Import Batch Timecards - File Layout and Data Mapping
The Batch Timecards import file format is .xml, .exml, .csv,.txt, or .unl.
The following table shows the data columns, names, descriptions, destination database fields, and whether the field is required in the Batch Timecards .csv import file.
Column | Name | Description | Destination Database Field (table.field) | Required or Optional |
|---|---|---|---|---|
A | Account | The account for distributing the employee's pay on the batch timecard record. Leaving this field blank indicates that the default account will be used when calculating the pay run. The default account can have two sources, the employee's primary pay rate or the pay code table. If the pay code entered includes an account, that account overrides the employee's primary pay rate account. | itimecard.account | Required for the import if the employee's *Budget Unit* is in the file or entered on the Static Column Value Mapping page. |
B | Pay Amount | The amount of the employee's batch timecard record. If the Pay Code to be imported for the employee has an Hourly, Daily, or Per Unit pay type, the Pay Amount must equal Hours/Days X Pay Rate for the timecard entry to be imported. | itimecard.amount | Required |
C | Job Class | The job class assigned to the batch timecard record. | itimecard.classify | 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, it will default from the employee's Class field on their primary pay rate during the import. |
D | Employee Number | The employee's unique ID number, as entered on the Employee Information page. | itimecard.empl_no | Required. The field must be included in the file or entered in the wizard's Static Column Value Mapping page. |
E | FLSA Cycle | The numeric code identifying a cycle for calculating Fair Labor Standards Act (FLSA) overtime. | itimecard.flsa_cycle | Required. If the field is not in the file, the field defaults to zero on the Static Column Value Mapping page. You can edit it if needed. |
F | Hours | The pay hours for the batch timecard record. Used in calculating the employee's Amount on the batch timecard record for pay codes with an hourly, daily, or per unit pay type. | itimecard.hours | Required. If the field is not in the file, the field defaults to zero on the Static Column Value Mapping page. You can edit it if needed. Leave the default zero if hours are not required for the timecard entry. |
G | Leave Hours/Days | The hours or days of the employee's leave. | itimecard.lv_hrs | 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 defaults to the value of itimecard.hours during the import. |
H | Budget Unit | The low organization for distributing the employees' pay on the batch timecard record. Leaving this field blank indicates that the default organization from the employee's primary pay rate will be used when the pay run is calculated. | itimecard.orgn | Required if the employee's Account is in the file or entered on the Static Column Value Mapping page. |
I | Project Account | The project account for distributing the employee's pay on the batch timecard record. Leaving this field blank indicates that the default project account from the employee's primary pay rate will be used when the pay run is calculated. | itimecard.pacct | Required if the employee's Project is in the file or entered on the Static Column Value Mapping page. |
J | Pay Code | The pay code assigned to the batch timecard record. If no pay code was in the imported file or statically mapped, this will be the pay code from the employee's primary pay rate record. | itimecard.pay_code | Required for the import and to post to your live pay run. |
K | Pay Cycle | The code identifying the pay cycle the batch timecard record should be associated with when posted to the pay run. If the field is not in the file, the field defaults to 1 on the Static Column Value Mapping page. You can edit it if needed. | itimecard.pay_cycle | Required |
L | Pay Run | The code identifying the pay run. The pay run must exist in Pay Run Processing and cannot be calculated. | itimecard.pay_run | Required |
M | Pay Rate | The rate used in calculating the employee's Amount on the batch timecard record for pay codes with an hourly, daily, or per unit pay type. If the field is not in the file, the field defaults to zero on the Static Column Value Mapping page. You can edit it if needed. If a pay rate is not required for the timecard entry then leave the default at zero. During the import, if this field is not in the file, the following values default:
| itimecard.payrate | Required |
N | Project | Project for distributing the employee's pay on the batch timecard record. Leaving this field blank indicates that the default project from the employee's primary pay rate will be used when the pay run is calculated. | itimecard.proj | Required for the import if the employee's Project Account is in the file or entered on the Static Column Value Mapping page. |
O | Remarks | Optional note about the leave. | itimecard.remarks | Optional |
P | Start Date | The date of the first day of the employee's leave. | itimecard.start_date | 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. |
Q | Stop Date | The end date of the employee's leave.
| itimecard.stop_date | 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. |
R | Substitute Account | The account for distributing the substitute's pay in combination with the budget unit. You may override the default account, which is taken from the employee's primary rate if needed. | itimecard.sub_acct | Required for the import if the substitute's Budget Unit is in the file or entered on the Static Column Value Mapping page. |
S | Amount Paid to Substitute | The amount of the substitute's pay for this batch timecard record. This value is calculated for pay codes with an hourly, daily, or per unit pay type: Hours/Days X Pay Rate = Amount If the field is not in the file or entered on the Static Column Value Mapping page, the value is calculated using Substitute Hours/Days X Substitute Pay Rate. | itimecard.sub_amt_paid | Required if a Substitute Employee Number is present. |
T | Substitute Hours/Days | The total hours or days the substitute worked. This value is used to calculate the substitute's Amount field. If the field is not in the file or entered on the Static Column Value Mapping page, the value defaults from the regular employee's leave hours/days.
| itimecard.sub_hrs | Required if a Substitute Employee Number is present. |
U | Substitute Employee Number | The substitute's unique ID number, as entered in the Employee Information page. 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, a substitute's information can be entered to be associated with the timecard. | itimecard.sub_id | Optional |
V | Substitute Location | The work location of the substitute's assignment. If the field is not in the file or entered on the Static Column Value Mapping page, the value defaults from the employee's Location field on the Personnel Tab of Employee Information. | itimecard.sub_loc | Required if a Substitute Employee Number is present. |
W | Budget Unit for Substitute | The low organization for distributing the substitute's pay, as identified in the employee's primary rate. | itimecard.sub_orgn | Required for the import if the substitute's Account is in the file or entered on the Static Column Value Mapping page. |
X | Substitute Pay Class | The substitute’s pay class. | itimecard.sub_pay_class | 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. |
Y | Substitute Pay Code | Pay code for paying the substitute. If no pay code was in the imported file or statically mapped, this would be the pay code from the substitute's primary pay rate record. | itimecard.sub_pay_code | Required if a Substitute Employee Number is present. If the field is not in the file or entered on the Static Column Value Mapping page, the value defaults from the substitute's Pay Code field on their primary pay rate during the import. This occurs when the three fields, Substitute Pay Code, Substitute Pay Class, and Substitute Pay Rate, are not imported. |
Z | Substitute Pay Rate | The hourly or daily rate as a dollar amount. If the job class and pay code in the previous fields are linked on a pay rate record for the substitute, the value will default from that rate record. If they are not linked to a pay rate for the substitute, the value will default from the pay code table. | itimecard.sub_pay_rate | Required if a Substitute Employee Number is present. If the field is not in the file, the field defaults to zero on the Static Column Value Mapping page. You can edit it if needed. If a pay rate is not required for the timecard entry, leave the default at zero. During the import, if this field is not in the file, the following values default:
|
AA | Substitute Start Date | The date the substitute started working for this employee. | itimecard.sub_start | Required if a Substitute Employee Number is present. If the field is not in the file or entered on the Static Column Value Mapping page, the value defaults from the employee's start date. |
AB | Substitute Stop Date | The last date the substitute worked for this employee. | itimecard.sub_stop | Required if a Substitute Employee Number is present. If the field is not in the file or is entered on the Static Column Value Mapping page and there is no value in the Substitute Start Date field, the value defaults from the substitute's stop date. If the Substitute Start Date has a value in the file or entered on the Static Column Value Mapping page and there is no value for the Substitute End Date, then the value defaults from the substitute's start date. |
AC | Substitute Tax Indicator | Pay frequency code for the substitute's taxes on the batch timecard record. | itimecard.sub_tax_ind | Optional |
AD | Tax Indicator | Pay frequency code for taxes on the batch timecard record. Leaving this field blank indicates that the value in the Pay Frequency field on the payroll tab on the Employee Information page will be used. Tax tables are identified by the frequency code and the employees' filing status. Besides the standard pay frequencies, such as W - Weekly and B - Biweekly, the field's drop-down list includes two additional codes:
| itimecard.tax_ind | Optional |
AE | Current SERS Days | The SERS days paid in the current payroll. | import_empuser.ftext2 | Required |
AF | Weeks Paid Cur (ftext4) | The weeks paid in the current payroll. | import_empuser.ftext4 | Required |
AG | Current STRS Days | The current STRS days paid. | import_empuser.tcode1 | Required |
AH | Extra SERS Hours | The SERS extra hours paid. | import_empuser.tcode5 | Required |
AI | Extra SERS Days | The SERS extra days paid. | import_empuser.tcode6 | Required |
AJ | Local Tax Code | The local tax code. | itimecardloctax.loctaxcd | Required |