field Requirements

Use the Location and Field Requirement information below to help you resolve error messages when completing the payroll reporting Excel template for your account. 

Rate Class Errors

Location: 

  • Rate Class column

Field Requirement: 

  • Minimum text length is 4 characters and a maximum of 5 characters.

Location:

  • Rate class column

Field Requirement:

  • Rate Class cannot be blank. The rate class used must be available for the account, see My Rate Classes tab on the payroll reporting template for account rate classes. Rate class 9999 can be used if new or additional rate classes are needed. 

Location:

  • Rate Class column

Field Requirement:

  • Rate class 7710 cannot exist in the payroll detail sheet. This rate class is assigned at an account level and is not valid for individual employees. 

Employee Information Errors

Location:

  • Employee's First Name column

Field Requirement:

  • Character length between 0 minimum and 25 maximum. 

Location:

  • Employee's Middle Initial column

Field Requirement:

  • Character length between 0 minimum and 1 maximum. 
  • Must be an initial - no periods, full names, or other characters.

Location:

  • Employee's Last Name column

Field Requirement:

  • Character length between 0 minimum and 25 maximum. 

Location:

  • Employee's SSN, Employee's First Name, Employee's Last Name column(s)

Field Requirement:

  • The employee's SSN, First Name, and/or Last Name field(s) cannot be blank.

Location:

  • Employee's SSN column

Field Requirement:

  • Minimum character length is 9 maximum length is 11. 
  • Dashes can be entered or not entered.

Location:

  • Employee's SSN and Rate Class columns

Field Requirement:

  • The same SSN and Rate Class cannot exist on more than one row in the payroll reporting Excel template sheet. 

Payroll Amount Errors

Location:

  • Gross Payroll column

Field Requirement:

  • Gross Payroll cannot be blank, $0.00, or greater than $9,999,999.99

Location:

  • Payroll reporting Excel template

Field Requirement:

  • Wages for owner/officer or parent company owner/officer cannot be included in employee payroll detail. Coverage for an owner/officer is elective and must be added via contract. For more information on elective coverage, reach out to your account underwriter. 

Location:

  • Gross Payroll column

Field Requirement:

  • Enter an amount between 0.01 and 9,999,999.99. 

File/Template Errors

Location:

  • Payroll reporting Excel template - file name

Field Requirement:

  • The account number and reporting period to date embedded in the file do not match the account number and reporting period to date for the payroll report. Use the template available on the Enter employee payroll information page. Do not change the file name of this template, it has formatting specific to the account. 

Location:

  • Payroll reporting Excel template

Field Requirement:

  • An invalid file was used. Use the payroll reporting Excel template available on the Enter employee payroll information page. Do not change the file name of this template, it has formatting specific to the account. 

Location:

  • Payroll reporting Excel template 

Field Requirement:

  • The payroll reporting Excel template must contain valid payroll detail records and cannot be uploaded when blank. 

Location:

  • Enter employee payroll information page

Field Requirement:

  • If attach a file is selected, a completed payroll reporting Excel template must be attached to save and move to the next page.