Timesheet/Variable Deduction Interface Process

The Timesheet/Variable Deduction Interface Process offers the ability to load Timesheet Entry or Variable Deduction records into a standard payroll batch that can then be processed by the payroll stream. For example, you can generate variable deduction adjustments through a spreadsheet and load the adjustments into the Payroll system as variable deductions by this interface process. A set of variable deductions entries can be loaded as regular or override variable deductions. Refer to Variable Deduction Entry for details on override variable deductions.

This process validates all information per entry. Any rejected entries will be listed on a separate error/rejection listing along with the reason for the rejection. Each rejected entry includes a record number of the error. This number refers to the record number of your original file, providing a way for you to identify the invalid record. This interface process follows all the same rules as the Payroll Timesheet and Variable Deduction Entry processes.

When field 'Allow Timesheet/Retro for Inactives', under the Users Specific Parameters Profile, is active you can import Timesheets or Variable deductions for Terminated and On Leave employees without reactivating them. This process calculates and generates all premium amounts for Timesheet entries. The rate must be imported prior to the application of the pay, shift and occupation code premiums.

This process includes two steps. The first step converts your file into a structure acceptable to the second process. When generating variable deductions, the first step will generate a file PRVDØ1.INT, located at the directory pointed to by the logical SRB$OPSDAT0. When generating Timesheet entries, the first step will generate a file PRTMØ1.INT, located at the directory pointed to by the logical SRB$OPSDAT0. Each time this process is run a new PRVDØ1.INT or PRTMØ1.INT will be generated. All previous information in this file will be over written.

Note: This process will only run in batch.

Process Timesheets or Variable Deductions

Enter 'V' to import Variable Deductions.
Enter 'T' to import Timesheet Entry records.

Enter Location of File to be Imported

Enter up to 35 characters of a logical or exact directory location where your import file can be found.
Or, select 'File Upload' to select file to be imported.

Enter Name of the File to be Imported

Enter the exact name of your import file.
Or, if the 'Upload File' is used the name will auto load via the 'File Upload' process.

This process will attempt to access your import file to ensure no problems will occur. Should this process be unable to find or access your file, a message identifying the problem will be displayed and you will be returned to the location prompt.

Enter File's Field Delimiter Comma, Tab or Fixed Length

Enter 'T' if the fields in your file are separated by a tab.
Enter 'C' if the fields in your file are separated by a comma.
Enter 'F' if your file is the fixed field length format. This option does not apply to Variable Deduction imports.

When 'V'ariable Deductions has been Selected:

Process Regular or Override Variable Deductions

Enter 'R' to process regular variable deductions
Enter 'O' to generate override variable deductions. Refer to Variable Deduction Entry for details on override variable deductions.

Report Only or Process

Enter 'R' to generate just a report and error listing. It is recommended that a report only be run first, so you are aware of any rejected entries.
Enter 'P' for a final run. This process will generate batch entries, including EI entries when applicable. Batches generated will be balance and closed automatically.

Enter Batch Pay Period

Enter the pay period in which these entries will be processed by. This pay period is used in determining the Timesheet/Variable Deduction batch number. Use the look-up for a list of valid calendar periods.

Enter Batch Type Code

Enter a batch type code to be used in the definition of the batch balance number. Use the look-up for a list of valid batch codes.

The Variable Deduction process report lists the following:

The employee number and name
The date of the variable deduction, supplied or generated at process time
The deduction code and description
The employee's variable deduction amount
The employer's amount
The employee's eligible amount
The reason for the variable deduction

The Variable Deduction error report lists the following:

The employee numbers
The deduction code, if available
The original record number message describing the reason the record is invalid and will be bypassed.
Total number of records bypassed.

The Variable Deduction Import File must have the following format:

Field	Type	Max	Value
1	Employee number	10	Char	Valid employee #
2	Date	8	Date	Valid date YYYYMMDD or YYMMDD if empty current date is used
3	Deduction Code	2	Num	Valid deduction code
4	Employee Amount		Num	Employee's variable amount may be empty or zero
5	Employer Amount		Num	Employer's variable amount, may be empty or zero
6	Eligible Amount		Num	Eligible amount, may be empty or zero
7	Reason	30	Char	Reason description

The Timesheet Entry process report lists:	The Timesheet Entry error report lists:
The employee number	The employee number
The date of the entry	The date from the entry
The function line number used for defaults	The original record number
The shift code used	A message describing the reason the record is invalid and will be bypassed
The pay code and description
The hours imported	Total number of records bypassed
The rate imported
The rate including all premiums
The pay code premium
The shift code premium
The occupation code premium
The GL account code used

Your Timesheet Entry Import file must have the following format:

Field	Type	Max	Value
1	Employee number	10	Char	Valid employee #
2	Date	8	Date	Valid date YYYYMMDD or YYMMDD
3	Pay Code	2	Num	Valid Pay code
4	Hours		Num	Number of hours required unless a money only pay code.
5	Pay rate **	13	Num	Employee's rate per hour. Dollar amount for a money only pay code. See codes GRD and Rate below.
6	Cost Center	10	Char	Valid Cost Center or Employee base costing. Leave blank to cost according to costing distribution for specified function line.
7	GL Account	30	Char	Valid GL code or blank
8	Function Line #		Num	Valid function line number to be used for defaults. Value must be between 1 & 7. Invalids or blanks set to master or 1st function line.
9	Distribution #	2	Num	Valid costing distribution number. Value must be between 01 and 10. Invalids or blanks set to first distribution 01.
10	Occupation code	4	Char	Valid occupation code.
11	Shift code	1	Char	Valid shift code.
12	Timesheet number	4	Char	Reference number or blank.
13	Salary Grid	6	Char	Optional salary grid code
14	Position Code	8	Char	Optional position code

The following fields are mandatory: employee number, date, pay code, hours (unless pay code is money only) and pay rate.

**The pay rate can be loaded from a specific function line pay rate based on pay code. Refer to field 'Override ZERO Rate on Timesheet Import' under the Users Specific Parameters Profile. The pay rate column may also contain the flag Rate to indicate the pay rate should be loaded from the function line regardless of the pay code used, as with the above feature, but the pay code does not need to be defined on field 'Override ZERO Rate on Timesheet Import' . The pay rate column may also contain the flag GRD to indicate the import should pull the applicable pay rate from the imported salary grid per the timesheet date, based on the Effective Date defined under the Daily Time Entry Profile. This feature requires the salary grid to be included on the timesheet import record.

**The Timesheet number (reference number) can not contain the value of 'RETR'. This is a reserved code used by the Gross Pay Retro process. This Timesheet Import process will reject import entries with a timesheet number of RETR.

For Timesheet Entry fixed field, the import file must have the following format:

Field	Start Position	Type	SIZE	Value
1	1	Employee number	30	Char	Valid employee # (max 10 long)
2	31	Date	8	Date	Valid date YYYYMMDD
3	39	Pay Code	2	Num	Valid Pay code
4	41	Hours	10	Num	Number of hours required unless a money only pay code.
5	51	Pay rate**	10	Num	Employee's rate per hour. Dollar amount for a money only pay code.
6	61	Blank	1	Char
7	62	GL Account	60	Char	Valid GL code or blank
8	122	Blank	1	Char
9	123	Blank	20	Char
10	143	Blank	4	Char
11	144	Blank	1	Char
12	145	Blank	1	Char

The Timesheet process will use the values from the specified function line for any of the following blank fields: Occupation Code, Shift Code, Cost Center and GL Code. The GL code can be loaded from the function line or if empty, then from the cost center earnings phase.

For Employee Based costing, load the cost center field with 'Emp' followed by the function line number and costing distribution number. For example, EMP0201 which would represent function line two, costing distribution 01.

Acceptable GL Account Code Formats:

Examples use an 8-character GL code and a 5-character sub ledger.

Pure GL account	'00110601'
Sub ledger only	'.SB100'
Sub ledger and Bucket	'.SB100.01'
GL and Sub ledger	'00110601.SB100.01'
or	'00110601 SB10001'