Import Batch Timecard

The procedures for using the Impact Batch Timecard program are included in the version 5.0 and 5.1 User Documentation. The following is a list of the basic steps for importing a batch timecard file and posting the imported records. Please refer to the procedures below for more complete instructions.

Menu Path: Human Resources > Entry & Processing > Payroll > Import Batch Timecards

Creating a File for Import

Users can create the file to be imported into Batch Employee Timecards in a number of ways. The easiest is to use a spreadsheet. The file can contain one or more pay runs of batch timecards. The database table used to store batch timecards in the Import Batch Timecards option is itimecard. The file created can contain any of the following fields in any order. Once the file is created, save it with the extension *.xml, *.exml, *.csv, *.txt, or *.unl.

itimecard.empl_no (Employee Number) - Required
The field must be included in the file or entered in the Static Column Value Mapping page of the wizard.
itimecard.pay_run (Pay Run) - Required
itimecard.classify (Job Class) - Required
This field is required for the import and to post to your live pay run. If the field is not in the file or entered on the Static Column Value Mapping page, the value will default from the employee's Class field on their primary pay rate during the import.
itimecard.pay_code (Pay Code) - Required
This field is required for the import and to post to your live pay run. If the field is not in the file or entered on the Static Column Value Mapping page, the value will default from the employee's Pay Code field on their primary pay rate during the import. This field must be 3 characters in length, so you may need to format codes with leading zeros.
itimecard.hours (Hours) - Required
This field, if not in the file, will default to 0 in the Static Column Value Mapping page, which you may change. If hours are not needed for the timecard entry then leave the default at zero.
If the Pay Code to be imported for the employee has a pay type of Hourly, Daily or Per Unit, the Pay Amount must equal Hours X Pay Rate for the timecard entry to be imported.
itimecard.payrate (Pay Rate) - Required
This field, if not in the file, will default to 0 in the Static Column Value Mapping page. The value may be modified. If pay rate is not needed for the timecard entry, then leave the default of zero.
Upon import, if this field is not in the file, the following values will default:
- If the job class and pay code for the employee are associated with a pay rate record, the pay rate amount will default from that pay rate record, regardless of the 0 default.
- If the job class is associated with a pay rate record but not the pay code, and the Pay Method on that pay rate is P - Pay Period or R - Range/Step Pay Period, the pay rate will default to be the pay rate's Docking Rate times the pay code table's Rate field.
- If the job class is associated with a pay rate record but not the pay code, and the Pay Method on that pay rate is H - Hourly, D - Daily or S - Range/Step Pay Rate, the pay rate will default to be the pay rate's Rate times the pay code table's Rate field.
- If neither the job class nor the pay code used are associated with a pay rate for the employee, the pay rate will default from the pay code table's Rate field.
If the Pay Code to be imported for the employee has a pay type of Hourly, Daily or Per Unit, the Pay Amount must equal Hours X Pay Rate for the timecard entry to be imported.
itimecard.amount (Pay Amount) - Required
If the Pay Code to be imported for the employee has a pay type of Hourly, Daily or Per Unit, the Pay Amount must equal Hours X Pay Rate for the timecard entry to be imported.
itimecard.orgn (*Budget Unit*)
This field is required for the import if the employee's Account is in the file or entered on the Static Column Value Mapping page.
itimecard.account (Account)
This field is required for the import if the employee's *Budget Unit* is in the file or entered on the Static Column Value Mapping page.
itimecard.proj (*Project*)
This field is required for the import if the employee's Project Account is in the file or entered on the Static Column Value Mapping page.
itimecard.pacct (Project Account)
This field is required for the import if the employee's *Project* is in the file or entered on the Static Column Value Mapping page.
itimecard.tax_ind (Tax Indicator)
itimecard.pay_cycle (Pay Cycle) - Required
This field, if not in the file, defaults to 1 in the Static Column Value Mapping page, which you may change. May be modified.
itimecard.flsa_cycle (FLSA Cycle) - Required
This field, if not in the file, defaults to 0 in the Static Column Value Mapping page, which you may change.
itimecard.start_date (Start Date)
This field is required if the pay code in the file or the value entered for the pay code in the Static Column Value Mapping page is associated with leave.
itimecard.stop_date (Stop Date)
This field is required if the pay code in the file or the value entered for the pay code in the Static Column Value Mapping page is associated with leave.
itimecard.lv_hrs (Leave Hours/Days)
This field is required if the pay code in the file or the value entered for the pay code in the Static Column Value Mapping page is associated with leave. If the field is not in the file or entered on the Static Column Value Mapping page, the value will default the itimecard.hours during the import.
itimecard.remarks (Remarks)
itimecard.sub_id (Substitute Employee Number)
itimecard.sub_pay_code (Substitute Pay Code)
This field is required for the import when a Substitute ID is entered. If the field is not in the file or entered on the Static Column Value Mapping page, the value will default from the substitute's Pay Code field on their primary pay rate during the import. This will occur when the three fields, Substitute Pay Code, Substitute Pay Class, and Substitute Pay Rate, are not being imported.
If the file contains the Substitute Pay Class, but not the Substitute Pay Code, then the Substitute Pay code will default from the substitute's pay rate record that is associated with the Pay Class in the file.
itimecard.sub_pay_class (Substitute Pay Class)
This field is required for the import and to post to your live pay run if a Substitute ID is entered. If the field is not in the file or entered on the Static Column Value Mapping page, the value will default from the substitute's Class field on their primary pay rate during the import.
itimecard.sub_pay_rate (Substitute Pay Rate)
This field is required for the import and to post to your live pay run if a Substitute ID is entered.
Upon import, if this field is not in the file and the Job Class and Pay Code for the substitute is associated with a pay rate record, the pay rate amount will default from that pay rate record. If it is not associated with a pay rate record, the default will be from the Pay Code Table.
For a substitute, the pay code must have a pay type of Hourly, Daily or Per Unit. The Amount Paid to Substitute must equal Substitute Hours/Days X Substitute Pay Rate for the timecard entry to be imported.
itimecard.sub_amt_paid (Amount Paid to Substitute)
This field is required for the import and to post to your live pay run if a Substitute ID is entered. If the field is not in the file or entered on the Static Column Value Mapping page, upon import the Amount Paid to Substitute will be calculated using Substitute Hours/Days X Substitute Pay Rate.
The Pay Amount must equal Substitute Hours/Days X Substitute Pay Rate for the timecard entry to be imported.
itimecard.sub_loc (Substitute Location)
This field, if no value is entered in the file or on the Static Column Value Mapping page, will default the value from the employee's Location field on the Personnel Tab of Employee Information option.
itimecard.sub_tax_ind (Substitute Tax Indicator)
itimecard.sub_orgn (*Budget Unit* for Substitute)
This field is required for the import if a Substitute ID and Substitute Account are in the file or entered on the Static Column Value Mapping page.
itimecard.sub_acct (Substitute Account)
This field is required for the import if a Substitute ID and Substitute *Budget Unit* are in the file or entered on the Static Column Value Mapping page.
itimecard.sub_start (Substitute Start Date)
This field is required for the import and to post to your live pay run if a Substitute ID is entered. If the field is not in the file or entered on the Static Column Value Mapping page, the value will default from the employee's start date.
itimecard.sub_stop (Substitute End Date)
This field is required for the import and to post to your live pay run if a Substitute ID is entered. If the field is not in the file or entered on the Static Column Value Mapping page and there is no value in the Substitute Start Date field, the value will default from the employee's stop date. If the Substitute Start Date has a value in the file or on the Static Column Value Mapping page and there is no value for the Substitute End Date, then the value will default from the substitute's start date.
itimecard.sub_hrs (Substitute Hours/Days)
This field is required for the import and to post to your live pay run if a Substitute ID is entered. If the field is not in the file or entered on the Static Column Value Mapping page, the value will default from the employee's leave hours/days.
For a substitute, the pay code must have a pay type of Hourly, Daily or Per Unit. The Amount Paid to Substitute must equal Substitute Hours/Days X Substitute Pay Rate for the timecard.

In the import wizard, clicking Next advances you to the next page, clicking Previous returns you to the previous page, and clicking Cancel returns you to the Import Batch Timecards page.

Importing a file into Batch Timecards

Select Human Resources > Entry & Processing > Payroll > Import Batch Timecards.
Click Import on the Action Bar to display the File Import and Data Selection page.
Click Browse in the Select a File to Import section to locate the file to import from your computer or network server.
Once the file is located, select the file, and then click Open to display the file in the File to Import field.
Click Load to load the file's data into the Import File Data section.
In the Import File Data section, select the line that will be used for the Column Titles, and then click Set Column Titles. The data selected will appear in the section's column headings.
If the incorrect line was selected, click Reset Column Titles to put the line back into the list section. Select the correct line and then click Set Column Titles again.
Once the column titles are set, select the lines to import. This can be done using one of the following methods:
- To select a group of consecutive lines, select the first line, hold down the Shift key, and then click the last line.
- To select multiple, non-consecutive lines, hold down the Ctrl key and then click each line individually.
  Do not select blank lines, as this prevents the import process from completing.
When all the lines have been selected, click Next.
In the Define Column Mapping page, select a mapping in the Saved Import Mapping field or tab into the Table Field column for the first Import File Column to map the file column to the appropriate field in the database table.
The Field Description column will default to a user-friendly name and cannot be changed.
Once the columns in the file have been mapped to the fields in the database table, click Next.
- If there are errors where the data in the file does not meet the requirements of the database table, the Import Errors page will appear. You will not be able to proceed until the file or mapping is corrected. In the example below, on the Define Column Mapping page, in step 9, the Pay Run field on the file was mapped to the itimecard.empl_no.
- The Employee Number field on the file was mapped to the itimecard.pay_run field. Since the itimecard.empl_no field in the database is numeric and in the file for the Pay Run column, the data contained letters, and the Import Errors page appears.
- If there are no errors with the requirements between the data in the file and the database table, the Static Column Value Mapping page will display.
In the Static Column Value Mapping page, some required fields from the database table that are not mapped on the Define Column Mapping page will display with defaulted values. Other required fields where the defaults are processed during the import will not automatically display on this page. However, they can be mapped statically using the Append Row button along with non-required fields that are in the database table and not in the file. Values entered in the Static Column Value Mapping page will be used for every line number in the file being imported. For more information, refer above to Creating a File for Import section.
Once the static mapping is complete, click Next to display the Save Import Mapping page.
In the Save Import Mapping page, you can assign a unique name to the mapping you just defined.
- If you choose to make the mapping Public, anyone who can import a file can use the mapping.
- If you choose to make the mapping Restricted, users other than the owner of the mapping will not be able to update the saved mapping.
  Note
  The ability to add and update an import mapping on the Save import Mapping page is dependent on security as well as the Restricted field.
Once the selections on the Save Import Mapping page have been completed, click Finish to close the Import wizard.
If there are any errors or warning messages during data validation when the file is imported, the Import Status page will display.
On this page, all errors and warning messages will display. The Line # column represents the line number in the actual file to make it easier to find the data that needs to be corrected before it can be imported.
The Summary Information section will display the number of Errors, Warnings, and Successes. If there are no Successes, the Import item will not appear on the page.
You can choose to display Warnings Only, Errors Only, Warnings/Errors Only, or Show All information by making the appropriate selection in the Display Results field. You can also print the listing of errors by clicking Print.
You can choose to import any successes by clicking the Import item or choose to correct the file and run through the import process again. To exit without importing any records, click Back.
If there are no errors with the data validation or if the Import item is selected in the Import Status page, the Confirmation dialog will appear.
Click Yes to import the file. This will generate the final Confirmation.
The batch timecards will now display on the Import Batch Timecards page.