1. HCM Data Loading Business Objects
  2. Loading Payroll Time Cards

Loading Payroll Time Cards

Use HCM Data Loader to import time cards from a third-party time collection system.

You need to create elements, with the Timecard category, before you import time to Cloud payroll. The elements control how time information is processed in the payroll calculation. They also control how time is imported into payroll when a change is made to a timecard. Depending on your element configuration, timecard changes are imported into Payroll using either the ‘Update’ or ‘Delete and Create’ method.

Let’s look at an example to understand these different methods. An employee submits a weekly timecard with 7.5 hours salary per day, Monday to Friday. The timecard is loaded into the payroll application. Subsequently, the employee updates Thursday’s salary hours to 8.5 hours.

  • Update (Recommended): When time is next loaded to payroll, only the 8.5 hours update is loaded.
    Note:
    • It is recommended you enable the ‘update’ solution for all time elements. This feature has several benefits, such as reducing the volume of time entries, and supporting costing updates at the time entry level.
    • When you enable the update feature you must load costing information using the time entry component.
  • Delete and Create: When time is next loaded to payroll, the original 7.5 hours is deleted and a new time entry is created for 8.5 hours.

HDL Time Costing

You can load costing information to indicate how time should be distributed by the payroll costing process. The costing segment information can be loaded using the Time Entry or the Time Entry Property component.

Let’s look at an example to understand these options. An employee enters 40 hours basic pay on their timecard and assigns cost account '123' to these hours. The timecard information is loaded into Payroll. The employee subsequently updates their timecard and changes the cost account from ‘123’ to ‘444'.

You can load the corrected costing details using one of these options:

  • Costing at Time Entry (Recommended): Load an update to change the cost account to ‘444’ on the time entry records.
  • Costing at Time Entry Property: Use HDL to delete the 40 hours on the time entry records and delete the time entry property records for cost account ‘123’. You must also create new time entry records for the 40 hours and new time entry property records to assign the hours to cost account ‘444’.
    Note: You must load costing information using the time entry component when you enable the time ‘update’ feature.

Costing on Time Entry:

It is recommended you load costing information for a timecard using the time entry component. This solution supports the following key features:

  • You can create, update, and delete costing information for a timecard.
  • Costing at time entry level can be used with the new time ‘update’ feature.
  • You can rollback time files with costing information on the Time Entry component.
Note: When you have a requirement to delete costing information such as when it’s entered against an incorrect time entry, you must delete the time entry record including the costing information and create a new time entry record without the costing information.

Costing on Time Entry Property:

The Time Entry Property solution will continue to support costing information for backwards compatibility, but it is recommended you move to the Time Entry component solution.

Note:
  • You can only load costing on the Time Entry Property component when you are using the original ‘Delete and Create’ time solution.
  • Only the ‘Create’ operation is supported when costing records are loaded using the Time Entry Property component. This also prevents you from rolling back a time batch that has costing information on Time Entry Property component. All operations (create, update, and delete) are supported for other types of time property details such as State, County, and City.

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