Human Capital Management: Step-by-Step Guide

Transcription

1 Human Capital Management: Step-by-Step Guide Uploading CU One Time Payments This guide describes how to upload time collection files for CU One Time Payments. Uploading time collection files is a two-part process in which you must first prepare your upload file and then upload the file. The upload file must be formatted in the correct format or errors may occur during upload. After uploading, you should verify the file did not generate any errors and correct any that did occur. Formatting and Saving Your File This section describes formatting your upload file. If your file is not formatted according to these specifications, you may experience errors. Refer to the Building Uploads for Success job aid on the HCM Community website for more information about the most common errors to avoid. Note: Do not add one-time payments to a regular earnings load. Although these entries will not cause the file to error and also will not produce error messages, one-time payments will not load with regular earnings. To create and format your upload file: 1. Create a CU One Time Earnings file using Microsoft Excel and the template (template available on the HCM website). 2. Save the template file under a new name to your designated folder. Although the file eventually will need to be in CSV format for upload, save it in Excel workbook format while you are completing data; it will be easier to work with while formatting. Required Fields: Paygroup, Pay End Date, Off Cycle (must be Y or N), Emplid, Empl Rcd, Earns Begin Date, Earns End Date, EarnCode, and either Hours OR Amount. (Do not complete both Hours and Amount fields.) 3. Format the columns of your file: Pay Group: Codes must be all caps STU, not stu. If you are unsure of the correct pay group, look on the Payroll tab of Job Data for the employee or at the Pay Group Configuration table at Incorrect pay groups will not stop your upload, but will fail to load when the payroll is run. PPE Date: Must be the pay period end date of the payroll to which you want to upload. If you are loading a file for an off cycle payroll, you need to use the PPE Date of the off cycle payroll and not the original on cycle date. Format must be mm/dd/yyyy. See step 4 for instructions on formatting dates. Off Cycle: Must be Y or N (all caps); do not leave blank. If the PPE Date is for an on cycle payroll, code N; if for an off cycle payroll, code Y. Empl Rcd (Employee Record): Make sure it is correct for the job and that it is an active record. 1 hcm_sbs-uploading-cu-one-time-payments.docx Revised: February 9,2016 Prepared by: Employee Services

2 Earns Begin Date and Earns End Date: The period when the pay was earned or the exception time accrued. o o Earn dates must always be within a period when the employee was active according to Job Data. Other dates will not error during upload, but will keep your entry from processing. Earnings dates must be in mm/dd/yyyy format. See step 4 for instructions on formatting dates. EarnCode (Earnings Code): o o Be sure the earnings code you use is in all caps. Be sure the earnings code you use is allowed for the pay group. Your upload will not error for a mismatch, but will be an issue during payroll processing. Restrictions: Only the earnings codes listed below are allowed for One Time Pay uploads. Others codes will not load through this process. Hours and/or Amounts: Format with two decimal places and no 1000 Separator (,). Warning: Do not enter both Hours and Amounts on the same row. The file will upload, but will cause errors in payroll processing. 4. Be sure to reformat all dates using the mm/dd/yyyy format. CSV files do not retain this format, so you must verify that the date fields are formatted as follows for each file you create. a. Select the column containing dates. b. From the Home tab in Excel, click Format from the Cells group. c. Click Format Cells. The Format Cells window appears. 2 hcm_sbs-uploading-cu-one-time-payments.docx

3 d. From the Category list, select Custom and type mm/dd/yyyy in the Type box. e. Click OK. Best Practice: Create templates that will be needed for the semester that include employee IDs and the corresponding record numbers. Format the dates as described above and save as an Excel file. Then, for every new pay period, the only information that will need to be added will be the new beginning and end dates, number of hours, and any override information specific to that pay period. For ease of use, you may want to insert a column for employee names in your template. If so, save your file with a unique name and remove the name column before upload. 5. Remove all rows for which no hours or amounts were entered. These rows will cause errors during payroll processing. 6. Complete your data and recheck your formats as described above to be sure all entries are correctly formatted. Formatting errors will prevent the entry from loading or processing. 7. Remove duplicates. Any rows where all of the fields match will read as duplicate entries. While duplicate entries will load without an error message, they will cause fatal errors when the payroll is processed. If you have two entries for the same employee ID, employee record, earn code, earn begin and end dates, and speedtype (if any), combine them on one line. After all data is complete, check for and remove duplicates, especially on large files or those worked on by more than one person. Excel has a very simple tool for this. a. Highlight all of the data in your file by clicking the Select All button in the top left corner of the spreadsheet. 3 hcm_sbs-uploading-cu-one-time-payments.docx

4 b. Click the Data tab at the top of the spreadsheet and choose Remove Duplicates. c. If all columns are not checked, choose Select All to choose them, and click OK. This will only delete a line if it completely duplicates another. 8. Save your file; first in Excel and then as a CSV file. Uploads must be in CSV format. a. Click Save As or press F12 to display the Save As window. b. Under Save as type, choose CSV (Comma delimited) and then click Save. 4 hcm_sbs-uploading-cu-one-time-payments.docx

5 MAC USERS: Save your file as Windows Comma Separated (.csv): 9. When you get the following message, click Yes. 10. When you attempt to close the file you will get the following message. 11. Click Don t Save. (Clicking Save will change the format of your already saved file.) 5 hcm_sbs-uploading-cu-one-time-payments.docx

6 Uploading Your File Once you have your formatted file ready, you can upload it. 1. Navigation: Main Menu> CU Time> CU Processes> CU One Time Payments Load. 2. If this is the first time you are uploading, you will need to create a Run Control ID: a. Click the Add a New Value tab. b. Enter a new Run Control ID. c. Click Add. After your first upload you may re-use run control ID s, but if a file experiences errors out and fails to load, you will need to create a new run control ID. 3. In the Company field, use the look up (magnifying glass) to choose the correct company. 4. Click the paper clip, displayed at the end of Attached File, and use the Choose File button to locate your CSV file. 6 hcm_sbs-uploading-cu-one-time-payments.docx

7 5. Choose your file and click Upload. The system returns you to the CU One Time Payment Load screen. 6. Wait for the filename to appear in the Attached File field and click the Run button. The Process Scheduler Request page displays. 7. If the Server Name is blank, choose PSUNX and click OK. The system returns you to the CU One Time Payments Load page. A Process Instance number appears in the upper right corner of the page, which indicates that the process is running. 8. Click Process Monitor at the top right to navigate to the Process List. 9. Click Refresh at the top right until the Run Status displays as Success and Distribution Status displays as Posted as shown below. 7 hcm_sbs-uploading-cu-one-time-payments.docx

8 10. Click Details (see circle below). Checking Your Upload Files and Correcting Errors 1. From Process Monitor, click View Log/Trace. 8 hcm_sbs-uploading-cu-one-time-payments.docx

9 2. Examine the last three files listed to verify that the file loaded as expected and to begin to identify any errors. 3. Click the OneTimePay_Errors filename. An Excel CSV icon should appear at the bottom of your screen. If an icon does not appear, check your browser s pop-up blocker and allow pop-ups. 4. Click the icon; the file opens in Excel (as a CSV file). Any file errors will be listed in this file and you will need to take steps to correct them. Note: Errored lines will not load to HCM. You will need to reload the corrected lines, or enter them directly through HCM transactions. Reload only the corrected lines. Making corrections to your original file and uploading it again will duplicate all of the rows that loaded successfully, which will cause a fatal error during payroll processing. The error message may not describe the error. In most cases errors are in formatting or in mismatches between the PPE Date and the Off Cycle value. To determine the cause of an error, you may want to review your Excel workbook file and double-check the formatting, rather than the CSV upload file. Refer to the Building Uploads for Success job aid on the HCM Community website for more information about the most common errors. 9 hcm_sbs-uploading-cu-one-time-payments.docx

10 5. Click the OneTimePay_Loaded filename. Click the link to open the file. You should see all rows that loaded from the file. 6. Check the total number of rows on this file to be sure it agrees with your original file. 7. Click the OneTimePay_Log file link. This file summarizes upload file processing. a. Verify that there are no errors and that all rows loaded. Paygroup rows loaded should equal the File Totals (bottom of report) and the total rows in your original file. Note: One_Time_Payment uploads have no unique identifier, be careful not to inadvertently load each file more than once. 10 hcm_sbs-uploading-cu-one-time-payments.docx

11 Approving Your Files for Inclusion to Payroll After verifying that the file loaded correctly and/or fixing any errors and resubmitting, navigate to CU Reported Time Summary in order to review and approve the pay. 1. Navigation: Main Menu> CU Time> CU Reported Time Summary. 2. Search using appropriate parameters (department, pay group, earnings end date, etc.) in order to review batch entries, which will be separated by pay groups. (Other batches for the same time period will also display.) 11 hcm_sbs-uploading-cu-one-time-payments.docx

12 The Reported Time Summary has several tabs, described below: The Employee Details tab is the only tab that shows the employee s name (obscured here). This tab also displays the position, batch run ID, speedtype (if entered otherwise the default speedtype will be used), entry type (Batch Timesheet in this case) and status (in this case, the batch needs approval). Each employee ID is a link to batch details. You may add or change position number, business unit, job code, or speedtype here. You may also add lines of pay to a record by using the plus button (+)at the end of the bottom row of data. 12 hcm_sbs-uploading-cu-one-time-payments.docx

13 Note: You must have an entry type chosen on the employee details page in order to add a record. Click Navigate Back to Summary Page to return to Employee Details summary. The Batch Time Sheet and Leave Details tab shows employee record, earnings code(s) and hours entered. Employee ID s are linked to the details page shown above. The One Time Payments and Regular Earnings tabs divide the batch entries into these types of pay. All four summary tabs offer the opportunity to select or deselect some or all records as needed for approval. 1. Click the boxes in the Select column, or use the Select All button below the data, to select rows to approve. 13 hcm_sbs-uploading-cu-one-time-payments.docx

14 2. Click the Approve button below the data on the left. The status, approver, and approve date and time fields will populate after you click the button. You may add employees manually in HCM: 1. Navigation: Main> CU Time> CU Employee Reported Time. 2. Search by Employee ID and earnings begin/end dates. 14 hcm_sbs-uploading-cu-one-time-payments.docx

15 3. If a line with the correct earnings begin/end dates, company, pay group, department and employee record is not available, choose the Add a New Value tab to add a line. Add a value for any field that did not populate or did not populate correctly. You will need to complete all of the fields in order to add a new value. 4. When the information is correct, click Add. The Employee Details page appears. 5. Choose an Entry Type from the dropdown menu and then select the appropriate tab to enter the pay. Fields on the selected tab will open up as depending on which entry type you chose. Note: If you have not chosen an entry type, no fields will open on any tab. 15 hcm_sbs-uploading-cu-one-time-payments.docx

16 For example, choosing One Time Payments, as below, opens up fields on the OneTime Payments tab. 6. After adding and saving all appropriate information, click Navigate Back to Summary Page. 7. Select and approve rows as appropriate. Note: Once a record has been approved, subsequent changes can be made, but will not automatically remove the approval. Records may be denied or returned to status of Needs Approval by clicking on an employee ID and using the dropdown menu in the Status field, and may be edited up until the time that the record is sent to payroll for processing. At that point, the record is frozen and may not be edited further. 16 hcm_sbs-uploading-cu-one-time-payments.docx