Introduction

When employees choose and enroll in a Wellhub plan, they will be responsible for paying the monthly plan subscription fee. This amount may be paid using a Credit Card or through Payroll deductions. For payroll deductions, there is an additional integration process required between Wellhub and the company related to managing the deduction data (i.e. creating, exchanging, and processing the deduction data). This is a monthly process, and Wellhub will provide a file that provides specific information for each charge the employee is responsible for covering for that month.

As indicated in the diagram, the company will generate an Eligibility File (EF) and provide it to Wellhub using either (1) a manual upload function available in the Wellhub for Companies Portal, or (2) SFTP for a more automated transfer. More details on using SFTP for exchanging information with Wellhub can be found HERE.

File Characteristics

• The CSV delimiter will be semicolons ( ; )
• The headers will be in English
• The file headers will follow the Eligibility file specifications shared by the client (in case the content hasn’t been shared, it will be blank)
• The currency will follow the client’s location (in case there are entities within the structure with different location/currencies, currencies will be returned accordingly)
• Only employees who have payroll enabled (as determined by the Eligibility File) will appear on the deduction file
• Only employees who have payroll enabled (as determined by the Eligibility File), and have subscribed to a plan and then were removed from the company during the given billing cycle will appear on the deduction file for leavers

File Exchange Frequency

Deduction Files (DFs) are generated and available at the same time the company invoice is issued.

File Naming Convention

Single Entity

You will find in the Payroll SFTP folder the current (issued at the same time the company invoice will be issued) and previous months deduction files (these can be distinguished by the dates on the file name).

Deduction file

File name: Timestamp + start date + end date + gympass_payroll_deduction + invoice id

Example: 1713533858802_2023-04-07_2023-05-07_gympass_payroll_deduction_989d7578-64a4-4639-a61d-365e138796f8.csv

Deduction file for leavers

File name: Timestamp + start date + end date + gympass_partial_payroll_deduction + invoice id

Example: 1713533858802_2023-04-07_2023-05-07_gympass_partial_payroll_deduction_989d7578-64a4-4639-a61d-365e138796f8.csv

Multi Entity

You will find in the Payroll SFTP folder the deduction file referring to the latest billing cycle (at the same time the company invoice will be issued). There will be a file per company inside the .zip.

Note that for this version the deduction files from previous billing cycles won’t be listed (this is available only through the single entity flow)

Deduction file

File name: Client name (single entity) + start date + end date + gympass_payroll_deduction + invoice id

Example: Clientname1_2024-10-03_2024-11-02_gympass_payroll_deduction_989d7578-64a4-4639-a61d-365e138796f8.csv

Deduction file for leavers

File name: Client name (single entity) + start date + end date + gympass_partial_payroll_deduction + invoice id

Example: Clientname1_2024-10-03_2024-11-02_gympass_partial_payroll_deduction_989d7578-64a4-4639-a61d-365e138796f8.csv

File Contents Overview

Deduction Files (DFs) contain fields that identify the employee that the charge belongs to. Because of the flexibility provided to make changes to plans, there may be more than one charge for the employee baked into the total amount owed on the DF.