Web Timesheet Entry Import Process

The WEB Timesheet Entry Import Process allows you to import or report Web entered timesheet entries as of a pay period and a date range with a wide range of employee/function line selections. All TEW entries for the selected pay period and any outstanding TEW entries for the prior 6 periods will be included, unless selection is overridden by a date range. Terminated and On Leave employees will be omitted as well as Lump sum function lines. Function lines which are inactive due to being out of cycle or shut down based on the dates will be bypassed.  

Batches imported into Payroll will be generated using the reserved batch type code of WEB.  Although batches with the type code of WEB may be edited, creation of batches with this batch type code is reserved for this import process. The pay code used per entry imported is taken from the Web Timesheet Category Maintenance definitions for the applicable position plus category on each entry.  Web timesheets imported are marked with the full batch code of the payroll timesheet generated.  Only Web timesheets not yet imported are available to be imported into payroll.

The week(s) selected for importing must be closed to timesheet entry.  You may report in preliminary mode on a week that has not yet closed but you cannot import that week (run in final mode) until the week is closed. When a selected week has not yet closed you will be warned on a preliminary run or blocked on a final run.

The pay code per timesheet, as defined on the Category Maintenance, will be used to match on an employee's active function lines. The function line match will then determine the function line values used per timesheet entry created. Function lines must be active by date and in cycle to be used for timesheet import. When the Web Timesheet is marked as Additional Hours, the process will use the pay code defined on the Position Code screen, second page in the atrieveHR system, per position code for function line matching. When no pay code is available on the atrieveHR Position code screen, the timesheet will be generated using the first valid function line.  

The Category Maintenance also contains the option to define when a category is to Match POSTION OCC Code.  When this field is active, 'Y'es, then this import process will match the occupation code from the atrieveHR Position code (second page per position code) to the function line occupation code during function line selection.  Should the occupation code be empty on the atrieveHR Position Code, the occupation code selection is omitted. Function line selection determines the function line values used during timesheet creation such as pay rate, shift code and GL account costing. The pay code matching still applies when occupation selection is applied.

The Category Maintenance also contains the option to define when a category is to Match POSITION CCOST.  When this field is active, 'Y'es, then this import process will match the cost center from the atrieveHR Position code (second page per position code) to the function line cost center during function line selection.  Should the cost center be empty on the atrieveHR Position Code, the cost center selection is omitted. Function line selection determines the function line values used during timesheet creation such as pay rate, shift code and GL account costing.  When the cost center under the atrieveHR Position code is entered with the last two characters as wild cards '', for example, I1234, then the Timesheet Entry Import Process will replace the last two characters from the location code on the timesheet as the cost center code to match with.

The selection criteria value allows the use of the wild card '?' character. The '?' character means that the element value is to be taken from the employee's applicable code to form a new selection code or a new exclusion code. For example, enter a selection salary grid with the value of SU????, means include all function lines where the salary grid begins with 'SU'. The use of the '?' is not available on the numeric fields such as hours, pay rate and percent employed.

When this process is run in Final mode and reporting archiving is active, the Web Timesheet Interface Report is automatically archived to the payroll archive system under WEBTIM##.RPT with ## being an increment number from 01 to 99. Each time this import process is run in final mode for a pay period, the WEBTIM report number is incremented to allow all occurrences of the Web Timesheet Report to be maintained under the archiving system.

Note: TEW entries with zero hours are rejected by this import process. In Final mode, these rejected zero hour entries will be reported once on the rejection report then automatically soft deleted by the import process to eliminate any further reporting of the rejected entry.
This process includes the option to maintain multiple sets of stored prompts.
Name the prompt sets by defining a title up to 10 characters, with a 30-character description.

On the first prompt click the Report Defaults icon to select an existing set of prompt values. You can delete prompt sets or change the description from the Report Default icon.

This option will run in batch only.

Report Only or Process

• Enter 'R' to generate just a report. The timesheet batch will not be generated.

• Enter 'P' to generate the reports and process the timesheet entry batch. Web timesheets imported are marked with the full batch code of the payroll timesheet generated. Only timesheets not yet imported are available to be imported into payroll. Batches generated during the process run will be balanced and closed automatically.

Enter Batch Period 

• Enter the pay period of timesheets to be imported. Un-imported Timesheets for this pay period and up to 6 pay periods back will be included based on the selection criteria.

Enter the Starting Date Range

• Enter to process timesheets for all possible dates related to the pay period selected. The start date can be used to block import of timesheets for a prior period.

• Enter a starting date to indicate a date range of entries to be processed.

Enter the Ending Date Range

• Enter to process timesheets for all possible dates related to the pay period selected.

• Enter an ending date to indicate a date range of entries to be processed. The date entered must be within the pay period selected.  

When the week selected based on the date entered is not yet closed based on the definition of the Web Time Entry Global Profile, the date will be block for final processing or warned for preliminary processing unless the Import Future Timesheets option is activated under the Web Time Entry Access Profile.

Select Authorized or Both Timesheets

• Enter 'A' to import only authorized timesheets. Unauthorized timesheets will be reported on the non-selected #####E.LST report.

• Enter 'B' to import both authorized and unauthorized timesheets.

Select Employees by Code

• Enter a 2-character code to define the field to use for employee/function line selection.

• Enter 'EM' to select employees based on employee number.

When Employee Selection is by Employee Number:

Report All or Selected Employees      

When employee selection is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The list of values entered will determine if an employee's function line will be selected.

This #####E.LST reports non selected employee's and/or function lines this includes omitted timesheets based on the Omit flag on the Category Maintenance.  This report lists the following:

• The employee number, name and applicable function line number

• The timesheet date

• Prior pay period will show in parentheses if applicable

• Reason for employee and/or function line non selection

• Total records excluded

• Total records selected

The ######.LST Timesheet Entry report lists the following:

• The employee number

• The date of the entry

• The function line number

• The shift code used

• The pay code and description

• The hours generated

• The rate per hour

• The rate including all premiums

• The pay cod, shift and occupation premium amounts

• The GL account code used

Includes a Pay code hours summary listing.

The #####R.LST Timesheet Entry Rejection report lists the following:

• The employee number and date

• The original record number

• The message describing the reason the record is invalid

• Total number of rejected records