Let’s discuss the information you will need to gather for each employee. Follow these instructions carefully. Simple mistakes with this information formatting can cause long delays in the onboarding process.
COLUMN A) Employee Number – The employee number can be any alphanumeric combination you choose. Zeros can be added to the beginning of an Employee Number to create a uniform number of characters across all employees. This creates a uniform look and keeps the order consecutive. If you are using our HR solution, a new employee number will be created by that module once your information has been imported.
COLUMN B) Starting Date – This can be easily confused with the employee’s hire date. What we need here is the starting date of the first pay period when the employee has paid hours for the current calendar year.
COLUMN C) Pay Cycle – You have several options here. If you click the red corner of the column header, you will see a list. You must spell the pay cycle exactly as it is listed. For example, Biweekly cannot be spelled biweekly or Bi-weekly. These small changes will not be recognized by the software and will cause an error.
COLUMN D) Salary Type – Again, the options can be found by clicking the red corner of the column header. In the example pictured above, the employee has gotten a raise and switched from hourly to salary during the current calendar year. We see the same employee listed in two separate lines and showing that they have multiple Salary Types.
COLUMN E) Annual Salary – If your employee is salaried, fill in their annual salary here.
COLUMN F) Rate per Hour/Piece-Rate – If your employee is not salaried, this is the place to fill in their rate of pay.
COLUMN G) Weekly Hours – The number of hours an employee is hired to work will default to 40. You may edit this for part-time employees to show the correct number of hours.
COLUMN H) Overtime Exempt – Enter True if the employees are exempt from overtime (not eligible) and False if they are eligible for overtime.
COLUMN I) Overtime Multiplier – Enter your overtime rate (the standard is 1.5).
COLUMN J) Use Hours Details – If you are bringing the time in from a time source (time file import, manually keying, etc.), you will need to indicate True. If you want the time to auto generate (which is typical for Salaried employees), then you will indicate False.
COLUMN K) Piece-Rate – If you have Piece rates, please discuss this with your Implementation Specialist because specific setup is required.
COLUMN L) Actual Salary Modification Date – If the start date of the rate is something other than the pay period start date, this is when you need to populate the “Actual Salary Modification Date.” If you are using this, please let the Implementation Specialist know because setup modifications will need to be made to your database.
COLUMN M) Pay Cycle Subtype – This is not commonly used. If it is something you think you may need, please discuss it with your Implementation Specialist because setup modifications will need to be made to your database.