Timecard Import COPRIGHT Copyright 2012 Computer Guidance Corporation. The information contained in this User Guide is proprietary to Computer Guidance Corporation (CGC). No part of this guide may be reproduced or transmitted in any form or by any means. Furthermore, it is not to be disclosed to any third party, or used in any manner not authorized in the Program License Agreement with Computer Guidance Corporation. The only exception to this is with prior written authorization from Computer Guidance Corporation. Printed in the United States of America. December 13th, 2010 Printing This is a two-sided document that supports duplex printing. Duplex printing can be set up using your printer properties. Support Use the Computer Guidance Customer Support website to report incidents, log modification requests, modify existing support tickets or view a current list of all open or closed tickets.
Contents Chapter 1 Using the CSV Spreadsheet................................................. 1-1 Employee Time Entry....................................................... 1-2 Union Adjustments....................................................... 1-4 Chapter 2 Importing the CSV Spreadsheet.............................................. 2-1 Transferring the CSV spreadsheet to the iseries................................. 2-1 The System i Navigator................................................... 2-1 System i Navigator Import window........................................... 2-3 Importing the CSV spreadsheet into ecms..................................... 2-4 Timecard Upload Entry................................................... 2-4 Chapter 3 Timecard Import Processing................................................ 3-1 Timecard Import Processing - Edit Register..................................... 3-1 Timecard Import Edit Register.............................................. 3-2 Timecard Import Processing - Maintenance..................................... 3-4 Timecard Import Selection................................................. 3-4 Timecard Import Selection - Change Mode.................................... 3-5 Timecard Import Processing - Update.......................................... 3-6 Timecard Import Update Selection.......................................... 3-6 Payroll Entry - Edit Register.................................................. 3-7 Timecard Import
Timecard Import
Chapter 1 Using the CSV Spreadsheet With one exception, the entry fields on the CSV spreadsheet have been developed to duplicate those in the ecms Payroll application, and, when imported, the spreadsheet data will be processed as if entered in ecms. The exception is the Cost Distribution, which needs to be entered as a continuous string (no decimals). our spreadsheet entries will be interpreted by ecms according to their cell location, so it is important to enter data at the correct cell addresses. Following is a list of spreadsheet field headings and corresponding descriptions. Open the spreadsheet and click cell B2 to position the cursor. After entering data, the cursor can be positioned for the next entry by using the arrow keys, or by clicking in a specific cell. COMPAN/DIVISION - EMPLOEE B2 & B3 The Company and Division to which the Employee s time will be charged. JOB/SUB JOB DA WEEK B4 The Job/Sub Job Number associated with these entries. This field is not mandatory, but leaving it at its default value of zero (0) will cause the system to assume Day 7 and though Employees will still receive paychecks, Certified Payroll Reports will not be generated. If Workers Compensation rates, Pay rates, Deductions, and Benefits have been set up to be Date Sensitive, then time should be entered by Day number. Day 1=First day of the Payroll week. Separate entries may be made for each day, or part of a day, or one entry may be made for the entire week (use Day = 0 in this case).. The Week Number is used to group records from the same pay period for processing and to control the calculation of Union Deductions, Union Benefits, and Employee Deductions based upon specific week numbers. Different week numbers must be used to process two of the same type of check (two manual-payoff checks are common), for the same employee, in the same payroll run. These checks would be combined if processed for the same payroll period. If multiple checks are processed for an employee at the same time, the system treats each check separately, which can cause a problem with taxes, deductions, benefits, and so on that have limits.. W/E DATE B5 B6 B7 A Week Ending Date is required during Payroll Entry, and is validated against the following: Employee Master Union Master Employee/Employer Tax Tables Employee Class Worker s Compensation Union Class Payroll Distribution Master M and D codes only) Use a Week Ending date to: a. Process multiple weeks in the same payroll run, while keeping the time separate for Union or Certified Payroll reporting b. Pay other than weekly while keeping separate dates for weekly Time & Material billing. This date prints on the paycheck and pay stub, and is used by the Certified Payroll Report and the following files:. Time Card History File Workers Comp History File Monthly History File Monthly Benefit File Timecard Import Using the CSV Spreadsheet 1-1
Employee Time Entry BATCH If batches are used for payroll processing, enter a user-defined Batch Number. COMPAN/DIVISION NAME - DISTRIBUTION This is a required field. Used to charge the Employee's time to a Company/Division other than those originally specified. All Labor Cost and Burden are charged to the Job Cost and/or General Ledger accounts in the Distribution Company/Division. An Intercompany Payable and Receivable General Ledger transaction is created for the total amount of the intercompany transaction. The system uses the General Ledger Intercompany Payable and Receivable accounts entered in the Payroll defaults. Employee Time Entry The row numbers of the cell addresses listed in this section pertain only to the first Employee entered, and will increment for subsequent Employees. EMP. # Employee Numbers can be duplicated across Companies and Divisions. EMPLOEE NAME - FIRST/LAST The Employee Name as it will appear on the check. TAX CODE The Employee s Tax Code HOURS ST/OTHER B8 A17 C2 & C3 B17 & C17 Enter the number of Regular Hours and Other Hours for this entry. These fields are 5 characters in length and will accept two whole numbers, a decimal point, and two decimal places. Note Other Hours that are not assigned an Hour Type code (see below), will be interpreted by the system as Overtime Hours and assigned a pay rate of 1 1/2 times the regular hourly rate. TPE CODE D17 E17 & F17 Other Hours are grouped and reported under one of these codes. Other Hours, by differentiating them from Overtime Hours, can be included or excluded from Union Benefits or Workers Compensation premium calculations. Comp Time hours (CE or CU) are only valid if the CGC Human Resources System is installed. When a proof is run, Subsistence Pay hours (SB) are multiplied by the Other rate, and a non-taxable travel adjustment is created. The Subsistence Pay hours are then dropped from the process. Premium pay rate is used. These codes are set up in Payroll File Maintenance. Payroll File Maintenance Additional File Maintenance Other Hours Types The following table lists the most commonly used codes ( * - Indicates Premium Pay Rate). Hour Type Code *DT *TR Description Double Time Hours Triple Time Hours *P Premium Time Hours VA HL S *DH *TH CE CU SB Vacation Hours Holiday Hours Sick Hours G17 Double Time and One-Half Hours Time and One-Half Hours Comp Time Earned Comp Time Used Subsistence Pay 1-2 Using the CSV Spreadsheet Timecard Import
Employee Time Entry RATE ST/OTHER The Standard rate of pay, and the rate of pay for non-standard hours. EXTENSION TOTAL Hours multiplied by Rate. JOB/SUB JOB The Job/Sub Job if different than the one entered in B4. COST CODE/CT The Cost Distribution and Cost Type. The Cost Distribution is all alpha, all numeric or both alpha/numeric as defined in the company defaults. A Cost Distribution needs to be entered as a continuous string, i.e., no decimals. TICKET # DA Enter the Ticket Number. Enter the Day Number. EMPL CLASS/TPE The Employee s Class and Type as entered in the Employee s Master record. One or both of these codes can be changed to another valid code. Changing the Employee Class or Type can change Pay rates, Worker's Compensation Code and/or Union Benefits, depending on the information entered in the Employee Master, the Job Description file, the Job Cost file, or the Union Master. STATUS CODE A for Active. T for Terminated. COMPAN NUMBER Enter the Company Number is different from B2. DIVISION NUMBER Enter the Division Number is different from B3. SEQUENCE # Enter the current payroll sequence code. CHECK TPE Enter a check type as set up in File Maintenance Check Type Description. PA TPE Enter the Pay Type. EMPLOEE COMPAN Enter the Employee Company. EMPLOEE DIVISION Enter the Employee Division. DEPARTMENT SHIFT Enter the Employee s Department Enter the Employee s shift. CREW # H17 & I17 J17 K17 L17 & M17 N17 O17 P17 & Q17 R17 S17 T17 U17 V17 W17 X17 17 Z17 AA17 AB17 The Crew Number is used to print Checks, Time Cards, and the Payroll Register ordered by Crew Number Timecard Import Using the CSV Spreadsheet 1-3
Employee Time Entry Union Adjustments Union Adjustments UNION NBR The Employee s Union Number ADJ CODE Union Adjustment Code ADJ NBR Union Adjustment Number ADJ TPE Union Adjustment Type AMOUNT Union Adjustment Amount WEEKENDING DATE The Weekending date AC17 AD17 AE17 AF17 AG17 AH17 1-4 Using the CSV Spreadsheet Timecard Import
Chapter 2 Importing the CSV Spreadsheet After entering your data on the CSV spreadsheet you will need to import it into ecms. The first step will be to transfer the spreadsheet to the iseries. ou will then import the file into ecms using the Timecard Upload procedure in the Integration Suite application. Transferring the CSV spreadsheet to the iseries The System i Navigator 1. On the Windows taskbar, click Start Programs System i Navigator. Timecard Import Importing the CSV Spreadsheet 2-1
Transferring the CSV spreadsheet to the iseries The System i Navigator 2. Click the plus sign next to your iseries (10.1.1.10 in the graphic) to expand the list. 3. Click the plus sign next to File Systems. 4. Click the plus sign next to Integrated File System. 5. Click the plus sign next to Root. 6. Click the plus sign next to cms. ou will need to create this folder if this is your first time using this procedure. To create the cms folder a. From the File menu, select New Folder. b. On the New Folder popup window, enter the file name, cms, and click OK. 7. Click on the import option. ou will need to create this folder if this is your first time using this procedure. To create the import folder a. From the File menu, select New Folder. b. On the New Folder popup window, enter the file name, import, and click OK. 2-2 Importing the CSV Spreadsheet Timecard Import
Transferring the CSV spreadsheet to the iseries System i Navigator Import window System i Navigator Import window 8. Open the folder containing your CSV spreadsheet and drag the file to an open line on the Import window (see below). If a file of this name already exists, you will be prompted to overwrite. 9. Close the System i Navigator Import window. Timecard Import Importing the CSV Spreadsheet 2-3
Importing the CSV spreadsheet into ecms Timecard Upload Entry Importing the CSV spreadsheet into ecms Now that the spreadsheet has been transferred to the iseries you can import it into ecms using the Integration Suite application. Integration Suite PDA Interface Timecard Import - Timecard Upload option Timecard Upload Entry When you access this screen, the path to the CSV spreadsheet is supplied. \CMS\Import\ Enter the name of the spreadsheet file at the end of this path, and click OK. 2-4 Importing the CSV Spreadsheet Timecard Import
Chapter 3 Timecard Import Processing The Timecard Import procedure is used to download Payroll data from a custom Payroll program. Use this option to print an Edit Report of the download transactions, correct or delete imported payroll records, and transfer uploaded records into the normal payroll work file. After completing this procedure, you will need to run the regular Payroll Edit for the imported timecards to verify that no errors exist. Payroll Entry Edit Register The Timecard Import options can be accessed from the Payroll Entry menu. Where do you want to go? "Timecard Import Processing - Edit Register" on page 3-1 "Timecard Import Processing - Maintenance" on page 3-4 "Timecard Import Processing - Update" on page 3-6 Timecard Import Processing - Edit Register Depending on the Universal Equipment Company settings in the Equipment Accounting defaults, the error message: UNIVERSAL EQP CO/DIV NOT THE SAME AS DIST CO/DIV will display if: 1. The Equipment Company/Division used to enter payroll is not the same as the Distribution Company/Division. AND 2. The Equipment Accounting defaults, Universal Equipment Company and Edit Universal Equipment Co/Div to Distribution Co/Div (Repair Non-Job Only), are set to. System Administration Application Installation Set-Up Default Values Equipment Accounting option - pages 1 and 3. Timecard Import Timecard Import Processing 3-1
Timecard Import Processing - Edit Register Timecard Import Edit Register Timecard Import Edit Register Day Number Use the From/To fields to define a range of days, or accept the defaults (0 to 7) to include all day numbers. Specify a single day by entering that number in both fields. Week Number Use the From/To fields to define a range of weeks, or accept the defaults (0 to 5) to include all week numbers. Specify a single week by entering that number in both fields. Print Format Select a code to determine the format in which the Edit Report should print. If data was initially entered using the Weekly Time Card Entry screen, editing that data would be much easier if it were printed using the same format. D W Daily Format listing Weekly Format listing Pay Type This option will appear only when an Executive Security Code was used. 1 Print the Edit only for the Executive payroll 2 Print the Edit only for the Non-executive payroll 3 Print the Edit for both the Executive and Non-executive payroll 3-2 Timecard Import Processing Timecard Import
Timecard Import Processing - Edit Register Timecard Import Edit Register Errors Only Print only records with errors. N Print all records. Note Error messages will print below invalid entries regardless of this selection. All Batches N Batch Totals Batch Sequence Print Equipment Number Crew/Group Print Sequence Job Queue OK Click Print all Payroll Batches generated for the selected criteria. The Batch Selection screen opens. Include the Batch totals in the printout. List the edit ordered by Batch Number. Include the Equipment Number in the printout. Include the Crew/Group Number in the printout. 1 Print the edit ordered by Employee Number. 2 Print the edit in the order in which the entries were made. 3 Print the edit ordered by Job Number. 4 Print the edit ordered by Employee Class. 5 Print the edit ordered by Department Number. N Process this Job on the Job Queue. Process this Job interactively. to process these entries. Timecard Import Timecard Import Processing 3-3
Timecard Import Processing - Maintenance Timecard Import Selection Timecard Import Processing - Maintenance This option is used to correct, or delete, imported payroll records. Depending on the Universal Equipment Company settings in the Equipment Accounting defaults, the error message: UNIVERSAL EQP CO/DIV NOT THE SAME AS DIST CO/DIV will display if: 1. The Equipment Company/Division used to enter payroll is not the same as the Distribution Company/Division. AND 2. The Equipment Accounting defaults, Universal Equipment Company and Edit Universal Equipment co/div to Distribution Co/Div (Repair Non-Job Only), are set to. System Administration Application Installation Set-Up Default Values Equipment Accounting option - pages 1 and 3. Timecard Import Selection CHANGE MODE Click to access the "Timecard Import Selection - Change Mode screen", on which to make corrections after the timecards have been imported. 3-4 Timecard Import Processing Timecard Import
Timecard Import Processing - Maintenance Timecard Import Selection - Change Mode Timecard Import Selection - Change Mode Group Number Enter the Group Number for this transaction. This number will print on the Timecard Import Edit Register. Delete N Be sure to click OK to record your change. Click Entry Mode if you want to end Change mode input. Change Cost Distribution Allows access to the Change Cost Distribution Entry screen. This option is ONL available for entries made on screen Type E (Job with Cost Distribution). Attempting to access this option for entries made on other screen types will generate the error message: Group# not entered using job with cost distribution screen. ou may change the Job/Sub Job Number, the Cost Type and the Cost Distributions. These changes made will be reflected in all of this Costs Distribution s entries for this Group. OK Click Delete this Group. All transactions for this Group Number will be deleted. Modify, or delete, a specific transaction in this group. Click OK to display the usual Payroll Detail Change screen. See the Payroll Entry/Change Selection screen documentation for details.. ou will be returned to the Timecard Import Change Mode Selection screen. Timecard Import Timecard Import Processing 3-5
Timecard Import Processing - Update Timecard Import Update Selection Timecard Import Processing - Update This option is used to transfer uploaded records into the Payroll work file so they may be included in Payroll processing. If you set the Payroll default, Import Update - Assign Group # by Employee, to, then one group number will be assigned per employee during the import update. System Administration Application Installation Set-Up Default Values Payroll option - screen 4 If you set Payroll default, Import Update - Assign Group # by Employee, to N, then separate group numbers for each transaction will be assigned during the import update, if the import file has separate group numbers. Timecard Import Update Selection Update All Batches N Batches w/errors N Post all Batches. Post individually selected Batch numbers. Post items within a Batch even if an entry in that Batch number is in error. Do not post items within a Batch if any entry in that Batch number is in error. Pay Type This option appears only when an Executive Security Code is being used. 1 Post only the Executive Payroll. 3-6 Timecard Import Processing Timecard Import
Payroll Entry - Edit Register Timecard Import Update Selection 2 Post only the non-executive Payroll. 3 Post both Executive and non-executive Payroll. Weekly Date to Use Enter an alternative date to use if the current week does not exist. Click the prompt to select from a calendar. Override all transactions Week Number to Use if none in record Enter an alternative week to use if the current week does not exist. Override all transactions Override all weekly dates with the date entered in the Weekly Date to Use if none in record field. Override all week numbers with the number entered in the Weekly Number to Use if none in record field. Job Queue Place the record in the Job Queue. Payroll Entry - Edit Register Before processing payroll, verify that no errors exist by running the regular Payroll Edit for the imported timecards. Payroll Entry Edit Register Timecard Import Timecard Import Processing 3-7