Payroll -> Maintenance -> Special Maintenance -> Time and Attendance Systems -> Time Clock Plus Leave Import

Last Update v5.29
- Fixed an issue with SSN validation

Overview

Previously, all Time & Attendance imports were handled via the "Import Earnings" in the Time and Attendance Import/Export window. This import adds records to the Temporary Pay Window. This limited customers to accruing employee leave only for Hourly employees via SmartFusion Pay Types.

However, with this process, users may import two key pieces of data from the Time Clock Plus System that are not available through the Time and Attendance Import:

  • Hourly employees accruing leave instead of overtime
  • Salary employees managing leave requests

Process

The Customers export two leave files via the Period Export dialogue with a standardized configuration at the end of every payroll period:

  1. The first file will export for hourly employees that Accrued Leave instead of overtime. This file will be imported in SmartFusion via the "Import Current Earned Leave for Hourly Employees".
    For each employee in the file, the Leave Code Current Amount will be imported
    [Current Amount = Regular + (Overtime #1 "Leave Code Overtime #1 Rate") + (Overtime #2 "Leave Code Overtime #2 Rate")]
    to the employee leave detail tab in Payroll Enter/Edit Employee Master.

  2. The second will export for salaried employees that Used Leave. This file will be imported in SmartFusion via the "Import Current Used Leave for Salaried Employees". For each employee in the file, the Employee's Leave Code Current Used will be imported to the employee leave detail tab in Payroll Enter/Edit Employee Master Where [Current Used = Regular.]

  3. Once Payroll is complete current employee leave balances can be exported via the "Export Leave Information"

NOTE: leave for hourly employees will continue to accrue via the "Import Earnings" for all other cases. Potentially importing 3 different files from TCP every pay period is not an ideal user experience and will be revisited in the future when The entire Time & Attendance functionality is redesigned around a standard SmartFusion Import/Export User Experience

Form Selection

Selectable fields:

  • Select Process - (Print options refer to printing an Error Report)
    • Print and Update
    • Print Only
    • Update Only
  • Import Current Earned Leave for Hourly Employees
  • Import Current Used Leave for Salaried Employees

The 'Import filename' field under each checkbox is only editable after checking the box

You may perform both imports at the same time by selecting both checkboxes, entering the file paths for both files, and selecting Print/Print Preview

Import Files

Both import files have the same file layout

File Specification

Format: Comma separated values (*.CSV)

First line is column headers. If the column header is not formatted correctly, an error will be displayed and the import file will not be processed.

Example header record:
"Number","Export Code","SSN","Job Code","Rate","Regular","Overtime #1","Overtime #2"

File Layout
Column Header                     | Required               | Type    
----------------------------------|------------------------|---------
Number                            | Yes (If no SSN)        | Int     
Export Code                       | No                     | String  
SSN                               | Yes (If no EmployeeID) | String  
Job Code                          | Yes                    | String  
Rate                              | No                     | Decimal 
Regular                           | No                     | Decimal 
Overtime #1                       | No                     | Decimal 
Overtime #2                       | No                     | Decimal
Column Descriptions

Number
The SmartFusion Employee ID (Required if no SSN is provided)

Export Code
Code exported from Time Clock Plus (Not used for this process)

SSN
The Social Security Number (Required if no Employee ID is provided). If both the Employee Id and SSN are given, the SSN is the value that will be used to look up the employee. SSN may be formatted with or without dashes.

Job Code
The leave code configured inside SmartFusion (Required)

Rate
Value exported from Time Clock Plus (Not used for this process)

Regular

  • Hourly - Used to determine the leave earned
  • Salaried - Used to determine the leave used

Overtime #1
If this column has a value, it is multiplied to the 'Accumulation Rate 1' field which is configured on the Leave Code in SmartFusion and added to the 'Regular' column value(For 'Earned Leave for Hourly Employees' option ONLY)

Overtime #2
If this column has a value, it is multiplied to the 'Accumulation Rate 2' field which is configured on the Leave Code in SmartFusion and added to the 'Regular' column value plus Overtime 1 value (For 'Earned Leave for Hourly Employees' option ONLY)

Error Report

The error report is used to inform the user of any records that were unable to be updated due to data errors.

The following errors will be displayed on the report

  • EMPLOYEE DOES NOT EXIST - No employees with the imported Employee ID and/or SSN were not found in SmartFusion
  • INACTIVE EMPLOYEE - The employee was found but is inactive in SmartFusion
  • INCORRECT EMPLOYEE TYPE - The empolyee was found but the type is not configured correctly (example - employee is being imported for 'Earned Leave for Hourly Employees' but is configured as a Salary employee)
  • LEAVE NOT ON EMPLOYEE - The employee was found but the leave code is not configured for that employee

If errors exist in the import, users will receive a message informing them. If the errors are only for select employees (as listed in the Error Report) the option to update all employees that did not have errors will be available through a pop up box. Users can select to update employees with no errors, or not update any employees at all.