Difference between revisions of "Payroll Integrator"

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These instructions will provide information on the available Interface programs for Payroll Vendors.
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__NOTOC__
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'''This program will provide a way for users to integrate the transactions into the local payroll system. It will also create a file to export to the payroll database for importing the non-attendance records for your employees preventing the need for a second person to keypunch the non-attendance records into the payroll database.'''
  
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Only a District Administrator has permission to edit the settings necessary for using this interface.
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*Only a District Administrator has [[permission]] to edit the settings necessary for using this interface.
 +
*Before posting staff attendance records, the administrative steps '''Payroll Integrator Instructions''' below should be done.
  
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For the District Administrator:
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==Menu Location==
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Before posting staff attendance records, the administrative steps below should be done. Call or email Edgear Support for
 
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assistance in these steps (support@edgear.com or 800.509.7070).
 
  
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#Permission Configuration: In User Management, the user who will control staff attendance District Defaults needs
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'''Human Resources > Interfaces > Payroll Integrator'''
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RW permissions for the category of Staff. Next, in Staff, a RW Program permission is to be assigned for Post
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Transactions. Finally, an Action permission of Insert/Update/Delete for Set District Defaults is given to this user.  
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==Setup Options==
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This will allow the user to control District Default settings for the staff attendance program.  
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#Set District Defaults: The district coordinator in charge of staff attendance needs to set the District Defaults, which in  
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[[File:payrollintegratorsetup3.png]]
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turn will be pushed out to the other users.  
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  a. In the Employee Attendance Posting program, click Action, then District Defaults to set items such as Vendor, default attendance code, and pay periods.
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'''Payroll Vendor''' - Click the box and choose a vendor.
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  b. If the district payroll vendor is in the following list (Clayton, McAleer, Methods, Munis, software Services) the district administrator will need to edit the Attendance Codes. This is done in the Employee Attendance Posting program under Action. Refer to the instructions below on how to enter the information to edit the Attendance Codes.
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'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
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'''District''' - Default value is based on the user's security settings. It will be limited to their district only.
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'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.
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'''Errors to Check''' - Select errors to be shown in the report.
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'''Start Date and End Date''' - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.
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'''Audit for Date Range (Warning Only)''' - Select to audit days vs. date range in transactions. (Warning Only)
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'''Partially Hide SSN''' - Select to hide the first 5 numbers of the SSN in the Error Report.
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'''Do not audit Sub ID 000000''' - Select this option to not show Sub ID 000000 on Error Report.
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'''OK''' - Click to continue
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To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
 +
 
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==Main==
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 +
[[File:payrollmain.png]]
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===Column Headers===
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'''Staff SSN''' - Staff member's social security number
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'''Staff Name''' - Staff member's name
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'''Sch''' - School site number
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'''Reason''' - Code for absence reason
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'''Doctor''' - Dr's Excuse Y or N
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'''Start Date''' - Absence start date
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'''End Date''' - Absence end date
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'''Days''' - Number of days absent
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'''Hours''' - Number of hours absent
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'''Sub SSN''' - Substitutes social security number
 +
 
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'''Sub Name''' - Substitutes name
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'''Minute''' - Number of minutes absent
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To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
 +
 
 +
===Payroll Integrator Instructions===
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'''Options''': This button will only be present if the district Payroll Vendor requires a translation from the default absence reason codes to the vendor set of reason codes. Only the district person that controls the staff attendance district defaults can edit these translations if needed. Refer to the [[permission]] link on how to enter these translations. Note that at the bottom of these instructions there are several lists of codes: Vendor specific codes and Default codes. Print the list of vendor specific codes for your district's payroll vendor and default codes and give to your Payroll department. The Payroll department must identify the Vendor specific code for each of the Default codes. These translations must be entered on the Options popup before posting transactions can be done.
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'''OK''' to move to the next screen.
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The first window is a print preview that is a summary of the absences during the date range used on the setup box. If there are any records with errors, these will be listed on this print preview along with an error code at the right end of each line. There is also a legend of the code definitions. Records with errors must be reviewed and corrected before exporting the information for import into the payroll system.
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Print the summary page using the print instructions below.
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Make  necessary corrections and repeat the process to obtain the error free file needed for export.
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After all errors have been corrected, you are ready to '''export''' the file.
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==Bottom==
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 +
[[File:payrollbottom.png]]
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'''Setup''' - Click to go back to the Setup box.
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[[Standard Print Options | '''Print''']] - This will allow the user to print the report.
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'''Help''' - Click to view written instructions and/or videos.
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===Export Instructions===
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Close the print preview window.
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The screen display will be a table of the non-attendance records for the date range used in the setup box.
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Click the '''Export''' button at the bottom of the screen.
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A text display of the data will appear on the screen.
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The data display will be in the required format based on your payroll vendor requirements.
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'''Right click''' in the export preview window and select '''Save As'''. The Windows Save As dialog box will appear on the screen.
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Navigate to the preferred location using the '''Save In''' field at the top of the dialog box.
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Enter the file name in the '''File Name''' field at the bottom of the dialog box.
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The appropriate file type will be pre-selected for you.
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Click '''Save'''.
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Your file is now ready to be moved to the appropriate location for import into the payroll system.
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 +
 
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'''McAleer, Clayton, and Software Services translations for the Default Absence Reasons.'''
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::'''D''' -  Professional Development
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::'''E''' -  Extended Medical Leave
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::'''I''' -  Illness
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::'''O''' -  Other
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::'''P''' -  Personal
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::'''S''' -  School Business
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::'''V''' -  Vacation
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::'''W''' -  Workers Comp
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 +
 
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'''Munis translations for the Default Absence Reasons'''
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::'''300''' - Vacation
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::'''400''' - Sick
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::'''410''' - Workers Comp
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::'''500''' - Jury Duty
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::'''530''' - Sabbatical
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::'''650''' - Prof Dev
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::'''660''' - Leave w/o Pay
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::'''699''' - Comp Time
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 +
 
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'''Methods translations for the Default Absence Reasons'''
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::'''C''' - Worker's Comp
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::'''E''' - Extenuating Reason
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::'''J''' - Jury Duty
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::'''M''' - Maternity
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::'''O''' - School Related
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::'''P''' - Personal Leave
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::'''R''' - Professional Development
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::'''S''' - Sick Leave
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::'''V''' - Vacation
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::'''XL'''- Leave W/O Pay
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::'''XP'''- Suspended W/O Pay
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'''Default Absence Reason Codes--for several vendors you must enter a translation from these codes to equivalent codes based on the lists above. Each of these codes must have an associated translation code.'''
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::'''01''' -  SL-Pers Illness
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::'''02''' -  SL-Family Illness
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::'''03''' -  Pers Leave
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::'''04''' -  Pers Business
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::'''05''' -  Funeral
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::'''06''' -  not used
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::'''07''' -  Workers Comp
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::'''08''' -  not used
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::'''09''' -  School Business
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::'''10''' -  Materity Leave
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::'''11''' -  Jury Duty/Court
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::'''12''' -  Military
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::'''13''' -  Sick Leave
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::'''14''' -  Annual Leave
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::'''15''' -  Emergency
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::'''16''' -  Sabbatical
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::'''17''' -  Bereavement
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::'''18''' -  Comp Time
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::'''19''' -  not used
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::'''20''' -  Forced Dockage
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::'''21''' -  not used
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::'''22''' -  Leave With Pay
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::'''23''' -  Leave Without Pay
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::'''24''' -  Extended Medical Leave
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::'''25-29''' -  not used
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::'''30''' -  Other
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::'''31''' -  Teacher Resignation
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::'''32''' -  Professional Development
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::'''33-39''' -  not used
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::'''40''' -  Stipend
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 +
 
 +
----
 +
[[Human Resources|'''Human Resources''' Main Page]]
 +
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 13:44, 31 July 2023

This program will provide a way for users to integrate the transactions into the local payroll system. It will also create a file to export to the payroll database for importing the non-attendance records for your employees preventing the need for a second person to keypunch the non-attendance records into the payroll database.

  • Only a District Administrator has permission to edit the settings necessary for using this interface.
  • Before posting staff attendance records, the administrative steps Payroll Integrator Instructions below should be done.

Menu Location

Human Resources > Interfaces > Payroll Integrator

Setup Options

Payrollintegratorsetup3.png

Payroll Vendor - Click the box and choose a vendor.

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user's security settings. It will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Errors to Check - Select errors to be shown in the report.

Start Date and End Date - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.

Audit for Date Range (Warning Only) - Select to audit days vs. date range in transactions. (Warning Only)

Partially Hide SSN - Select to hide the first 5 numbers of the SSN in the Error Report.

Do not audit Sub ID 000000 - Select this option to not show Sub ID 000000 on Error Report.

OK - Click to continue

To find definitions for standard setup values, follow this link: Standard Setup Options.

Main

Payrollmain.png

Column Headers

Staff SSN - Staff member's social security number

Staff Name - Staff member's name

Sch - School site number

Reason - Code for absence reason

Doctor - Dr's Excuse Y or N

Start Date - Absence start date

End Date - Absence end date

Days - Number of days absent

Hours - Number of hours absent

Sub SSN - Substitutes social security number

Sub Name - Substitutes name

Minute - Number of minutes absent

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Payroll Integrator Instructions

Options: This button will only be present if the district Payroll Vendor requires a translation from the default absence reason codes to the vendor set of reason codes. Only the district person that controls the staff attendance district defaults can edit these translations if needed. Refer to the permission link on how to enter these translations. Note that at the bottom of these instructions there are several lists of codes: Vendor specific codes and Default codes. Print the list of vendor specific codes for your district's payroll vendor and default codes and give to your Payroll department. The Payroll department must identify the Vendor specific code for each of the Default codes. These translations must be entered on the Options popup before posting transactions can be done.

OK to move to the next screen.

The first window is a print preview that is a summary of the absences during the date range used on the setup box. If there are any records with errors, these will be listed on this print preview along with an error code at the right end of each line. There is also a legend of the code definitions. Records with errors must be reviewed and corrected before exporting the information for import into the payroll system.

Print the summary page using the print instructions below.

Make necessary corrections and repeat the process to obtain the error free file needed for export.

After all errors have been corrected, you are ready to export the file.

Bottom

Payrollbottom.png

Setup - Click to go back to the Setup box.

Print - This will allow the user to print the report.

Help - Click to view written instructions and/or videos.

Export Instructions

Close the print preview window.

The screen display will be a table of the non-attendance records for the date range used in the setup box.

Click the Export button at the bottom of the screen.

A text display of the data will appear on the screen.

The data display will be in the required format based on your payroll vendor requirements.

Right click in the export preview window and select Save As. The Windows Save As dialog box will appear on the screen.

Navigate to the preferred location using the Save In field at the top of the dialog box.

Enter the file name in the File Name field at the bottom of the dialog box.

The appropriate file type will be pre-selected for you.

Click Save.

Your file is now ready to be moved to the appropriate location for import into the payroll system.


McAleer, Clayton, and Software Services translations for the Default Absence Reasons.

D - Professional Development
E - Extended Medical Leave
I - Illness
O - Other
P - Personal
S - School Business
V - Vacation
W - Workers Comp


Munis translations for the Default Absence Reasons

300 - Vacation
400 - Sick
410 - Workers Comp
500 - Jury Duty
530 - Sabbatical
650 - Prof Dev
660 - Leave w/o Pay
699 - Comp Time


Methods translations for the Default Absence Reasons

C - Worker's Comp
E - Extenuating Reason
J - Jury Duty
M - Maternity
O - School Related
P - Personal Leave
R - Professional Development
S - Sick Leave
V - Vacation
XL- Leave W/O Pay
XP- Suspended W/O Pay


Default Absence Reason Codes--for several vendors you must enter a translation from these codes to equivalent codes based on the lists above. Each of these codes must have an associated translation code.

01 - SL-Pers Illness
02 - SL-Family Illness
03 - Pers Leave
04 - Pers Business
05 - Funeral
06 - not used
07 - Workers Comp
08 - not used
09 - School Business
10 - Materity Leave
11 - Jury Duty/Court
12 - Military
13 - Sick Leave
14 - Annual Leave
15 - Emergency
16 - Sabbatical
17 - Bereavement
18 - Comp Time
19 - not used
20 - Forced Dockage
21 - not used
22 - Leave With Pay
23 - Leave Without Pay
24 - Extended Medical Leave
25-29 - not used
30 - Other
31 - Teacher Resignation
32 - Professional Development
33-39 - not used
40 - Stipend


Human Resources Main Page

JCampus Main Page

Retrieved from EDgear Wiki