Transcript Slide 1
Texas Skyward User Group Conference Importing Deductions/Benefits from 3rd Party Administrator Stella Mendoza Payroll Import/Export How to import third party benefits and other deductions • Build the file • Cross Reference Tab • Import Tab • Validate • Correct file (optional) • Import • Report • Update Tip: Review deduction and benefit codes. Human Resources-Payroll-Setup-Codes. Then select Deduction and Benefits In excel delete all other codes. Account code, group, etc. Make sure you include your deduction and benefits code. Codes must match with 3Rd party’s. Delete deductions/benefits not needed. Sent file to Third Party. Codes must match with Third Party’s codes. Human Resources-Payroll-UtilitiesPayroll Import/export- run. Format button show the different formats from the third parties. May want to download format field in excel if need to make corrections in layout. Once complete with Third Party layout. Ready to set up import file. Select run. Click on Format under “Demographic” to find third party. Click on Format under “Deductions/Benefits” to find third party. Both should match Build Cross reference by: 1. Create for first time 2. Add for new deductions/benefits This is pulling from your deduction table under Human Resources-PayrollSetup-Codes-Deduction and Benefits. Do not forget to do the benefits side Cross Reference will stay. Future just add individuals. Tip: run report or excel and review deduction/benefit codes Example of an upload. Tip: Save the file to a different name. Tip: Click on the Import Tab. Validate first to find potential errors and correct. You can skip and wait for report. Save the file to a different name. Examples of errors: Line 215 TRSS s/b 3TRSS. Cancel. Pull the file and do a find. Make the correction and save the file and valid again. Example of error: SS# Once find the correct SS# go back to the file. Do a find and correct the number. Example of error: SS# Once find the correct SS# go back to the file. Do a find and correct the number. If you select skip, at the end a report will be created that shows all errors. This error will occur if “0”s are on the layout. (can wait until update to fix) When satisfy with the Validate. Ready to Import. Tip: If validate and fixed all errors in the validate process you can select “Terminate”. Make sure caught all errors. Exception report will be created. This error will appear. These are the drops. Save the report and run import but this time select “Continue.” Tip: Have the option to download to excel. Tip: Test the file first and take a snap shot of before and after Import downloaded to excel Tip: No print all report Save reports for future reference “Indicates that the record was found on the import file with no amounts and the employee does not have a benefit or deduction control file record with that code.” Ready to update and there are 4 methods to update First method of format: Best option if your Third party sent you a change only report Warning: If you have deduction codes attached to pay codes that are not primary. • “THERE IS CURRENTLY A DEDUCTIN CODE SELECTED FOR THE PAY RECORD WHICH DOES NOT EXIST ON THE DEDUCTION CONTROL FILE FOR THIS PERSON. YOU MAY REMOVE THE CODE FROM THE PAY RECORD OR ADD IT TO THE DEDUCTIN CONTROL FILE.” Option 1 will do the same as above but you can use parameter option. Tip: Test on an individual. Take a snap shot of before and after. Option 1 will do the same as above but you can use parameter option. Tip: Test on an individual. Take a snap shot of before and after. Warning: Do not use option 2 if your file from your Third Party only has changes. This will compare what is in Skyward and file and drop what is not on the file. Option three. Do not use if the file from your third party only includes changes. 1. 2. At this point if not comfortable can still cancel and nothing will be updated in your file. Only deletes what was imported. 1 2 Tip: Mass delete deduction/benefit codes. HR/Payroll/Mass Process. Example: Remove a large group. Select the code . Select parameters. Add a stop date Texas Skyward User Group Conference THANK YOU FOR ATTENDING!