Payroll Integrator

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These instructions will provide information on the available Interface program for Payroll Vendors. 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.

For the District Administrator: Before posting staff attendance records, the administrative steps below should be done.

Menu Location

Payrollmenu.png


On the left navigation panel, select Human Resources > Interfaces > Payroll Integrator.

Setup Options

Payrollsetup.png

  1. Permission Configuration:
    • In User Management edit the permissions for the person that will control the Staff Attendance District Defaults.
    • Give this person RW permissions for the category Staff; then, a RW Program permission for Post Transactions; then an Action permission for Set District Defaults of Insert/Update/Delete.
  2. Edit District settings: District Defaults and Attendance Codes
    • Set District Defaults in the Employee Attendance Posting program, click the Action button and select Set District Defaults to set items such as Vendor, default attendance code, and pay periods.
    • Edit Attendance Codes via the Options button at the bottom of the Payroll Integrator Setup Box. If your payroll vendor does not require a translation of absence reasons from the default list, the Options button will not be on the setup box.
    NOTE--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.


Payroll Integrator Instructions

  1. Under Human Resources in the left panel of JCAMPUS, expand the Interfaces area.
  2. Select Payroll Integrator.
  3. If you need instructions for setup values to be used, follow the link for Standard Setup Options.
  4. The next item is not found on the standard setup options document.
  5. Options button: 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 section above on how to enter these translations.
  6. Click OK to move to the next screen.
  7. 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.
  8. Print the summary page using the print instructions below.
  9. Make necessary corrections and repeat the process to obtain the error free file needed for export.
  10. After all errors have been corrected, you are ready to export the file.


Export Instructions

  1. Close the print preview window.
  2. The screen display will be a table of the non-attendance records for the date range used in the setup box.
  3. Click the Export button at the bottom of the screen.
  4. A text display of the data will appear on the screen.
  5. The data display will be in the required format based on your payroll vendor requirements.
  6. Right click in the export preview window and select Save As. The Windows Save As dialog box will appear on the screen.
  7. Navigate to the preferred location using the Save In field at the top of the dialog box.
  8. Enter the file name in the File Name field at the bottom of the dialog box.
  9. The appropriate file type will be pre-selected for you.
  10. Click Save.
  11. 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

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