Upload Payroll Transactions by File

In countries where IPS is used as the local payroll application, this feature allows the user to enter multiple payroll transactions (earnings / deductions) at the same time.

Payroll transactions can be uploaded so they are processed for the current pay period only, or they can be uploaded to be processed for the current pay period and remain programmed to be processed in subsequent pay periods automatically.

Uploading payroll transactions by file for the CURRENT PAY PERIOD:

Fill in a spreadsheet with three columns:
1. EmployeeID. For most companies, it is the same as employee WIN. For some other companies, it is a local employee ID.
2. PayrollCode. Enter payroll code which identifies the intended transaction.
3. Amount. Enter numbers only and decimal points if necessary. Do not enter the currency symbol ($) or commas.
Save file as .CSV, and name it as follows:
- File name must start with PRL followed by the Company Code and two-digit month, two-digit date and four-digit year of the Pay Period End Date.
- Add a hyphen and a three-character suffix for practical handling and to avoid undesirable deleting of data.
- For example, Company Code GUAT submitting information for the Pay Period Feb 15th 2010 would name their import file PRLGUAT02152010-105.CSV. (105 would be the suffix).
Go to the Payroll menu. Click on Upload Transactions by File.
Browse for PRL File to Upload.
Enter Email Address, so the system can return the upload results after processing file.
Select Payroll Type:
- Normal - For regular payroll which is processed every pay period.
- Special - For a particular payroll which is processed in a specific period to pay for wages that were not included in Normal Payroll.
Click on checkbox "Accumulate Duplicated Transactions in the file with same Employee And Pay Code" so all referred transactions are added up, and not rejected.
Click on Upload button.

Programming payroll transactions by file for CURRENT and SUBSEQUENT PAY PERIODS:

Fill in a spreadsheet with nine columns:
1. EmployeeID. For most companies, it is the same as employee WIN. For some other companies, it is a local employee ID.
2. TransactionType. Only allowed values are 1, 2, 3 or 4:
  1. Accumulative with Amount Limit.
  2. Accumulative with Date Limit.
  3. Repetitive without Limit.
  4. Only for this Pay Period.
3. Payroll Code. Enter payroll code which identifies the intended transaction.
4. Amount. It is the figure which will be paid or deducted.
5. LimitAmount. It is the total money which will be paid or deducted from employee salary, as a result of processing this transaction as many times as necessary.
6. AccumulatedAmount. It refers to a figure which has been taken from a separate calculation, and is considered for the total transaction balance. It is used only if necessary, when Transaction Type is 1.
7. StartDate. It must be within current pay period. Enter date in which transaction will be effective. Use format MM/DD/YYY.
8. EndDate. It can be any future date. Enter date in which transaction will be processed for the final time. Use format MM/DD/YYY.
9. Reference. Enter any numerical expression which may help the Finance / Payroll department to identify the specific reason behind employee pay or deduction. It can be an insurance policy number, a loan identification number, etc.
Follow steps 2 to 8 as described above.

NOTES:

If Transaction Type is 1, then column LimitAmount is mandatory and AccumulatedAmount becomes optional. This type is normally used to enter payroll deductions and keep automated balances until they reach a certain limit.
For example:
- To deduct $ 100 each pay period until total adds up to $ 500: Enter Amount = 100, LimitAmount = 500.
- To deduct $ 60 each pay period until total adds up to $ 300, considering $ 100 have already been deducted:
  Enter Amount = 60, LimitAmount = 300, AccumulatedAmount = 100. This means the system will deduct $ 60 during three pay periods, and then $ 20 on the next period.
If TransactionType is 2, then StartDate and EndDate become mandatory: This is normally used to enter payroll deductions which will be continuous until a certain date.
For example:
- To deduct $ 40 each pay period until December 31, 2010.
- To pay $ 50 for taxi cab reimbursement during three months.
If TransactionType is 3, then it will be processed each pay period for unlimited time. For example:
- To deduct a $ 5 union fee for as long as employee keeps working for the company.
If TransactionType is 4, then it will be processed for the current pay period only. This means, the PRL file is completed the same way as described above, with three columns, but this time the headers will be included: EmployeeID, PayrollCode, Amount.

Please consider the following guidelines when uploading/programming transactions by file:

Uploading process might take considerable time depending on file size.
Special Payroll codes do not apply for Normal Payroll. However, Normal and Special Payroll codes apply for Special Payroll.
Submitting the same PRL file twice will erase the transactions contained in the first, replacing them with those contained in the second one.
Transactions will apply only for the pay period specified in the transaction file.
Invalid Payroll Codes will be rejected.
Any transaction which already exists in the system (same type, payroll code, amount, date and reference) will be rejected.
Transactions for terminated employees will be rejected unless termination date is within the current pay period.
The system will return an email containing the upload process results. Any rejected lines will include the corresponding reject reason.