Import Batch Timecards
Use the Import Batch Timecards page to upload timecard records from an external CSV or Excel file and post them to the live timecard, attendance, and active pay run tables.
Using this option, you can:
Import batch timecards from files on a local workstation or network server.
Maintain existing batch timecard records.
Delete existing batch timecard records individually or in mass.
Print an edit list of your batch timecard records. After reviewing the edit list and making necessary changes, you can post the batch timecards to an active pay run.
This feature allows Ohio school districts to streamline payroll processing by importing time and attendance data from external timekeeping systems, eliminating the need for manual timecard entry.
Ohio-specific functionality
The Import Batch Timecards screen includes several Ohio-specific features:
Feature | Description |
|---|---|
Local Tax Code Import | Allows import of the local tax code (loctaxcd) for each timecard record, supporting Ohio's multiple local tax jurisdictions. The local tax code determines which municipality's tax withholding applies to the employee's pay. |
SERS Days Tracking | Supports import of Current SERS Days for School Employees Retirement System reporting. |
STRS Days Tracking | Supports import of Current STRS Days for State Teachers Retirement System reporting. |
Extra SERS Hours | Allows import of Extra SERS Hours for additional SERS hours paid. |
Extra SERS Days | Allows import of Extra SERS Days for SERS days with no associated hours. |
Ohio reporting integration
The imported timecard data integrates with Ohio state reporting requirements:
Report/Process | Integration |
|---|---|
SERS Reporting | SERS days and hours imported are used to calculate retirement contributions and generate SERS reports. |
STRS Reporting | STRS days imported are used for teacher retirement contribution calculations and reporting. |
Local Tax Reporting | Local tax codes determine tax withholding calculations and are used for local tax reporting (W2, quarterly reports). |
Payroll Processing | Imported timecards flow through normal payroll calculation, applying the correct local tax rates based on the imported tax code. |
Menu path
From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Import Batch Timecards.
Import data
Use the Import option to load batch timecard data from files on a local workstation or network server.
On the Import Batch Timecards page, select Import.
Refer to Import Batch Timecards data for information on importing data.
Maintain Batch Timecards data
On the Import Batch Timecards page, enter the Search Criteria to find the required records and select Search.
Refer to Search for records for more information.To edit a record, select the record and select Accept. Refer to the following, update the information, and select Accept:
To delete a record, select the record and select Delete. Select Yes.
Field descriptions
The following table describes the Ohio-specific fields in the Ohio State Reports section of the Batch Employee Timecard page.
For information about other fields on the Batch Employee Timecard page, refer to Maintain Batch Timecards.
Field | Description |
|---|---|
Local Tax Code | The Ohio local/municipal tax code that determines which jurisdiction's local income tax applies to the timecard entry. This code is validated against the Local Tax Codes page. |
Current SERS Days | The number of SERS (School Employees Retirement System) days paid in the current payroll period. Used for non-certified staff retirement reporting. |
Current STRS Days | The number of STRS (State Teachers Retirement System) days paid in the current payroll period. Used for certified teacher retirement reporting. |
Extra SERS Hours | The additional SERS hours paid that are reported separately from the regular timecard hours. |
Extra SERS Days | The additional SERS days with no associated hours. Used for service credit adjustments. |