The One-Trust Export Process generates the One-Trust HRIS extract file for one or more payrolls. This extract file, PROD_###%%%%%%_YYMMDD_ccc.CSV where ### is the One-Trust Client ID, %%%%% is the Employer Group ID and ccc is the HRIS cycle number, is generated at the location defined by the logical SRB$EXPORT: The TEST or PROD indicator is dependent on a field in the One-Trust Profile. You will be warned when this extraction process is set to create a TEST extract file. The exact directory location and full name of the HRIS extract file is included on the report header. This export file is available for downloading under Payroll Download File Process on the main menu.
Only new employees or employees with changes will be included in the HRIS extract file to be submitted to One-Trust.
The One-Trust extraction file contains 4 unique effective dates with related fields. The effective date categories are, Demographic change, Salary change, Status change and FTE change. The effective date of these categories is refreshed when a change is made to any of the fields related to an effective date. The fields per effective date are as follows:
Demographic Change effective date fields:
The HRIS Effective Date may override the Demographic Change date for the follow fields only:
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Surname or First Name
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Plan Number
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Actual FTE
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Gender
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Address 1 and Address 2
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City, Province, Postal Code, Country Code, Phone Number. Language and Email Address
Salary Change effective date fields:
Annual Salary
Work Status Change effective date fields:
Work Status code
Leave Salary
FTE Change effective date fields:
Benefit FTE
Leave FTE
Anytime one of these fields changes for an employee the applicable effective date must be refreshed. This export process manages a file that holds these values and effective dates per employee. When you run this export and one of these values have changed for an employee, the applicable field is updated, and a new effective date is defined. The report for this process will list one line per employee, except when an effective date change has taken place, then the report will list two lines to document the change. Note: to facilitate reasonable reporting, when an employee name or address change, the change will be flagged but the actual change field will not be reported.
This One-Trust Export process also creates an edit version of the export data. You can then adjust any value through the One-Trust Export Change and recreate the export file through this option using the Report Existing option.
This process validates employee entries. All rejected entries will be listed on a separate error/rejection listing along with the reason for the rejection. Rejected employees are not included on the export file. Rejection reason may include, use of the Dummy SIN, invalid or empty Employee Plan code.
Employees with the Employee Plan code of 'N/A' or any non-valid One-Trust Plan code will be omitted from this process without creating a rejection entry.
Create New Or Report Existing One-Trust HRIS Recrods
Enter ‘C’ to create a new export file.
Enter ‘R’ to report on the existing export data. A re-report of data to create a new export file would be required if changes are made through the One-Trust Export Change process.
When 'C'reate a new export was selected:
Export Current Or Selective Payrolls
Enter 'C' or <CR> to generate an export file containing only the current payroll information.
Enter 'S' to enter one or more payroll ID codes. The payrolls selected must have the One-Trust Profile defined and active.
Demographic Effective Date
Enter the effective date to be used for any Demographic changes including Actual FTE.
Salary Change Effective Date
Enter the effective date to be used for any Annual Salary changes.
Work Status Effective Date
Enter the effective date to be used for any work status changes.
FTE Change Effective Date
Enter the effective date to be used for any leave FTE changes.
Sort Report By Employee Number Or Name Within Payroll
Enter 'E' to generate the report in employee number sequence per payroll.
Enter 'N' to generate the report in employee name sequence per payroll.
The report lists the following:
The report header includes the full export file name, including the HRIS cycle number used.
Employee number and name
Payroll Id code
Plan Code
Actual FTE
Demographic Change date
Work Status
Leave Salary
Work Status effective date
Annual Salary
Salary effective date
Benefit FTE
Leave FTE
FTE effective date
Two lines per employee will print when an effective date change is made. The first line contains the original data that has changes, and the second line contains the new field values. Unchanged values will not display on the first line.
Total number of employees reported.
Total number of employees extracted.
Total annual and leave salaries reported.
The rejection report lists the following:
Employee number and name
Payroll Id code
Rejection reason
Total number of rejected employees.