Payroll Export Section Overview

Introduction

Payroll Export provides users with the option of exporting Employee Hours and Earnings from InfiniTime for use in Accounting and Payroll Related Software Suites. This feature has the capability to drastically reduce and even eliminate the need for manual data entry into Accounting and Payroll Related Software Suites which allows Payroll Clerks and HR Managers to focus on business critical tasks by eliminating a simple task that, without the Payroll Export Process, must be performed manually requiring significant man hours. InfiniTime's Payroll Export calculates Gross Employee Hours and Earnings from Employee Timecards and exports this information to one of several Standard File Formats. The resulting Payroll Export File can then be imported into Accounting and Payroll Related Software Suites with support for importing employee hours and earnings from ASCII File Formats.

Inception Technologies takes a unique approach to integration with Third Party Accounting and Payroll Related Software Suites by assisting customer’s with the integration process during the initial InfiniTime Implementation through a unique process dubbed Custom Payroll Interface Review & Design.

Custom Payroll Interface Review & Design Overview

As of InfiniTime 7.08, predefined Payroll Export Formats exist within InfiniTime for over 200 Accounting and Payroll Related Software Suites. Even so, Inception Technologies recognizes that the needs of each individual customer vary according to internal HR and Payroll Practices as well as Time and Attendance Policies ranging from Hours Costing Requirements and Calculating Overtime Hours to Calculating Hours and Earnings for both Paid and Worked Holidays. The Custom Payroll Interface Development Process is designed to ensure all needs and requirements related to exporting employee hours and earnings to a Third Party Payroll application are understood by Inception Technologies Staff and met by the final Payroll Export Format selected for production use.

Example Hours Costing Categories

Categories & Examples of Hour Types Supported by InfiniTime

For this reason, the Custom Payroll Interface Review & Design Process includes a minimum of two one hour Virtual Conferences during which an Inception Technologies representative will review all Hours Types required by the Client with the appropriate personnel. In most cases, the Payroll or HR Manager is the best contact for creating a list of all Hours Costing Categories and Hours Types tracked for a given organization. Once a list of Costing Categories and Hours Types is available, the relationship between InfiniTime and the Third Party Payroll Application – such as QuickBooks Pro, Paychex, or ADP – must be understood. In some cases, the exact InfiniTime Payroll Interface Format that will meet the needs of an organization will depend upon how the Third Party Accounting and / or Payroll Application is configured for Hours Costing Purposes and what specific functionality, such as the ability to print employee hours and earnings on the employee’s pay stub, is required.

Accounting and Payroll Related Software Suites with support for importing employee hours and earnings from an ASCII File Format generally have a standard template available. The standard template describes the exact fields required to import employee hours and earnings as well as the syntax and valid values for each field.

Custom Payroll Interface Review & Design For Existing Commercial Accounting or Payroll Related Software Suites

If you plan to use an existing commercial Accounting or Payroll Related Software Suite with InfiniTime, your Payroll Application Representative should have such a template available. Simply contact your Payroll Application Vendor, explain you are working with a Time and Attendance Software Vendor who is interested in exporting employee hours and earnings to their Payroll Application, and request a “field by field layout for importing employee hours from a comma delimited, tab delimited, or fixed length ASCII File.” Generally, you will receive a PDF similar to the document below.

Technical Note: A Field by Field Layout for importing Employee Hours and Earnings may* be found in the Help Documentation included with your Accounting or Payroll Related Software Suite.

Custom Payroll Interface Review & Design For In House Accounting or Payroll Related Solution

If you plan to use the Payroll Export file for internal use only with an In House Accounting or Payroll Related Solution please create a spreadsheet detailing the required format for the final file. Include a column in the spreadsheet for each field you would like placed in the export in addition to formatting information such as the number of required decimals, date format, justification requirements, etc. as necessary for each field.

An example layout for a custom payroll interface request is provided below.

A template must be provided to Inception Technologies for your Custom Payroll Interface Request to be processed.

Payroll Export User Interface Overview

InfiniTime permits an unlimited number of Payroll Exports to be configured. While most InfiniTime Clients will require only a single Payroll Export Setting, multiple Payroll Exports can be configured to support the following scenarios:

• Exporting Employee Hours Earnings for Different Groupings of Employees to separate files (IE: By Department, Company, Location, Pay Type, etc.)

• Exporting Employee Hours and Earnings for Different Date Ranges

• Exporting Employee Hours and Earnings to Different Payroll Interface Formats

• Exporting Employee Hours and Earnings with different sets of Payroll Codes for Working Hours (IE: Direct Labor Employees may have different Payroll Codes than Indirect Labor Employees)

• Exporting Employee Hours and Earnings to the Same Payroll Interface Format with different values for Prompts on the Required Info. Tab of the Payroll Interface Update Form

Accessing the Payroll Export Table

1. Log Into the Manager Module

2. Click on Tools

3. Click on Import / Export

4. Click on Payroll Export

Payroll Export Update Form

·        Click Insert on the Payroll Export Table to Open the Payroll Export Update Form.

• The Payroll Export Update Form displays Payroll Export related options and settings. Required settings have a blue background and must be completed before the Payroll Export can be saved. 

• The following settings and options are available on the Payroll Export Update Form:

General Tab

The General Tab of the Payroll Export Update Form includes General and Output related options. General Options include the Payroll Export Description, Payroll Export Date Range, Payroll Export Employee Filter, and Payroll Export Format which define the payroll export and control the date range and set of employees for which hours and earnings will be exported. Output Options on the General Tab include the Payroll Export File Name, Send File via FTP, and PGP Encrypt File which control how the final Payroll export is distributed to interested parties such as internal staff or a third party company which will process payroll for your organization.

1. Description – Enter a descriptive name for the Payroll Export entry. This description will be listed in the Payroll Export Table.

2. Inactive – Sets the Payroll Export Entries status to inactive. The payroll export can no longer be exported and all fields will be grayed out.

3. Date Range – Specify the date range for Employee Hours and Earnings to be exported from.

4. Format – Select the format that corresponds to the Accounting or Payroll Application Suite which the final Payroll Export file will be imported into. If a Custom Payroll Interface was developed for your organization, the Payroll Export Interface Format name will be provided by your Implementation Representative or a Client Services representative upon completion of the Custom Payroll Interface Review & Design Process. If your Accounting or Payroll Application Suite is not listed, please contact your Inception Technologies Sales Associate.

5. File Name – Specify a name for the final payroll export file you would like to create. The File Name must include the three character file extension (IE: PayrollExport.csv). The final payroll export file will be transferred via FTP if ‘Send File Via FTP’ is enabled and / or emailed to the email recipients defined on the Email Tab. If ‘Send File Via FTP’ is not enabled and no Email Recipients are defined the user will be prompted to either open or save the Payroll Export file.

Technical Note: Full Details on how the final Payroll Export File Output is directed can be found in the Payroll Export Logic Flow Diagram.

6. PGP Encrypt File - In order to provide maximum security for sensitive information such as employee demographics and banking information, an encryption algorithm has been integrated into the InfiniTime Software. PGP includes an extensive suite of encryption tools featuring a combination of public key and conventional cryptography providing improved security without a decrease in performance or usability. PGP can be used across unsecure networks to secure data from access by unauthorized users. With the integration of PGP all files entering and exiting the InfiniTime environment can be encrypted to safeguard sensitive information. To learn more about PGP and how to configure it please see Chapter X Security PGP Encryption.

7. Send File Via FTP – Use this feature to automatically transfer the file via FTP (File Transfer Protocol) to a destination of your choice. A set of related fields will become available and must be filled out. Configuration examples are shown below. Keep the items that follow in mind when entering this information.

• A domain name or IP Address can be used in the Host Address Field.

• Do not include the ftp:// prefix in the Host Address Field.

• The Directory field can be left blank if you are uploading to the root of the FTP Site.

• If you wish to upload to a specific folder on the FTP site you must specify the full path using a preceding forward slash ( / ) as shown in the image below.

• The Login Name can be a Local Windows Account, a Domain Account, or Anonymous. Enter the Login Name in one of the following formats:

Local Windows Account:

Enter the Host Address. There are three valid formats for the host address field as listed below. Do not include the ftp:// prefix in this field.

1. Enter the Directory. Remember to include a preceding forward slash as shown.

2. Enter the Login Name in the following format:

"HOSTNAME\USER"  

3. For Example if your FTP Server's hostname is FTPSERVER and the user you wish to connect as is FTPUSER then you would enter the following:

FTPSERVER\FTPUSER

4. Enter the user's password.

5. Specify the port to use when connecting to the FTP Server. This does not generally need to be altered.

Domain Accounts:

1. Enter the Host Address. There are three valid formats for the host address field as listed below. Do not include the ftp:// prefix in this field.

2. Enter the Directory. Remember to include a preceding forward slash as shown.

3. Enter the Login Name in the following format:

"DOMAIN\USER"  

4. For Example if your FTP Server's domain is InfiniTime and the user you wish to connect as is FTPUSER then you would enter the following:

InfiniTime\FTPUSER

5. Enter the user's password.

6. Specify the port to use when connecting to the FTP Server. This does not generally need to be altered.

Anonymous User:

1. Enter the Host Address. There are three valid formats for the host address field as listed below. Do not include the ftp:// prefix in this field.

2. Enter the Directory. Remember to include a preceding forward slash as shown.

3. Enter Anonymous as the Login Name

4. Enter the user's password.

5. Specify the port to use when connecting to the FTP Server. This does not generally need to be altered.

Technical Note: Microsoft IIS includes an option to permit only anonymous connections to an FTP Site. If this option is checked as shown below only anonymous connections to the FTP Site will be allowed. This means ANYONE can access the payroll export file. This option should be unchecked and it should be confirmed that a login is required to gain read or write access to the directory where the Payroll Export File will be uploaded. Please contact your Information Technology Personnel for assistance with checking file permissions on your FTP Site.

Technical Note: InfiniTime attempts to connect to the FTP Site to validate the Login ID, Password, and Directory when the OK Button is clicked on the Payroll Export Update Form. If InfiniTime is unable to successfully connect to the FTP Site with the provided login information, or if the specified directory does not exist, an error will be displayed.

Payroll Codes Tab

Many Accounting and Payroll Software Suites use Payroll Codes to refer to specific Hours Types. The Payroll Codes Tab allows the user to define Payroll Codes for Working Hours to be used with the Selected Payroll Interface Format. Payroll Codes vary from company to company depending on how the Accounting or Payroll Application Suite is configured.

It is important to note that not all Payroll Interface Formats and their related Accounting and Payroll Software Suites utilize Payroll Codes. As required fields, the Payroll Codes for Regular, Overtime One, Overtime Two, Overtime Three, and Overtime Four Hours must be filled. If your chosen Payroll Interface does not utilize Payroll Codes, simply set the Payroll Code fields to a value of ‘NA’.

NOTE: For Instructions on how to determine if a specific Payroll Interface Format utilizes Payroll Codes, see the Payroll Interface Layout Report for additional details.

1. Regular Hours Payroll Code – Enter the Payroll Code to be associated with Regular Hours.
2. Overtime One Payroll Code – Enter the Payroll Code to be associated with Overtime Four.
3. Overtime Two Payroll Code – Enter the Payroll Code to be associated with Overtime Four.
4. Overtime Three Payroll Code – Enter the Payroll Code to be associated with Overtime Four.
5. Overtime Four Payroll Code – Enter the Payroll Code to be associated with Overtime Four.

Email Tab

The Email Tab allows the user to send the final Payroll Export file to interested parties such as internal staff or a third party Payoll Processing Company via email. The following fields are present on the Email Tab of the Payroll Export Update Form:

1. From - Type in the email address of the sender, if a recipient wants to reply to the email they can do so, and it will get back to the original sender.
2. Subject – Type a subject for the email.
3. Body Text – Type your message in this field.
4. Sent To – The sent to grid displays all recipients that the payroll export will be sent to. Recipients are inserted by using the Insert button.
5. Insert – Used to insert a new Email Recipient as shown below.

The Payroll Export Email Update Form adds email recipients to the Payroll Export Update Form for a specific Payroll Export. Simply enter the Name (Email To Name) and Email Address (Email To Address) of the person you wish to email the final Payroll Export File to and click OK to save the Email Recipient.

Auto Export Schedule Tab

Auto Export Schedules can be defined to automatically output the Final Payroll Export file. The Payroll Export File will automatically be emailed, sent via FTP, or simply placed in the Output Folder as appropriate based on Output Options configured for the Payroll Export Setting. One or more Auto Export Schedules can be defined for a single Payroll Export Setting, such that the payroll export is automatically exported at different time intervals as outlined below.

1. Insert - Opens the Auto Payroll Export Schedule Update Form. Used to insert an automatic export schedule

2. Description– Enter a descriptive name for the payroll export. This description will be listed in the Auto Export Schedule Grid.

3. Created By – Displays the name of the Employee that Created the Schedule.

4. Frequency – Choose the Time Interval for how often you would like InfiniTime to automatically export this record. For example, the Weekly Frequency will automatically perform the payroll export once per week on the specified day and time.

5. Time to Export– Specify the Time you would like InfiniTime to automatically export this record.

6. Day of Week to Export – Specify the day of week you would like InfiniTime to automatically export this record.

7. Date Last Exported – Displays the date of the last automatic export.

8. Time Last Exported – Displays the time of the last automatic export.

9. Date to Export Next – Specify the next date you would like InfiniTime to export the record.

10. Time to Export Next – Specify the next time you would like InfiniTime to export the record.

Options Tab

The Payroll Export Options Tab includes several options which alter the Payroll Export Processing in specific ways. A brief description of each Processing Related Option is outlined below. The Payroll Export Logic Flow Diagrams provide additional detail on how each Processing Related Option functions.

1. Only Export Records For the Non-Default Department - Only Timecard Activity Records that are associated to a department other than the employee’s default department will be exported if this option is checked.

2. Department Selector Filters Time Instead of Employee - Changes the Employee Filter button Functionality. Selecting departments will cause InfiniTime to export only Timecard Activity from those departments if this option is checked. Normally the Employee Filter button would specify employees in a specific department when a department was selected.

3. Assign All Time To Employees Default Department - All Timecard Activity will be associated with the Employee’s default department regardless of what department the employee was clocked into if this option is checked.

4. Alert When Unreviewed Exceptions Are Found For Exported Employees - InfiniTime will alert the user if any un-reviewed exceptions are found during the export process for the employees specified by the Employee Filter. InfiniTime first identifies employees indicated by the employee filter on the payroll export and determines if any employees have exceptions that are not marked as reviewed. If an un-reviewed exception is found the following warning is displayed:

 The warning above is followed immediately by a list of all employees with un-reviewed exceptions.

You may choose to continue with the export or cancel the export after closing the list of employees with unreviewed exceptions as shown below.

5. Alert When Timecards Are Not Reviewed By Employee's Supervisor For Exported Employees - InfiniTime will alert the user if any un-reviewed Timecards by the employee's supervisor are found during the export process for the employees specified by the Employee Filter. InfiniTime first identifies employees indicated by the employee filter on the payroll export and determines if any employees have timecard activity that has not been marked as reviewed by their supervisor. If an un-reviewed activity record is found the following warning is displayed:

The warning above is followed immediately by a list of all employees with un-reviewed timecard activity.

You may choose to continue with the export or cancel the export after closing the list of employees with un-reviewed timecard activity as shown below.

6. Alert When Timecards Are Not Reviewed By Employee For Exported Employees - InfiniTime will alert the user if any un-reviewed Timecards by the employee are found during the export process for the employees specified by the Employee Filter. InfiniTime first identifies employees indicated by the employee filter on the payroll export and determines if any employees have timecard activity that has not been marked as reviewed by the employee itself. If an un-reviewed activity record is found the following warning is displayed:

The warning above is followed immediately by a list of all employees with un-reviewed timecard activity.

You may choose to continue with the export or cancel the export after closing the list of employees with un-reviewed timecard activity as shown below.

7. Alert When Number of Reviews are Less Than X For Exported Employees - InfiniTime will alert the user if any Timecards have not been reviewed at least X times for an employee included in the Payroll Export Employee Filter. InfiniTime first identifies employees indicated by the employee filter on the payroll export and determines if any employees have timecard activity that has not been marked as reviewed x amount of times. If an activity record is found with less than the required number of reviews, as set on the Options Tab, the following warning is displayed:

The warning above is followed immediately by a list of all employees with un-reviewed timecard activity.

You may choose to continue with the export or cancel the export after closing the list of employees with un-reviewed timecard activity as shown below.

8. Export Overtime as Half Time – Export Overtime as Half Time alters the default method for totaling Regular and Overtime Hours as detailed below. The Export Overtime as Half Time feature should be enabled if your organization’s Accounting or Payroll Related Software Suite is configured to pay Overtime at Half Time for Salary Employees.

Default Payroll Export Functionality:

Export Overtime as Half Time Functionality:

When Export Overtime as Half Time is enabled, Employee Hour Totals are altered as follows:

Total Working Hours, calculated as shown below, are exported in place of Regular Hours. This is illustrated with red shading the tables above.

Total Working Hours = Regular Hours + Overtime 1 Hours + Overtime 2 Hours + Overtime 3 Hours + Overtime 4 Hours

It should be noted that the Pay Rate for Regular, Overtime 1, Overtime 2, Overtime 3, and Overtime 4 Hours Types is determined by the customer’s Accounting / Payroll Related Software Suite. InfiniTime Payroll Reports do not take ‘Export Overtime as Half Time’ into account when calculating Gross Wages within InfiniTime.

An example of Salary Gross Wage Calculations, as performed by a Payroll Application Configured for ‘Half Time’ according to the Fair Labor Standards Act (FLSA) is shown below.

Notice how Total Working Hours are exported and paid at the employee’s Weekly Salary of $750.00. The Employee’s Regular Hours Wage ($14.423) is then calculated by dividing the employee’s weekly salary ($750.00) by the Total Working Hours (52). The resulting Regular Hours Wage ($14.423) is then halved to determine the Half Time Premium Wage of $7.212. Gross Wages for Half Time Pay are then calculated by multiplying the Half Time Premium Wage ($7.212) by the number of Overtime Hours (12) for a total of $86.54.

9. Include Employees Terminated During The Export Range - This option allows you to export hours for employees that have been terminated during the date range of the payroll export. By default, when this option is not checked, hours for inactive employees will not be exported even if they were terminated during the Payroll Export Date Range.

Note: The Payroll Export specifically checks inactive employees included in the Payroll Export Employee filter to determine if they were terminated during the Payroll Export Date Range. Hours and Earnings will not be exported for employees terminated during the Payroll Export Date range who are not included in the Payroll Export Employee Filter.

10. Pay Shift Differential Hours at Differential Pay Only – Pay Shift Differential Hours as Differential Pay Only alters the method for totaling Non Differential Hours and Differential Hours as detailed below. This option is only compatible with Payroll Interfaces of the ‘Shift Activity / Period’ and ‘Shift Activity’ record format.

Default Payroll Export Functionality:

Notice how one record is exported for each combination of Hours Type and Shift Differential. This is the standard Payroll Export Functionality for Payroll Interface Format with a Shift Activity / Period Record Format. Additional Information about Payroll Interface Format Record Formats can be found here. (-> Payroll Interface Format Report)

Pay Shift Differential Hours at Differential Pay Only Functionality:

When ‘Pay Shift Differential Hours at Differential Pay Only’ is enabled, Employee Hour Totals are exported as follows:

·       For Each Employee with Timecard Records during the Payroll Export Date Range:

o   Export Total Regular Hours During the Payroll Export Date Range

o   Total OT1 Hours During the Payroll Export Date Range

o   Total OT2 Hours During the Payroll Export Date Range

o   Total OT3 Hours During the Payroll Export Date Range

o   Total OT4 Hours During the Payroll Export Date Range

o   Regular Shift Differential Hours During the Selected Date Range

o   OT1 Shift Differential Hours During the Selected Date Range

o   OT2 Shift Differential Hours During the Selected Date Range

o   OT3 Shift Differential Hours During the Selected Date Range

o   OT4 Shift Differential Hours During the Selected Date Range

This record format allows employers to pay Total Regular Hours at the Employees Base Rate, Overtime 1 through Overtime 4 Hours at the appropriate Overtime Rate, and Shift Differential Hours at the Shift Differential Additional Pay Amount or Additional Pay Percent.

Technical Note: The Rate Shift Differential Pay Method is not supported by ‘Pay Shift Differential Hours at Differential Pay Only’. Only the Additional Pay Amount or Additional Pay Percent Pay Methods are supported by this feature.

11. Override Pay Codes with Shift Pay Codes – This option alters the way Payroll Codes are exported for Working Hours with Shift Differential and is only available for Payroll Interfaces with the ‘Shift Activity’, ‘Shift Activity / Period’, or ‘Shift Mapped’ Payroll Interface Record Formats which support Shift Differentials. The ability to Override Payroll Codes with Shift Pay Codes is intended for use with Payroll Interfaces which contain the ‘Activity Type’ Field but do not include the ‘Shift Code’ Field. In this scenario, when Override Pay Codes with Shift Pay Codes is enabled Shift Identifiers will be exported in place of the Working Hours Pay Code for the respective Hours Type. Shift Identifiers should be configured to include the Shift Code and the Hours Type Payroll Code. Examples of how the ‘Override Pay Codes with Shift Pay’ Option can be used are provided below.

ABC Company has two Shift Differentials, Night Shift Differential and Sunday Differential. Shift Identifiers are shown below for the Payroll Interface Format “CNHS (Atlantic Coast Detail)” which includes separate columns for Payroll Codes (Payroll Export Field Name: ‘Activity Type’) and Shift Identifiers (Payroll Export Field Name ‘Shift Code’).

For Payroll Interface Formats which include only the ‘Activity Type’ Field, Shift Identifiers should be set to include both the Worked Hours Payroll Code and the Shift Code. In this scenario, the ‘Override Pay Codes with Shift Pay Codes’ Payroll Export Option should be checked. This configuration allows the final Payroll Export File to override the Working Hours Pay Code in the Activity Type Column with the Shift Code. An example is shown below.

12. Group Level for Export – This option allows the user to specify a Group Level for which the Group Description, as assigned to each employee specified in the Payroll Export Employee Filter, will be exported. This feature is only supported by Payroll Export Formats which include the Payroll Export Field titled ‘Group Description for Group Level in Export Header’.

Payroll Export Configuration Overview

The Payroll Export serves as the primary recurring deliverable provided by the InfiniTime Time and Attendance application. With this in mind, the Payroll Export is related to multiple areas within the InfiniTime Software. To ensure the final payroll export file can be imported into the customer’s Accounting or Payroll Software Suite without issue, configuration for several items within InfiniTime should be confirmed. Details on reviewing InfiniTime Configuration for Payroll Export Purposes are provided below.

Payroll Export Features & Related InfiniTime Configuration Review

Before configuring a payroll export, the user should have an understanding of what types of information they wish to transfer to their Accounting or Payroll Software Suite. Available Payroll Interface features are listed below, some of which are optional. Your organization may choose to implement one or more of the features below, though it should be noted that some Payroll Interface Formats do not support all available features. Additional information on determining which features are supported for a specific Payroll Interface Format can be found in the Report Library Section of this document.

Payroll Interface Features

Payroll Interface Features & Related Configuration

Unique Employee Identifier

All InfiniTime Payroll Interface Formats include a field which references an employee record within InfiniTime. While nine out of ten Payroll Interface Formats within InfiniTime use the Employee ID as the employee identifier some Payroll Interface Formats use alternative methods for referencing the employee such as:

• Alternate Payroll ID

• Employee Social Security Number

It is important to understand which field within InfiniTime is used as the Employee Identifier for your chosen Payroll Interface Format. Employee values for this field must be set to match the Accounting and / or Payroll Application’s Unique Employee Identifier. The Payroll Interface Layout Report can be used to determine exactly what employee identifier your chosen payroll interface uses.

Ability to Track Earnings & Hours

All Payroll Interface Formats utilize one of three primary methods to show the number of hours for a specific Earnings or Hours Type. The ‘Earnings & Hours Export’ methods are outlined below. A few things to keep in mind regarding the Earning & Hours Export Method are:

• Each method requires specific items to be configured within InfiniTime for the Payroll Interface Format to correctly export all Earnings and Hours Types.

• Each method has a specific indicator which can be observed on the Payroll Interface Layout Report which clearly confirms which Earning & Hours Export Method is utilized by a Payroll Interface Format.

• You can determine which Earning & Hours Export Method your Payroll Interface uses with the Payroll Interface Layout Report.

By Payroll Code Only

The ‘By Payroll Code Only’ method uses Payroll Codes to indicate the specific Hours Type or Earnings Type a record in the Final Payroll Export File corresponds to. In this way, the Accounting or Payroll Software Suite can correctly allocate employee hours to the correct Hours / Earnings Type and pay the correct rate for the number of hours shown in the record.

If your Payroll Interface utilizes the ‘By Payroll Code Only’ Earning & Hours Export method, Payroll Codes must be configured on the Payroll Codes Tab of the Payroll Export Update Form. Additionally, if your organization tracks Shift Differentials, Shift Identifiers must be configured on the General Tab of the Shift Update Form.

What is a Payroll Code?  A Payroll Code is a unique value that represents a category of pay tracked by an organization. Payroll codes are generally two to ten characters in length and are created such that they represent the original category of pay and can be recognized at a glance. (IE: RH for Regular Hours, OT for Overtime). It is important to have a clear understanding of all categories of pay required for your company’s operations before attempting to configure InfiniTime’s Payroll Export. Payroll Codes vary from organization to organization just like Operational, HR, and Accounting Practices.

What is a Shift Identifier? A shift identifier is similar to a Payroll Code, but instead of representing a single category of pay tracked by an organization, shift identifiers function as a modifier for other categories of pay by indicating that an additional dollar amount, an additional percentage of the pay category’s base rate, or an alternate hourly rate should be paid. Shift Identifiers are used by organizations who track Shift Differentials. Only Payroll Interface Formats which support Shift Differentials utilize Shift Identifiers.

Complete instructions for configuring payroll codes and Shift Identifiers are below.

1. List Hours and Earning Types tracked by  your Organization

Working backwards from Hours and Earning Types defined in your Accounting or Payroll Software Suite, complete a table similar to that shown below for all Hours and Earnings Types you wish to track within InfiniTime for employees. For most companies, this table will include entries for:

• One or more types of Regular Hours
• One or more types of Overtime Hours
• One or more types of Paid or Unpaid Leave Hours
• One or more types of Holiday Pay and Holiday Worked Hours
• One or more types of Shift Differential Hours (If Applicable)
• One or more types of Earnings (Paid as a Dollar Amount)

As an example, the tables below were completed for ABC Company with Hourly Manufacturing Employees and Salary Administration Employees whose hours are paid under different pay codes for managerial accounting purposes. Additionally, ABC Company pays a Bonus based on output for manufacturing employees, tracks differential hours for Sunday Hours and Night Shift, differentiates between Holiday Pay and Holiday Worked Hours, and tracks Weekly Overtime.

*For additional details on Payroll Code Types See Categories & Examples of Hour Types Supported by InfiniTime (Payroll Export: Section 1.1.1 Custom Payroll Interface Review & Design Process)

2. Configure Payroll Codes on the Payroll Codes Tab of the Payroll Export Update Form.

The above example includes two sets of Payroll Codes for Working Hours (IE: Regular Hours, OT1 Hours, OT2 Hours, OT3 Hours, OT4 Hours – See the Policy Overtime Tab for additional information on Overtime Buckets). Each Payroll Export supports only one set of Payroll Codes, as configured on the Payroll Codes Tab of the Payroll Export Update Form. With this in mind, ABC Company will need to configure one Payroll Export for Hourly Manufacturing Employees and one Payroll Export for Salary Administrative Employees as shown below.

Hourly Manufacturing Employees

Notice how the Payroll Code for OT2 is set to NA since this Overtime Bucket is not configured within ABC Company’s Policies. Similarly, OT3 and OT4 are set to the Regular Hours and Overtime Hours Pay Code for Worked Holiday Hours respectively. Payroll Codes for OT2, OT3, and OT4 should be configured as appropriate based on your Policy and Holiday Settings.

NOTE: Your Payroll Code’s list would have additional types of Overtime such as Day of Week Overtime, Consecutive Day Overtime, or Double Time if you needed OT2.

Salary Administrative Employees

Notice how the Payroll Code for OT2 is set to NA since this Overtime Bucket is not configured within ABC Company’s Policies. Similarly, OT3 and OT4 are set to the Regular Hours and Overtime Hours Pay Code for Worked Holiday Hours respectively. Payroll Codes for OT2, OT3, and OT4 should be configured as appropriate based on your Policy and Holiday Settings.

NOTE: Your Payroll Code’s list would have additional types of Overtime such as Day of Week Overtime, Consecutive Day Overtime, or Double Time if you needed OT2.

3. Configure Payroll Mapping Codes for Other Activity Types

Payroll Mapping Codes must be set for Other Activity Hours and Other Amounts on the General Tab of the Other Activity Update Form as shown below. This step must be performed for every Other Activity Type required for your organization. The example below shows all Other Activity Types for ABC Company based off of ABC Company’s Payroll Code List.

The Other Activity Table pictured above shows each Other Activity Type required for ABC Company’s Payroll Code List. When configuring Other Activity Payroll Mapping Codes double check to confirm that each Other Activity Hours and Other Amount Type on your company’s Payroll Code list is represented by an Other Activity Type.

Shown above is the Regular Hours Payroll Mapping Code as configured for Jury Duty – Hourly. This Other Activity Type will be used to track Jury Duty Hours for Hourly Manufacturing Employees at ABC Company.

Shown above is the Regular Hours Payroll Mapping Code as configured for Jury Duty – Salary. This Other Activity Type will be used to track Jury Duty Hours for Salary Administrative Employees at ABC Company.

4. Set Shift Identifiers for Differential Worked Hours Types (If Applicable)

This step is only necessary for organizations who track Shift Differentials. Shift Identifiers must be set on the General Tab of the Shift Update Form. One shift should be created for each Shift Differential. Additional information on configuring Shift Differentials can be found here. 

ABC Company has two Shift Differentials, Night Shift Differential and Sunday Differential. Shift Identifiers are shown below for the Payroll Interface Format “CNHS (Atlantic Coast Detail)” which includes separate columns for Payroll Codes (Payroll Export Field Name: ‘Activity Type’) and Shift Identifiers (Payroll Export Field Name ‘Shift Code’).

NOTE: Shift Identifiers must be entered in one of two ways, depending on the fields included in your chosen Payroll Interface Format. Additional details on fields included within a specific Payroll Interface Format can be found here.

1.)  For Payroll Interface Formats which include the ‘Activity Type’ Field and the ‘Shift Code’ Field, Shift Identifiers should be a single value for all Worked Hours Types. Additionally, the ‘Shift Identifier Overrides Payroll Code’ Company Option should be unchecked. This configuration allows the final Payroll Export File to show the Shift Code in a Separate Column from the Activity Type. ABC Company’s configuration, as shown above for the CNHS (Atlantic Coast Detail) Payroll Interface Format which includes both the ‘Activity Type’ Field and the ‘Shift Code’ Field, uses these settings.

2.)  For Payroll Interface Formats which include only the ‘Activity Type’ Field, Shift Identifiers should be set to include both the Worked Hours Payroll Code and the Shift Code. Additionally, the ‘Override Pay Codes with Shift Pay Codes’ Payroll Export Option should be checked. This configuration allows the final Payroll Export File to override the Working Hours Pay Code in the Activity Type Column with the Shift Code. An example is shown below.

NOTE: Only Payroll Interfaces with the Shift Activity, Shift Activity / Period, and Shift Mapped record formats support shift differentials. Additional Information on Payroll Export Record Formats can be found here.

By Payroll Mapping Number

The ‘By Payroll Mapping Number’ method uses Payroll Mapping Numbers with Payroll Interface Formats designed to include numbered ‘mapped’ columns. Payroll Mapping Numbers give users the ability to ‘map’ Other Activity Hours for all Other Activity Types with a specific Payroll Mapping Number to the corresponding Mapped Column in the Payroll Interface Format. For example, all Other Activity Types with Payroll Mapping Number One are totaled in Mapped Amount Column One in the Payroll Export. All Other Activity Types with Payroll Mapping Number Two are totaled in Mapped Amount Column Two in the Payroll Export. Payroll Interface Formats which use the By Payroll Mapping Number Earnings & Hours Export method have between one and fifteen mapped columns.

Generally, customers will either export all Other Activity Types to separate mapped columns or they will export Other Activity Types with the different pay rates to separate columns. In this way, the Accounting or Payroll Software suite can correctly allocate Hours to the correct Hours / Earnings Type and / or Pay Rate based on their position in the Final Export File. Instructions for configuring Payroll Mapping Numbers are provided below.

1.     List Hours and Earning Types tracked by your Organization

Working backwards from Hours and Earning Types defined in your Accounting or Payroll Software Suite, complete a table similar to that shown below for all Hours and Earnings Types you wish to track within InfiniTime for employees. For most companies, this table will include entries for:

• One or more types of Regular Hours
• One or more types of Overtime Hours
• One or more types of Paid or Unpaid Leave Hours
• One or more types of Holiday Pay and Holiday Worked Hours
• One or more types of Shift Differential Hours (If Applicable)
• One or more types of Earnings (Paid as a Dollar Amount)

As an example, the tables below were completed for XYZ Company who uses InfiniTime to track hours for their hourly employees only. XYZ Company tracks Regular Hours, Weekly Overtime, Paid and Unpaid Leave, and tracks Worked Holiday Hours. XYZ Company will utilize the ‘CompuPay – Mapped’ Payroll Interface Format.

*For additional details on Payroll Code Types See Categories & Examples of Hour Types Supported by InfiniTime (Payroll Export: Section 1.1.1 Custom Payroll Interface Review & Design Process)

**In this scenario, the Holiday Working Hours Other Activity type must be set to count as regular hours. Additionally, separate Holiday Dates must be created for Holiday Working Hours and Holiday Pay for each Holiday XYZ Company wishes to track. Holiday Dates for Holiday Working Hours must have ‘All Worked Hours are Holiday Pay’ set to ‘Yes’ in order to post Worked Hours to the Worked Holiday Hours Other Activity Type. Additional information on Holiday Settings can be found here.

2. Configure Payroll Codes on the Payroll Codes Tab of the Payroll Export Update Form

As required fields, the Payroll Code fields on the Payroll Codes Tab of the Payroll Export Update Form must be filled with a value. Since Payroll Interface Formats which utilize the ‘By Payroll Mapping Number’ Earnings & Hours Export Method such as ‘CompuPay – Mapped’ do not utilize Payroll Codes, the Payroll Codes can be filled with any value. As shown below, Payroll Codes for XYZ’s Payroll Export have been set to NA for all Worked Hours Types.

XYZ Company uses the CompuPay – Mapped Payroll Interface to transfer Employee Hours and Earnings to their CompuPay Payroll Services provider. 

Notice how the Payroll Code fields are set to NA. This clearly indicates that the Payroll Codes are not used by the chosen Payroll Interface Format.

3.     Configure Payroll Mapping Codes and Payroll Mapping Numbers for Other Activity Types

As required fields, the Payroll Mapping Code fields on the General Tab of the Other Activity Type Update Form must be filled with a value. Most Payroll Interface Formats with the ‘By Payroll Mapping Number’ Earnings & Hours Export Method such as ‘CompuPay – Mapped’ do not utilize Payroll Mapping Codes, for these Payroll Interface Formats the Payroll Mapping Codes can be filled with any value. As shown below, Payroll Mapping Codes for XYZ’s Payroll Export have been set to NA for all Other Activity Types.

Payroll Mapping Numbers must be set for Other Activity Hours and Other Amounts on the General Tab of the Other Activity Update Form as shown below. This step must be performed for every Other Activity Type to be included in the Final Payroll Export File. It is important to note that the number of available mapped columns depends on the chosen Payroll Interface Format. Some Payroll Interface Formats have only a few (1 – 3) Mapped Columns while others have up to fifteen mapped columns. Remember – all Other Activity Types with the same Payroll Mapping Number will be totaled in the corresponding mapped Column. For example, all other Activity Types with a Payroll Mapping Number of 2 will be totaled in Mapped Amount Column Two. Details on the number of mapped columns available for your chosen Payroll Interface Format can be found using the Payroll Interface Format Report.

NOTE: A very small percentage of Payroll Interface Formats which utilize the ‘By Payroll Mapping Number’ Earnings & Hours Export Method such as ‘ADP Version 5.02’ also utilize Payroll Mapping Codes, for these Payroll Interface Formats the Payroll Mapping Codes must be filled with the appropriate Hours / Earnings Code as configured within the Payroll Application. An example Payroll Mapping Code / Payroll Code List is completed below for Payroll Interface formats which utilize the ‘By Payroll Mapping Number’ Earnings & Hours Export Method’ with Payroll Mapping Codes.

The Other Activity Type form is shown to the left with all Other Activity Types required for the scenario above.     Notice how both the Payroll Mapping Number and Payroll Mapping Code are filled according to the Payroll Mapping Code / Payroll Mapping Number list above. All Other Activity Types exported to Payroll Interfaces which utilize the ‘By Payroll Mapping Number’ Earnings & Hours Export Method’ with Payroll Mapping Codes must be configured in this way.

The CompuPay – Mapped Payroll Interface used by XYZ Company includes ten mapped columns. With this in mind, CompuPay has chosen to total each Other Activity Type in its own mapped column for clarity. By referring to the original Payroll Mapping Numbers list completed for XYZ Company, we can see that each Other Activity Type should be configured with a Payroll Mapping Number as shown below.

Hard Coded Payroll Interface Format

The ‘Hard Coded Payroll Interface Format’ method uses hard coded fields which display hours only for a specific earnings or hours type. In this way, the Accounting or Payroll Software Suite can correctly allocate employee hours to the correct Hours / Earnings Type and pay the correct rate for the number of hours shown each column.

If your Payroll Interface utilizes the ‘Hard Coded Payroll Interface Format’ Earnings & Hours Export method, Payroll Codes and Payroll Mapping Numbers are not required and may be set to any value. Other Activity Descriptions must match Payroll Interface Hard Coded Field Values as outlined below. Instructions for how to determine which Hard Coded Fields your chosen Payroll Interface Format includes can be found here.

Complete instructions for configuring a Hard Coded Payroll Interface Format are below.

1.     List Earnings and Hours Types for your Organization

Working backwards from Hours and Earning Types defined in your Accounting or Payroll Software Suite, complete a table similar to that shown below for all Hours and Earnings Types you wish to track within InfiniTime for employees. For most companies, this table will include entries for:

·       Regular Hours

·       One or more types of Overtime Hours

·       One or more types of Paid or Unpaid Leave Hours

·       One or more types of Holiday Pay and Holiday Worked Hours

·       One or more types of Shift Differential Hours (If Applicable)

·       One or more types of Earnings (Paid as a Dollar Amount)

As an example, the tables below were completed for ZYX Company who uses InfiniTime to track hours for their hourly employees only. ZYX Company tracks Regular Hours, Weekly Overtime, Double Time, Vacation Hours and Sick Hours. ZYX Company will utilize the ‘Checkmark Payroll For Windows’ Payroll Interface Format.

*For additional details on Payroll Code Types See Categories & Examples of Hour Types Supported by InfiniTime

Hard Coded Payroll Interfaces are designed to automatically export worked hours such as Regular Hours, Weekly Overtime, and Double Time. The Worked Hours Types supported by a specific Hard Coded Payroll Interface can be found by using the Payroll Interface Layout Report. ZYX Company’s chosen payroll interface format ‘Checkmark Payroll For Windows’ specifically supports Regular Hours, Overtime One Hours, and Overtime Two Hours. With this in mind, Employee Policies must be configured with appropriate settings for Overtime One and Overtime Two according to ZYX Company’s HR Policies for Weekly Overtime and Double Time.

2. Configure Payroll Mapping Codes on the Payroll Codes Tab of the Payroll Export Update Form

As required fields, the Payroll Code fields on the Payroll Codes Tab of the Payroll Export Update Form must be filled with a value. Since Hard Coded Payroll Interface Formats such as ‘Checkmark Payroll For Windows’ do not utilize Payroll Codes, the Payroll Codes can be filled with any value. As shown below, Payroll Codes for ZYX’s Payroll Export have been set to NA for all Worked Hours Types.

ZYX Company uses the Checkmark Payroll for Windows Payroll Interface to transfer Employee Hours and Earnings to the Checkmark Payroll Application.

Notice how the Payroll Code fields are set to NA. This clearly indicates that the Payroll Codes are not used by the chosen Payroll Interface Format.

3.     Configure Other Activity Type Descriptions and Payroll Mapping Codes for Other Activity Types

Other Activity Type Descriptions must be specifically set to match the Hard Coded Field Value as listed above. In this way, the Payroll Export will be able to correctly total Hours / Dollars for the respective Other Activity Type.

As required fields, the Payroll Mapping Code fields on the General Tab of the Other Activity Type Update Form must be filled with a value. Hard Coded Payroll Interface Fields do not utilize Payroll Mapping Codes, for this reason Payroll Mapping Codes can be filled with any value. As shown below, Payroll Mapping Codes for XYZ’s Payroll Export have been set to NA for all Other Activity Types.

Support for Payroll Interface Specific Prompts (IE: Company Code)

Some Payroll Interface Formats such as ‘ADP Version 5.02’ include prompts on the Required Info Tab of the Payroll Export Update Form which must be completed by the user. The Required Info Tab is only displayed for Payroll Interfaces that have prompts.

NOTE: In order to export different values for a single prompt, multiple payroll exports must be configured. One for each desired value. For example, if a customer using the ‘PS-Pay’ Payroll Interface Format needed to export employee hours for two separate Company Codes, as shown below, two payroll exports would need to be configured.

One Payroll Export must be configured for each Prompt Value:

XYZ Housekeeping Employees:

XYZ Landscaping Employees:

Ability to Track Shift Differentials

Payroll Interfaces of the Shift Activity, Shift Activity/Period, and Shift Mapped Record Formats support the use of Shift Differentials. Shift Differentials track hours worked during specific time periods of the day for which employees receive bonus pay in the form of an Additional Dollar Amount Per Hour, a Percentage Increase over their Base Rate, or an alternate rate. Steps to determine if your chosen Payroll Interface Format supports Shift Differentials using the Payroll Interface layout Report can be found here. If your Payroll Interface Format Supports Shift Differentials and you wish to track Differential Hours for Employees then Employee Policies, Shifts, and Shift Identifiers must be correctly configured. Please see the following sections of this document for additional information on how to configure Shift Differentials and Employee Policies for use with Differentials. Full Instructions for Configuring Shift Identifiers are listed below.

1. List Shift Differentials tracked by your Organization

1.     Working backwards from Hours and Earning Types defined in your Accounting or Payroll Software Suite, complete a table similar to that shown below for all Shift Differentials you wish to track within InfiniTime for employees.

2.     Set Shift Identifiers for Differential Worked Hours Types

Shift Identifiers must be set on the General Tab of the Shift Update Form. One shift should be created for each Shift Differential.

ABC Company has two Shift Differentials, Night Shift Differential and Sunday Differential. Shift Identifiers are shown below for the Payroll Interface Format “CNHS (Atlantic Coast Detail)” which includes separate columns for Payroll Codes (Payroll Export Field Name: ‘Activity Type’) and Shift Identifiers (Payroll Export Field Name ‘Shift Code’).

NOTE: Shift Identifiers must be entered in one of two ways, depending on the fields included in your chosen Payroll Interface Format.

1.)  For Payroll Interface Formats which include the ‘Activity Type’ Field and the ‘Shift Code’ Field, Shift Identifiers should be a single value for all Worked Hours Types. Additionally, the ‘Shift Identifier Overrides Payroll Code’ Company Option should be unchecked. This configuration allows the final Payroll Export File to show the Shift Code in a Separate Column from the Activity Type. ABC Company’s configuration, as shown above for the CNHS (Atlantic Coast Detail) Payroll Interface Format which includes both the ‘Activity Type’ Field and the ‘Shift Code’ Field, uses these settings.

2.)  For Payroll Interface Formats which include only the ‘Activity Type’ Field, Shift Identifiers should be set to include both the Worked Hours Payroll Code and the Shift Code. Additionally, the ‘Shift Identifier Overrides Payroll Code’ Company Option should be checked. This configuration allows the final Payroll Export File to override the Working Hours Pay Code in the Activity Type Column with the Shift Code. An example is shown below.

NOTE: Only Payroll Interfaces with the Shift Activity, Shift Activity / Period, and Shift Mapped record formats support shift differentials. The Payroll Interface Layout Report can be used to determine which record format your Payroll Interface uses.

3.)  For Payroll Interface Formats which include the ‘Activity Type’ Field and the ‘Shift Code’ Field, Shift Identifiers should be a single value for all Worked Hours Types. Additionally, the ‘Shift Identifier Overrides Payroll Code’ Company Option should be unchecked. This configuration allows the final Payroll Export File to show the Shift Code in a Separate Column from the Activity Type. ABC Company’s configuration, as shown above for the CNHS (Atlantic Coast Detail) Payroll Interface Format which includes both the ‘Activity Type’ Field and the ‘Shift Code’ Field, uses these settings.

4.)  For Payroll Interface Formats which include only the ‘Activity Type’ Field, Shift Identifiers should be set to include both the Worked Hours Payroll Code and the Shift Code. Additionally, the ‘Shift Identifier Overrides Payroll Code’ Company Option should be checked. This configuration allows the final Payroll Export File to override the Working Hours Pay Code in the Activity Type Column with the Shift Code. An example is shown below.

NOTE: Only Payroll Interfaces with the Shift Activity, Shift Activity / Period, and Shift Mapped record formats support shift differentials.

Job Costing

Job Costing, or hours costing, is the process of categorizing employee hours to provide insight into an organization’s operations. Job costing provides the ability to perform charge backs for operational costs. When coupled with managerial accounting processes, Job Costing can also provide managers with data to base labor management decisions on such as hiring additional employees. Additional Information on configuring Job Costing within the InfiniTime Software can be found in the Job Costing Section of this document.

Payroll Interfaces Formats support between one and three levels of Job Costing according to the Payroll Interface Format’s Record Format as outlined below. The Payroll Interface Layout Report can be used to determine your chosen Payroll Interface Format’s Record Format as well as which Job Costing related fields are supported.

NOTE: Not all Payroll Interface Formats include Job Costing Related Fields. Some Payroll Interface Formats may include less than three levels, such as Jobs Only or Jobs and Tasks only.

Ability to Export Employee Gross Wages

InfiniTime includes a variety of wage related features for the purpose of calculating employee gross wages from Default Employee Wages, Alternate Wages which can be defined for a specific Department / Job / Task Combination, Shift Differential Pay Methods, and Premium Pay for hours worked in specific Departments, Jobs, or Tasks.

Payroll Interface Formats with support for Employee Wages will include one or more of the following fields:

The Payroll Interface Layout Report can be used to determine if your chosen Payroll Interface Format includes wage related fields.

NOTE: If you wish to use your Accounting or Payroll Software Suite as the source for employee wages and your chosen Payroll Interface Format includes a field for Employee Wages, you may choose to leave Employee Default Wages and other wage related settings within InfiniTime Blank. By leaving Employee Default Wages and wage related settings within InfiniTime blank, the final payroll export file will not include employee wages.

Ability to Export Employee Hours to Different Files for Specific Sets of Employees

InfiniTime does not place a limit on the number of Payroll Exports that can be defined. Each Payroll Export defined in the Payroll Export Table creates a single output file. The Payroll Export Output file includes hours and earnings as calculated for all timecard records during the Date Range set for the Payroll Export for each employee included in the Payroll Export Employee Filter. With this in mind, a different Payroll Export File can be created for specific sets of employees simply by creating a separate Payroll Export Setting for each set of employees and setting the Payroll Export Employee Filter on each Payroll Export Setting as appropriate.

For Example, XYZ Organization has two divisions – XYZ Housekeeping and XYZ Landscaping. Notice how one Payroll Export is defined for each division. In this case, groups have been used to ensure the appropriate employees are exported by each Payroll Export. Additional details on configuring the Employee Filter on the Payroll Export and throughout the InfiniTime Application can be found here.

One Payroll Export must be Configured for Each Set of Employees which require a separate Export File:

The Filter must be configured as appropriate to select the desired employees. In this example, XYZ Housekeeping Employees are all assigned to the XYZ Housekeeping Group:

The Filter must be configured as appropriate to select the desired employees. In this example, XYZ Landscaping Employees are all assigned to the XYZ Landscaping Group:

Output Method(s)

The InfiniTime Payroll Export System provides support for the following Output Methods:

• A Prompt is Displayed to allow the User to Open or Save the Final Payroll Export File
• Export File Via FTP
• Email Final Payroll Export File to One or More Email Recipients
• Automatically Perform the Payroll Export according to a predefined Scheduled Interval
• Place Final Payroll Export File in the Output Folder with a File Name and Extension as defined by the Payroll Export File Name.

One or more of the above output methods can be enabled for a given payroll export. It should be noted that the Final Payroll Export File will only be placed in the Output Folder if the Payroll Export is executed automatically according to a predefined Schedule, ‘Send File via FTP’ is disabled, and no email recipients are defined. If the Payroll Export is executed from within the Manager Module or the Escort Module, the user will be prompted to Open or Save the Final Payroll Export File. Additional details on configuring the Output Methods can be found in the Payroll Export User Interface Overview section of this document.

Ability to PGP Encrypt Final Payroll Interface Output File

PGP Encryption is provided as an option to provide maximum security for sensitive information such as employee demographics, bank account details, and employee social security numbers. PGP Encryption can be enabled by Checking the ‘PGP Encrypt File’ Option on the General Tab of the Payroll Export Update Form. This enables the PGP Tab as shown below.

• Refer to the PGP Encryption – Changing PGP Keys section of this document to configure the PGP Key Files and Passphrase as appropriate for your PGP Client.
• Configure the Payroll Export as appropriate for you chosen Payroll Interface Format. Ensure the Employee Filter, Date Range, Payroll Codes, Employee Filter, and Required Info are configured appropriately.
• Save the Payroll Export by Clicking OK.

Ability to Automatically Output the Final Payroll Export File According to a predefined Schedule

Payroll Exports can be automatically exported a single time on a specific date and time or according to  preset intervals such as Daily, Weekly, or Monthly. Payroll Export files with Auto Schedules will be exported based upon Output Settings as follows:

• If PGP Encrypt File is checked, the Final Payroll Export File will be Encrypted and exported according to Output Options configured on the Payroll Export.
• If ‘Send File Via FTP’ is unchecked and no email recipients are defined, the Final Payroll Export File will be placed in the output directory.

• If ‘Send File Via FTP’ is unchecked and one or more email recipients are defined, the Final Payroll Export File will be emailed from the InfiniTime Temp Folder and will not be placed in the output directory. The Final Payroll Export file will be deleted from the Temp Folder once the file has been emailed to all recipients.

• If ‘Send File Via FTP’ is checked and no email recipients are defined, the Final Payroll Export File will be Transferred to the specified FTP Destination from the InfiniTime Temp Folder and will not be placed in the output directory. The Final Payroll Export file will be deleted from the Temp Folder once the FTP Transfer is completed.

• If ‘Send File Via FTP’ is checked and one or more email recipients are defined, the Final Payroll Export File will first be Transferred to the specified FTP Destination from the InfiniTime Temp Folder then the Final Payroll Export File will be emailed from the InfiniTime Temp Folder. The Final Payroll Export File will not be placed in the output directory. The Final Payroll Export file will be deleted from the Temp Folder after the file has been sent to all email recipients.

Payroll Export Employee / Timecard Filter Related Processing Options

The Payroll Export includes three options which alter the way the Payroll Export Employee Filter Functions as follows:

·       Only Export Records for the Non Default Department

·       Department Selector Filters Time instead of Employee

·       Include Employees Terminate During the Export Range

The above options can be used individually or together. Full details on the functionality of the above options can be found in the Payroll Export Overview section of this document. No additional configuration is necessary for use of the Payroll Export Employee / Timecard Filter Related Processing Options.

Alert Related Payroll Export Processing Options

The Payroll Export includes four options which alert the user of specific conditions before Employee Hours and Earnings are exported to the Final Payroll Export File.

·       Alert When Unreviewed Exceptions are Found for Exported Employees

·       Alert When Timecards are Not Reviewed by Employee’s Supervisor for Exported Employees

·       Alert When Timecards are Not Reviewed by Employee for Exported Employees

·       Alert When Number of Reviews are Less than X for Exported Employees

The above options can be used individually or together. Full details on the functionality of the above options can be found in the Payroll Export Overview section of this document. The options above are intended for use with InfiniTime's Timecard Review Functionality.

Interface Specific Payroll Export Processing Options

The Payroll Export includes three options Processing Related Options which alter how Employee Hours and Earnings are calculated and exported as follows:

·       Export Overtime as Half Time

·       Pay Shift Differential Hours at Differential Pay Only

·       Group Level for Export

The above options can be used individually or together. Full details on the functionality of the above options can be found in the Payroll Export Overview  section of this document. Export Overtime as Half Time requires at least one Overtime Type (Overtime 1, Overtime 2, Overtime 3, or Overtime 4) to be configured. Pay Shift Differential Hours at Differential Pay Only is available only for Payroll Interface Formats which support Shift Differentials and requires Shift Differentials to be configured in full. Additional information on configuring Shift Differentials can be found here.  Group Level for Export requires Groups to be configured and assigned to all employees.

General Payroll Export Processing Options

The Payroll Export includes one General Processing Option as follows:

·       Assign All Time to Employee’s Default Department.

If this option is enabled, all Employee Hours will be exported as though they were worked in the respective employee’s Default Department.

Logic Flow Documents

For full clarity, Logic Flow documents are provided which show exactly how the Payroll Export tool functions. Thumbnails for each diagram are shown below - simply click on the thumbnail to view the full diagram

NOTE: An internet connection is required to download and view the full logic flow diagrams.

Payroll Export Input:

Payroll Export Processing

Payroll Export Output