Summary

The Import Timecards step is used to import timecard data into Springbrook. This data can originate with third-party time clock applications or it can be generated by an organization to handle things like flat-rate bonuses, retro pay, or timecard corrections. This process will generate a new check in the Computer Checks batch if there is not an exiting check for that employee with the same period begin and end dates. If a check does already exist, the imported timecard data will be added to that check as additional timecard line items.

Step by Step

1     Open the Import Timecards window (PR> Computer Checks> Import Timecards).

2     Configure the import timecards batch.

• The Configuration drop-down field is used to select the standard timecard import configuration or to select a user-configured timecard import file.
  • User-configured import files are used when organizations need to import timecard data from a third-party time clock system. These import files are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • Once you have selected a configuration, use the Display Layout   icon to display the expected layout of the import file.
• Enter the File Name for the .csv timecard file you would like to import or click the field label to browse to the import file.
• Specify the Period Begin date and Period End date for the imported timecards. These are required fields that will determine the timecards' pay period and accrual calculations. The imported timecard data should fall between these dates.
• Specify a Deduction Cycle for the imported timecards. If a deduction cycle is not selected, no deductions or benefits will be calculated for the imported timecards.
• Check the Calculate Accruals toggle if the timecards included in the import batch should have their accruals calculated and added to the checks.
• Check the Process Salary Adjustments toggle if the timecards should generate salary adjustments. This will have the same effect as clicking the Salary icon   on the Timecards Maintenance window.
  • The Salary icon   on the Timecard Maintenance window (PR> Computer Checks> Timecards) is used to create timecard line items based on the pay settings attached to the employee record (PR> Maintenance> Employee> Financial tab). The system will compare the hours on the current pay setting to the total hours on the timecards in the batch. If the hours are not the same, the system will create a timecard line item. For example, if the timecards in the batch total 160 hours but there is 166.66 hours attached to the pay setting revision on the employee record, the system will generate a timecard line item for 6.66 hours using the default pay code on the employee record (PR> Maintenance> Employee> Financial tab> Pay Code field). If the total number of hours on the timecard is greater than the total hours on the pay setting revision, the system will generate a negative line item.
  • The Salary Adjustment toggle will have the same effect. When checked, the system will automatically create a timecard line item so that the total hours on the timecard equals the total hours on the pay setting on the employee record.

3     Confirm the import timecards batch.

• Press Enter or click the Confirm icon to import the timecards into the Computer Checks batch, or enter a date and time in the field next to the Confirm icon to schedule the timecards to import into the batch at a later time.
  • You can view the progress of the Import Timecards process using the Jobs Viewer window.
• Once the timecards have been imported, you can view and edit the timecard data on the Timecards step.