Payroll Import Definitions

Use the Payroll Import Definitions window to create a definition for files you'll use to import supplements/additional pay and leave into a payroll batch.

Supplements: Importing supplements into a payroll batch is a way to handle substitute pay without configuring a position for every role the sub might fill.

Leave: The bulk import into a payroll batch is used for leave that affects the employee's leave bank, not the leave for which the employee is paid. That leave is entered through the time sheet. If leave does both, it will have to be imported in both places.

Add a payroll import definition

1. Navigate to Admin > Data Management > Payroll I/O > Batch Import Defn from the Modules menu, and that window opens.

2. Click Create New Definition, and this window opens.

3. Enter a Name for the file definition.

4. Select the File Type from XLS, CSV, EDI, and XML.

5. Complete the remaining fields based on the selected file type.

• XLS and XML: Select the Key Type from SSN, Local ID, TSDS UID, and Timeclock ID.

• CSV

• Record Type Location:

• Has Header Row: Check the box if the data file has a header row.

• Delimiter: Select from Comma (,), Tab, Pipe (|), and Semicolon (;).

• Key Type: Select from SSN, Local ID, TSDS UID, and Timeclock ID

• EDI

• Record Type Location:

• Has Header Row: Check the box if the data file has a header row.

• Key Type: Select from SSN, Local ID, TSDS UID, and Timeclock ID

6. Click  Create. The record is saved, and additional tabs are visible. Example

7. Click Edit Definition, and change Allow in Editor to True, if you want this definition to be available for payroll batch import.

8. Click  Save.

Create a file definition for supplements

1. Click on the Supplemental tab.

2. Click Create Supplemental Definition, and this window opens.

3. Complete the fields as described.

• Header Utilization: Select from No Header, Ignore Header, and User Header For Column Mapping.

• Sheet Number: Select the number of the sheet containing the data you want to import.

• Location Fields: For the Batch ID, you can bind it to the supplement type, or you can leave it empty to use with any batch.

• User Header For Column Mapping: Enter the column header text — e.g. for Staff ID, enter StaffId.

• Ignore Header: Indicate the column containing the Staff ID, etc..

4. Click  Save.

Create a file definition for leave

1. Click on the Leave tab.

2. Click Create Leave Definition, and this window opens.

3. Complete the fields as described.

• Header Utilization: Select from No Header, Ignore Header, and User Header For Column Mapping.

• Sheet Number: Select the number of the sheet containing the data you want to import.

• Location Fields: For the Batch ID, you can bind it to the leave type, or you can leave it empty to use with any batch.

• User Header For Column Mapping: Enter the column header text — e.g. for Staff ID, enter StaffId.

• Ignore Header: Indicate the column containing the Staff ID, etc..

4. Click  Save.

Test the import file

1. Click  on the Details tab.

2. In the Testing section, click Choose File, navigate to the file location, and open it.

3. Click  Test File.

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