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Bringing data back into payroll
The outcome of most scheduling / time and attendance processes is a payment that needs to be process via payroll.
In People First this input will be provided via the payslip claim. Multiple types of payslip claim can be configured, each based on a payslip item that identifies which payrolls use the payslip item, who can update it and the calculation that will be made against the inputted data.
Each payslip item has a code generated automatically and this needs to be mapped in the WFM system against the payment type e.g. Overtime 1 is mapped against PI0123 so that the correct claim can be generated.
Employees will be able to view the claims on their online payslip. Breaking down the claims into day and type allows the employee to see how their pay was made up – and to identify issues where appropriate. The recommendation, therefore, is not to provide a single claim for the whole period.
Add claim import
An import is available for importing claims into People First payroll.
This import can be found in Administration > Import & Export > Import. The “Add claims” import can be found amongst the payroll imports in the bottom half of the list.
Two types of claims are pertinent to time data:
a) Time i.e. the total hours & minutes
b) Units to be paid. This can be used to pay a one off amount regardless of the number of hours e.g. standby, stand in allowance
The import file must be a .csv with the following columns. All columns should be included in the file even if empty
| Column header | Mandatory/optional | Content |
|---|---|---|
| Personal reference number | Mandatory | Provide a unique reference number for the person. Must match an existing person. |
| Payslip Item Code | Mandatory | Provide the payslip item code of the payslip item for the claim. The payslip item must be attached to the person's payroll and active within the pay period. |
| What is the cash value? | One of these must be entered. Units and time will the most common for a WFM system | Provide the cash amount if the claim is configured for cash |
| How many units are you claiming for? | Provide the number of units if the claim is configured for units | |
| How many hours and minutes are you claiming for? | Provide the hours and minutes for the claim in the format: HH:MM if the claim is configured for time. Note: the 24 hour clock is used. | |
| Rate from the payment table | Mandatory if the claim requires a rate from a payment table | If your payslip item includes a payment table, Provide the description of the rate here. |
| Override rate value | Optional | Provide the rate here if the employee's standard hourly rate is not to be used |
| Date claim is for | Optional | Leave blank to default to the current pay day. |
| Apply payment on | Optional | Leave blank to default to the current pay day. |
| Activity | Optional | Provide an activity as part of a costing override. No validation is made on this field |
| Department name | Optional | Provide a department name as part of a costing override. This must be an active department in the database |
| Finance reference number | Optional | Provide a finance reference number as part of a costing override. This must be a valid reference as in HRM configuration |
| Location | Optional | Provide a location as part of a costing override. This must be a valid location as in HRM configuration |
| Transaction code | Optional | Provide a transaction code as part of a costing override. The code must match a transaction code that has been set up in the transaction code configuration area. |
