Incumbent data upload
The fourth step of the survey is to complete and upload the Incumbent Data template.
Download the template using the “Download Template” button. Complete the template with the relevant information for your employee population. The columns and explanatory information are below, as well as available in the template.
Access our list of benchmark job models and descriptions to match your roles using the “View Job Bank” button. You can search the job bank by job family, job subfamily, or job title key word. Click “More” on any benchmark job to see the full details.
Once you’ve populated the template, upload the completed file using the “Upload Document” button on the ecomp platform, and then click “Next”. The system will run several checks on your data to ensure the information is complete and error-free.
An error report will generate on screen by row of data. Specific errors and warnings within each row are described and reference the exact cell impacted. Errors must be resolved to move to the next step. Warnings should be reviewed to determine if the information uploaded is correct or needs to be revised. Review each error and warning, and update your template as needed. Reupload your file and rerun the checks.
Should you require additional assistance or if any of the error messages are unclear, please contact ecomp@eckler.ca.
| SECTION | LABEL HEADER | FIELD DEFINITION | FORMAT TYPE | EXAMPLE | LOGIC / DEPENDENCY | REQUIRMENT |
|---|---|---|---|---|---|---|
| [B] JOB INFORMATION | Employee ID | Input a unique identifier for each employee reported which can be tracked by your organization from one year to the next. | Alphanumeric | 1000_RP | Not applicable. | Mandatory |
| [B] JOB INFORMATION | Salary Effective Date (YYYY-MM-DD) | Input the effective date of your organization’s salaries (i.e., organization’s annual review date in the format YYYY-MM-DD). | YYYY-MM-DD | 2025-01-01 | Not applicable. | Mandatory |
| [B] JOB INFORMATION | Internal Job Title | Input the your organization’s internal job titles as assigned to each incumbent. | Alphanumeric | Financial Planning Analyst | Not applicable. | Mandatory |
| [B] JOB INFORMATION | Internal Manager Job Title | For each incumbent, input your organization’s internal job title to which the incumbent directly reports. | Alphanumeric | Manager, Finance Planning and Analysis | Not applicable. | Optional |
| [B] JOB INFORMATION | Number of Levels Below CEO (Exec Only) | Input the number of internal intervening levels between the incumbent’s position and the CEO (e.g., enter “1” in this field if the incumbent reports directly to the CEO, “2” if the incumbent reports to an individual reporting to the CEO, etc.). | Integer >= 0 | 5 | Not applicable. | Optional |
| [B] JOB INFORMATION | Internal Job Grade / Band / Level | If applicable, input your organization’s grade / band / level for the incumbent’s job. | Alphanumeric | 4 | Not applicable. | Optional |
| [B] JOB INFORMATION | Internal Job Evaluation Points / Classification | Input the total point value or other relevant job evaluation classification measure as it applies to the incumbent’s job (where a job evaluation system exists internally). | Alphanumeric | 400 | Not applicable. | Optional |
| [B] JOB INFORMATION | Survey Job Family Code (not required if survey job code is provided in column K) | Input the code for the job family that each job most closely aligns to, as defined by Eckler’s Job Bank. This field is not required if a 4-digit job code is provided in column K. | 2 character alpha | FI | Must exist in the job bank. | Not required if Survey Job Code populated. Mandatory if Survey Job Code = 1000. |
| [B] JOB INFORMATION | Survey Job Subfamily Code (not required if survey job code is provided in column K) | Input the code for the job subfamily that each job most closely aligns to, as defined by Eckler’s Job Bank. This field is not required if a 4-digit job code is provided in column K. | 3 character alpha | FIL | Must exist in the job bank and align with the family code. | Not required if Survey Job Code populated. Mandatory if Survey Job Code = 1000. |
| [B] JOB INFORMATION | Survey Job Career Level (not required if survey job code is provided in column K) | Input the code for the career level that each job most closely aligns to, as defined by Eckler’s Job Bank. This field is not required if a 4-digit job code is provided in column K. | Alphanumeric | P2 | Must exist in the job bank. | Not required if Survey Job Code populated. Mandatory if Survey Job Code = 1000. |
| [B] JOB INFORMATION | Survey Job Code | Input the job code that each job most closely aligns to, as defined by Eckler’s Job Bank. If there is no specific match in the Job Bank, enter “1000” and provide the most relevant Survey Job Family Code, Survey Job Subfamily Code, and Survey Job Career Level. | 4 digit numeric | 1382 | Must exist in the job bank. | Mandatory. If there is not a good match in the job bank, enter “1000”. |
| [B] JOB INFORMATION | Quality of Match (relative to survey job) | Input the quality of match between your organization’s role and the Survey Job. If your role is bigger than the survey job indicate ”+”, if your role is approximately the same as the survey job indicate ”=”, and if your job is smaller than the survey job indicate ”-”. | Dropdown | = | Must be in the dropdown. | Optional |
| [B] JOB INFORMATION | Incumbent Work Location Postal Code | Input the incumbent’s primary work location postal code. | Alphanumeric | M5E | Not applicable. | Optional |
| [B] JOB INFORMATION | Gender | Indicate the gender that the incumbent most closely identifies with. | Dropdown | 2 - Female | Must be in the dropdown. | Optional |
| [B] JOB INFORMATION | Date of Hire (YYYY-MM-DD) | Input the date that the incumbent was hired by your organization. Enter in YYYY-MM-DD format. | YYYY-MM-DD | 2020-08-23 | Must be current date or earlier. | Optional |
| [B] JOB INFORMATION | Start Date of Current Role (YYYY-MM-DD) | Input the date that the incumbent was hired or promoted to their current position in your organization. Enter in YYYY-MM-DD format. | YYYY-MM-DD | 2024-08-24 | Must be current date or earlier. Must be the hire date or later. | Optional |
| [B] JOB INFORMATION | Incumbent Unionized (Y/N) | Indicate whether the incumbent’s job is classified as Union (“1 - Yes”) or Non-union (“0 - No”). | Dropdown | 0 - No | Must be in the dropdown. | Optional |
| [B] JOB INFORMATION | Overtime Status (Exempt/Non-Exempt) | Indicate whether the incumbent’s job is classified as Exempt (“1 - Exempt”) or Non-exempt (“2 - Non-exempt”). | Dropdown | 1 - Exempt | Must be in the dropdown. | Optional |
| [B] JOB INFORMATION | Standard Weekly Hours of Work (assuming full-time status) | Input the number of normally scheduled hours per week as a full-time employee. | Positive real number (positive float) | 37.5 | Not applicable. Must align with the hourly base salary and annualized base salary if both are provided. | Mandatory |
| [B] JOB INFORMATION | Incumbent Full-Time/Part-Time Status (FT/PT) | Indicate whether the incumbent is classified as Full-Time (“1 - Full-Time”) or Part-Time (“2 - Part-Time”). | Dropdown | 1 - Full Time | Must be in the dropdown. | Mandatory |
| [C] SALARY INFORMATION | Hourly Base Salary Rate ($) | Input the incumbent’s hourly base salary. Do not include any overtime or other pay differentials. This field is not required if an annualized salary is provided in column W. | Positive real number (positive float) | $41.03 | Must align with annualized salary and standard weekly hours of work. | Hourly or Annualized mandatory |
| [C] SALARY INFORMATION | Annualized Base Salary ($) | Input the incumbent’s annualized base salary in whole dollars. Do not include any overtime or other pay differentials. This field is not required if an hourly salary is provided in column V. | Positive real number | $80,009 | Must align with hourly salary and standard weekly hours of work. | Hourly or Annualized mandatory |
| [C] SALARY INFORMATION | Formal Salary Range / Step Structure Exists (Y/N) | Indicate whether a formal salary range structure exists for the incumbent’s position (“1 - Yes” or “0 - No”), (i.e., where there is an established lower and upper bound in which incumbent pay may fall). | Dropdown | 1 - Yes | Must be in the dropdown. | Mandatory |
| [C] SALARY INFORMATION | Range Minimum / Lowest Step Level ($, Annualized) | Input the annualized minimum of each incumbent’s salary range/grade or the lowest step level in whole dollars. Do not include any overtime or other pay differentials. | Positive real number | $68,000 | Should be populated if formal salary range = Y and should be blank if formal salary range = N. Must be less than midpoint / job rate. | Optional |
| [C] SALARY INFORMATION | Range Midpoint / Job Rate ($, Annualized) | Input the annualized midpoint of each incumbent’s salary range/grade or the job rate. Do not include any overtime or other pay differentials. This value is intended to represent what your organization is prepared to pay a fully trained and competent incumbent in this role. | Positive real number | $85,000 | Should be populated if formal salary range = Y and should be blank if formal salary range = N. Must be greater than minimum and less than or equal to maximum. | Optional |
| [C] SALARY INFORMATION | Range Maximum / Highest Step Level ($, Annualized) | Input the annualized maximum of each incumbent’s salary range/grade or the highest step level in whole dollars. Do not include any overtime or other pay differentials. | Positive real number | $102,000 | Should be populated if formal salary range = Y and should be blank if formal salary range = N. Must be greater than or equal to midpoint / job rate. | Optional |
| [D] SHORT-TERM INCENTIVE/ VARIABLE | Short-term Incentive/Variable Plan Eligibility (Y/N) | Indicate whether the incumbent’s position is eligible for an annual short-term incentive (STI), where the measurement period is one year or less. Enter eligible (“1 - Yes”) or not eligible (“0 - No”). | Dropdown | 1 - Yes | Must be in the dropdown. | Mandatory |
| [D] SHORT-TERM INCENTIVE/ VARIABLE | Previous Year: Actual Short-Term Incentive/ Variable Payout ($) | Input the actual STI payout for the previous plan year in whole dollars. | Positive real number | $12,801 | If eligibility = yes, then should be populated. | Mandatory if eligibility = yes. |
| [D] SHORT-TERM INCENTIVE/ VARIABLE | Current Year: Target Short-Term Incentive/ Variable ($, if applicable) | Input the target annual STI payout for the current plan year as a $ amount in whole dollars. | Positive real number | $12,001 | If eligibility = yes, then target $ OR % should be populated. | Optional |
| [D] SHORT-TERM INCENTIVE/ VARIABLE | Current Year: Target: Short-Term Incentive/ Variable( % of Base Salary) | Input the target annual STI payout for the current plan year as a % of base salary. | Positive real number (positive float) | 15.00% | If eligibility = yes, then target $ OR % should be populated. | Optional |
| [D] SHORT-TERM INCENTIVE/ VARIABLE | Current Year Maximum: Short-Term Incentive/ Variable ($, if applicable) | Input the above target annual maximum STI payout for the current plan year as a $ amount in whole dollars. | Positive real number | $18,002 | If eligibility = no, should be blank. Must be greater than target. | Optional |
| [D] SHORT-TERM INCENTIVE/ VARIABLE | Current Year: Maximum: Short-Term Incentive/ Variable (% of Base Salary) | Input the above target annual maximum STI payout for the current plan year as a % of base salary. | Positive real number (positive float) | 23% | If eligibility = no, should be blank. Must be greater than target. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Sales Incentive / Commission Eligibility (Y/N) | Indicate whether the position is eligible for a sales incentive / commission. Enter eligible (“1 - Yes”) or not eligible (“0 - No”). | Dropdown | 1 - Yes | Must be in the dropdown. | Mandatory |
| [E] SALES INCENTIVE / COMMISSION | Previous Year: Actual Sales Incentive/ Commission Payout ($) | Input the total actual sales incentive / commission payout(s) for the previous plan year in whole dollars. | Positive real number | $20,000 | If eligibility = yes, then should be populated. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Current Year: Target Short-Term Incentive/ Variable ($, if applicable) | Input the target annual sales incentive / commission payout for the current plan year, as a $ amount in whole dollars. | Positive real number | $20,002 | If eligibility = yes, then target $ OR % should be populated. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Current Year: Target Short-Term Incentive/ Variable (% of Base Salary) | Input the target annual sales incentive / commission payout for the current plan year as a % of base salary. | Positive real number (positive float) | 25% | If eligibility = yes, then target $ OR % should be populated. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Current Year: Maximum Short-Term Incentive/ Variable ($, if applicable) | Input the above target maximum annual sales incentive / commission payout for the current plan year as a $ figure in whole dollars. | Positive real number | $40,004 | If eligibility = no, should be blank. Must be greater than target. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Current Year: Maximum Short-Term Incentive/ Variable (% of Base Salary) | Input the above target maximum annual sales incentive / commission payout for the current plan year as a % of base salary. | Positive real number (positive float) | 50% | If eligibility = no, should be blank. Must be greater than target. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Current Year: Quota or Target Sales Volume | Input the position’s current plan year quota or sales volume. | Positive real number | 500,000 | If eligibility = no, should be blank. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Current Year: Quota Modifier Type | Select if the position’s current plan year quota modifier is individual (“1 - Individual), team (“2 - Team”), or other (“3 - Other”). If other, describe in the Comments field in column BR. | Dropdown | 2 - Team | Must be in the dropdown. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Previous Year: Target Short-Term Incentive/ Variable ($, if applicable) | Input the target annual sales incentive / commission payout for the previous plan year as a $ amount in whole dollars. | Positive real number | $36,004 | If eligibility = no, should be blank. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Previous Year: Target Short-Term Incentive/ Variable (% of Base Salary) | Input the target annual sales incentive / commission payout for the previous plan year as a % of base salary. | Positive real number (positive float) | 45% | If eligibility = no, should be blank. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Previous Year: Quota or Target Sales Volume | Input the position’s previous plan year quota or sales volume. | Positive real number | 900,000 | If eligibility = no, should be blank. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Previous Year: Actual Sales Volume | Input the employee’s previous plan year actual sales volume. | Positive real number | 950,000 | If eligibility = no, should be blank. | Optional |
| [E] SALES INCENTIVE / COMMISSION | Previous Year: Quota/Actual Sales Volume Quota Modifier | Select if the position’s previous plan year quota modifier is individual (“1 - Individual”), (“2 - Team”), or (“3 - Other”). If other, describe in the Comments field in column BR. | Dropdown | 3 - Other | Must be in the dropdown. | Optional |
| [F] LONG-TERM INCENTIVE | Long-Term Incentive Plan Eligibility (Y/N) | Indicate whether the position is eligible for long-term incentives (LTI), where vesting and/or performance is measured over a period of greater than 1 year. Enter eligible (“1- Yes”) or not eligible (“0 - No”). | Dropdown | 1 - Yes | Must be in the dropdown. | Mandatory |
| [F.1] LONG-TERM INCENTIVE: TYPE 1 | Type of LTI 1 | Select the type of LTI vehicle that the employee is eligible for. | Dropdown | 2 - PSU | Must be in the dropdown. | Optional |
| [F.1] LONG-TERM INCENTIVE: TYPE 1 | Grant 1: Granted Actual Fair Value OR Cash Award | Input the actual fair market value or cash award value granted to the employee at the time of grant. | Positive real number | 10,000 | If eligibility = yes and LTI type is cash award, should be populated. If any other LTI type, then this must be populated if number of grants and grant price are blank. If eligibility = no, should be blank. | Optional |
| [F.1] LONG-TERM INCENTIVE: TYPE 1 | Grant 1: Date (YYYY-MM-DD) | Input the most recent date that the LTI vehicle was granted to the employee. Enter in YYYY-MM-DD format. | YYYY-MM-DD | 2025-01-23 | If eligibility = yes and LTI type populated, should be populated. If eligibility = no should be blank. | Optional |
| [F.1] LONG-TERM INCENTIVE: TYPE 1 | Grant 1: Frequency | Select the frequency at which the LTI vehicle is granted. If LTI is granted every year enter “1 - Annually”, if it is granted every other year enter “2 - Every 2 years”, if it is granted every three years enter “3 - Every 3 years”, or if it’s granted at any other frequency enter “4 - Other”. If other, describe the grant frequency in the Comments field in column BR. | Dropdown | 1 - Annually | Must be in the dropdown. | Optional |
| [F.1] LONG-TERM INCENTIVE: TYPE 1 | Grant 1: Grant Price Per Share/Unit (if applicable) | Input the price per share/unit on grant date. | Positive real number | 5 | If eligibility = yes and LTI type populated and granted actual fair value is blank, should be populated. If eligibility = no, should be blank. | Optional |
| [F.1] LONG-TERM INCENTIVE: TYPE 1 | Grant 1: Grant Number of Shares/Units | Input the number of shares/units granted to the employee for the LTI vehicle selected. | Positive real number | 2,000 | If eligibility = yes and LTI type populated and granted actual fair value is blank, should be populated. If eligibility = no, should be blank. | Optional |
| [F.1] LONG-TERM INCENTIVE: TYPE 1 | Grant 1: Currency Type | Input the currency of the LTI grant reported (CAD, USD, EUR, GBP, or Other). If other, describe in the Comments field in column BR. | Dropdown | CAD | If eligibility = yes and LTI type populated, should be populated. Must be in the dropdown. If eligibility = no, should be blank. | Optional |
| [F.2] LONG-TERM INCENTIVE: TYPE 2 | Type of LTI 2 | Select the type of LTI vehicle that the employee is eligible for. | Dropdown | 3 - RSU | Must be in the dropdown. | Optional |
| [F.2] LONG-TERM INCENTIVE: TYPE 2 | Grant 2: Granted Actual Fair Value OR Cash Award | Input the actual fair market value or cash award value granted to the employee at the time of grant. | Positive real number | 5,000 | If eligibility = yes and LTI type is cash award, should be populated. If any other LTI type, then this must be populated if number of grants and grant price are blank. If eligibility = no, should be blank. | Optional |
| [F.2] LONG-TERM INCENTIVE: TYPE 2 | Grant 2: Date (YYYY-MM-DD) | Input the most recent date that the LTI vehicle was granted to the employee. Enter in YYYY-MM-DD format. | YYYY-MM-DD | 2025-01-23 | If eligibility = yes and LTI type populated, should be populated. If eligibility = no should be blank. | Optional |
| [F.2] LONG-TERM INCENTIVE: TYPE 2 | Grant 2: Frequency | Select the frequency at which the LTI vehicle is granted. If LTI is granted every year enter “1 - Annually”, if it is granted every other year enter “2 - Every 2 years”, if it is granted every three years enter “3 - Every 3 years”, or if it’s granted at any other frequency enter “4 - Other”. If other, describe the grant frequency in the Comments field in column BR. | Dropdown | 1- Annually | Must be in the dropdown. | Optional |
| [F.2] LONG-TERM INCENTIVE: TYPE 2 | Grant 2: Grant Price Per Share/Unit (if applicable) | Input the price per share/unit on grant date. | Positive real number | 5 | If eligibility = yes and LTI type populated and granted actual fair value is blank, should be populated. If eligibility = no, should be blank. | Optional |
| [F.2] LONG-TERM INCENTIVE: TYPE 2 | Grant 2: Grant Number of Shares/Units | Input the number of shares/units granted to the employee for the LTI vehicle selected. | Positive real number | 1,000 | If eligibility = yes and LTI type populated and granted actual fair value is blank, should be populated. If eligibility = no, should be blank. | Optional |
| [F.2] LONG-TERM INCENTIVE: TYPE 2 | Grant 2: Currency Type | Input the currency of the LTI grant reported (CAD, USD, EUR, GBP, or Other). If other, describe in the Comments field in column BR. | Dropdown | CAD | If eligibility = yes and LTI type populated, should be populated. Must be in the dropdown. If eligibility = no, should be blank. | Optional |
| [F.3] LONG-TERM INCENTIVE: TYPE 3 | Type of LTI 3 | Select the type of LTI vehicle that the employee is eligible for. | Dropdown | 1 - Cash award | Must be in the dropdown. | Optional |
| [F.3] LONG-TERM INCENTIVE: TYPE 3 | Grant 3: Granted Actual Fair Value OR Cash Award | Input the actual fair market value or cash award value granted to the employee at the time of grant. | Positive real number | 15,000 | If eligibility = yes and LTI type is cash award, should be populated. If any other LTI type, then this must be populated if number of grants and grant price are blank. If eligibility = no, should be blank. | Optional |
| [F.3] LONG-TERM INCENTIVE: TYPE 3 | Grant 3: Date (YYYY-MM-DD) | Input the most recent date that the LTI vehicle was granted to the employee. Enter in YYYY-MM-DD format. | YYYY-MM-DD | 2025-01-23 | If eligibility = yes and LTI type populated, should be populated. If eligibility = no should be blank. | Optional |
| [F.3] LONG-TERM INCENTIVE: TYPE 3 | Grant 3: Frequency | Select the frequency at which the LTI vehicle is granted. If LTI is granted every year enter “1 - Annually”, if it is granted every other year enter “2 - Every 2 years”, if it is granted every three years enter “3 - Every 3 years”, or if it’s granted at any other frequency enter “4 - Other”. If other, describe the grant frequency in the Comments field in column BR. | Dropdown | 1 - Annually | Must be in the dropdown. | Optional |
| [F.3] LONG-TERM INCENTIVE: TYPE 3 | Grant 3: Grant Price Per Share/Unit (if applicable) | Input the price per share/unit on grant date. | Positive real number | 5 | If eligibility = yes and LTI type populated and granted actual fair value is blank, should be populated. If eligibility = no, should be blank. | Optional |
| [F.3] LONG-TERM INCENTIVE: TYPE 3 | Grant 3: Grant Number of Shares/Units | Input the number of shares/units granted to the employee for the LTI vehicle selected. | Positive real number | 3,000 | If eligibility = yes and LTI type populated and granted actual fair value is blank, should be populated. If eligibility = no, should be blank. | Optional |
| [F.3] LONG-TERM INCENTIVE: TYPE 3 | Grant 3: Currency Type | Input the currency of the LTI grant reported (CAD, USD, EUR, GBP, or Other). If other, describe in the Comments field in column BR. | Dropdown | CAD | If eligibility = yes and LTI type populated, should be populated. Must be in the dropdown. If eligibility = no, should be blank. | Optional |
| [G] OTHER COMPENSATION | Other Compensation (describe type of award) | Input a description of any other type(s) of monetary award(s) that the incumbent received in your organization’s fiscal year that has not otherwise been captured. | Text | Length of service award | Not applicable. | Optional |
| [G] OTHER COMPENSATION | Other Compensation, $ Value | Input the value of any other type(s) of monetary award(s) that the incumbent received in your organization’s last fiscal year that has not otherwise been captured, as a whole $ amount. | Positive real number | $500 | Not applicable. | Optional |
| [H] COMMENTS | Comments | Input any additional comments or important information regarding the employee’s compensation and/or information provided. | Text | Previous year quota modifier was combination of individual and team | Not applicable. | Optional |