Payroll: Supported Time Clocks (Import Timecards): Difference between revisions

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Latest revision as of 13:00, 14 July 2023

Time Clock Formats Supported by Import Timecards
Alert: When working with a new third party vendor consult with developers to establish the best standard. DO NOT recommend Timeforce!!

About

NOTE: As of Keystone 2.8.7 the TCFILE.INI and TCIMP.INI file contents are now stored within system options under the "Timecard Import Options" heading as follows:

  • TCFILE.INI -> Import Files
  • TCIMP.INI -> Import Mapping


There are two .ini files that control the setup for Time Clock Imports. These should be saved in the custom settings directory. (e.g. C:\ProgramData\GivenHansco\Keystone\Settings)

  • tcfile.ini
  • tcimp.ini

TCFILE.INI

Specifies the list of possible locations for ticket import files. For some formats (timeforce) it also supports a couple of settings regarding the import of Departments and Worker's comp fields. The general layout of the file is: <display name>=<file>,<import format> See samples below.

Wild Cards are supported.

TCIMP.INI

Specifies the mapping of Time Clock pay types to Keystone pay types and several options.

Sample TCIMP.INI

[Links]
Regular=REG
Overtime=OT
Holiday=HOL
Vacation=VAC
Double=DBL
Sick=SICK
Bonus=BONUS
Other=OTHER
SAL=SAL

[WorkComp]
;setup workers comp class translations here as follows:
;<timeclock department value> = <keystone workers comp class>

[Department]
;setup department translations here as follows:
;<timeclock department value> = <keystone department>

[Options]
;HeaderLines=0
;SetPlantToHomeDept=1

Links

Links are mapped with the following layout: <Time Clock Pay Type> = <Keystone Pay Type>

The tricky part here is that import uses an alias on the left of the = sign for several of the common pay types. You must always set these up using the special alias rather than the actual Keystone Pay type.

  • Regular (REG)
  • Overtime (OT)
  • Vacation (VAC)
  • Holiday (HOL)
  • Sick (SICK)
  • Double (DBL)

NOTE:If Keystone has a variation from the standard link name, but a time card file has the original name you must map it like this: Double=DBLTIME This will translate the code DBL in the import file into DBLTIME in Keystone.


All other types need to be mapped even if they are a direct match. In the above example Bonus, Other and SAL are not predefined, but must be added to import. Below HAUL is the same type in the import file as Keystone whereas TOOL from a time clock file gets translated into TLX in Keystone. 

HAUL=HAUL
TOOL=TLX

WorkComp

Maps Time Clock Workers Comp class to Keystone Workers Comp Class. Only needed when mapping is required, not for direct matches. 

<Time Clock Workers Comp Class> = <Keystone Workers Comp Class>


Department

Maps Time Clock Department to Keystone Department. Only needed when mapping is required, not for direct matches. 

<Time Clock Department value> = <Keystone Department>


Options

This section currently two options -

  • HeaderLines. This allows you to override the standard number of header lines.
  • SetPlantToHomeDept. Rarely used

Example: 

[Options]
HeaderLines=0
SetPlantToHomeDept=1

Support Time Clock Setups

GPS (Datamatics)

  • This is currently our Go To format. It is the most flexible for variable number of fields.
  • Added in 2.6.4 - Similar TimeForce II with Plant, now with Job Cost
  • 2.9.15 Added features for Datamatics

Features

Unlimited pay types
Can import department AND Plant
Optional Job Cost

Field Defs

1. employeecode (Alphanumeric, not NULL)
2. timecard_date (MM/DD/YYYY), not Null
3. Pay Type (Alphanumeric, not NULL
4. hours_worked
5. effective_rate (Optional)
6. pay (Optional)
7. department (alphanumeric, optional, NULL or empty string OK)
8. plant (alphanumeric, optional, NULL or empty string OK)
9. job (alphanumeric, optional, NULL or empty string OK)
10 budget category (alphanumeric, required when job is used, NULL or empty string OK)

Pay Calculation

  • If Pay is not 0:
    • Pay is used for total pay
      • If Hours are zero, rate is set to 0
      • If Hours are not 0 then rate is Pay/Hours
  • If Pay is 0
    • If rate is not 0 then rate is used and pay is rate X hours
    • If Rate is 0 then standard employee rate applies and pay is standard rate X hours

Sample timeclock file

Without Rates: 

emp_id,tc_date,pay_type,hours,rate,pay,dept,plant,job_id,job_bud_cat
1000,05/19/2012,VAC,8.00,0,0,D1,04
1000,05/14/2012,REG,2.50,0,0,D1,01
1000,05/15/2012,REG,9.0000,0,0,A2,01
1000,05/15/2012,REG,10.00,0,0,A2,02,,

With Job/Dept/Plant: 

1000,05/16/2012,REG,11.00,0,0,D1,02,BC2300,CLRNG

Without Department & Plant 

1000,05/17/2012,REG,7.50,0,0
1000,05/17/2012,OT,3.50
1000,05/17/2012,BONUS,0,0,100,,,,

With Rates: 

1000,05/19/2012,VAC,8.00,18.50,0,D1,04
1000,05/14/2012,REG,2.50,17.25,0,D1,01

With Job/ No Dept/Plant/Rate: 

1000,05/16/2012,REG,11.00,,,,,BC2300,CLRNG


Notes:

  • Extra commas for blank fields are accepted and ignored.
  • Import can be configured to accept or ignore header record.

Sample TCFILE.INI

[Files]
Plant 1=C:\IMPORT\TC1.CSV,GPS
Plant 2=C:\IMPORT\TC2.CSV,GPS

[TimeForce]
ImportDepartment=Y   ;imports TimeForce department as Keystone department
;ImportWorkComp=Y     ;imports TimeForce department as Keystone workers comp class

TimeForce

Features

Unlimited pay types
Can import department or workers compensation class

Sample timeclock file

Code,EmpID,Fname,Mname,Lname,ShiftName,Dept,Date,HrType,Hrs
Code,EmpID,Fname,Mname,Lname,Date,Dis
REG,CAND01,CHARLES,,ANDERSON,,07,06/04/2007,Worked,16.98
REG,CAND01,CHARLES,,ANDERSON,,07,06/05/2007,Worked,12.22
REG,CAND01,CHARLES,,ANDERSON,,07,06/06/2007,Worked,10.80
OT,CAND01,CHARLES,,ANDERSON,,07,06/06/2007,Worked,1.93
OT,CAND01,CHARLES,,ANDERSON,,07,06/07/2007,Worked,11.18
OT,CAND01,CHARLES,,ANDERSON,,07,06/08/2007,Worked,6.83
REG,LANT01,SCOTT,K,ANTLE,,14,06/07/2007,Worked,8.95
REG,LANT01,SCOTT,K,ANTLE,,14,06/08/2007,Worked,6.33
REG,XAUS01,ANTHONY,W,AUSTIN,,02,06/04/2007,Worked,10.97
REG,XAUS01,ANTHONY,W,AUSTIN,,02,06/05/2007,Worked,8.82
REG,XAUS01,ANTHONY,W,AUSTIN,,02,06/06/2007,Worked,10.77
REG,XAUS01,ANTHONY,W,AUSTIN,,02,06/07/2007,Worked,9.45
OT,XAUS01,ANTHONY,W,AUSTIN,,02,06/07/2007,Worked,2.37
OT,XAUS01,ANTHONY,W,AUSTIN,,02,06/08/2007,Worked,11.82
OT,XAUS01,ANTHONY,W,AUSTIN,,02,06/09/2007,Worked,4.97

Sample TCFILE.INI

[Files]
Plant 1=C:\Import\Plant 1\TCData.txt,TIMEFORCE
Plant 2=C:\Import\Plant 2\TCData.txt,TIMEFORCE

[TimeForce]
ImportWorkComp=Y     ;imports TimeForce department as Keystone workers comp class
ImportDepartment=Y   ;imports TimeForce department as Keystone department

TimeForce II

(Added for Keystone 2.5.10)

Features

Unlimited pay types
Can import department or workers compensation class

Field Defs

1. employeecode (Alphanumeric, not NULL)
2. timecard_date (MM/DD/YYYY)
3. advancedmappingexportcode (Alphanumeric, not NULL (Pay Type)
4. hours_worked (Decimal round to 2 decimal places, 0 filled)
5. effective_rate (Decimal round to 2 decimal places, 0 filled)
6. pay (Decimal round to 4 decimal places, 0 filled)
7. departmentexportcode (alphanumeric, optional, NULL or empty string OK)
8. jobexportcode (alphanumeric, optional, NULL or empty string OK)
9. taskexportcode (alphanumeric, optional, NULL or empty string OK)

Pay Calculation

  • If Pay is not 0:
    • Pay is used for total pay
      • If Hours are zero, rate is set to 0
      • If Hours are not 0 then rate is Pay/Hours
  • If Pay is 0
    • If rate is not 0 then rate is used and pay is rate X hours
    • If Rate is 0 then standard employee rate applies and pay is standard rate X hours

Sample timeclock file

Without Rates: 

1000,05/19/2012,VAC,8.00,0.0000,0.0000,50,NULL,NULL
1000,05/14/2012,REG,2.50,0.0000,0.0000,50,NULL,NULL
1000,05/15/2012,REG,9.0000,0.0000,0.0000,50,NULL,NULL
1000,05/15/2012,REG,10.00,0.0000,0.0000,50,NULL,NULL
1000,05/16/2012,REG,11.00,0.0000,0.0000,50,NULL,NULL
1000,05/17/2012,REG,7.50,0.0000,0.0000,50,NULL,NULL
1000,05/17/2012,OT,3.50,0.0000,0.0000,50,NULL,NULL
1000,05/17/2012,BONUS,0,0.0000,100.0000,50,NULL,NULL

With Rates: 

1002,05/19/2012,VAC,8.00,10.0000,0.0000,50,ME361,02900
1002,05/17/2012,BONUS,0,0.0000,100.0000,50,NULL,NULL
1002,05/14/2012,REG,2.50,10.0000,0.0000,50,ME361,MAINT
1002,05/15/2012,REG,9.0000,10.0000,0.0000,50,NULL,NULL
1002,05/15/2012,REG,10.00,10.0000,0.0000,50,NULL,NULL
1002,05/16/2012,REG,11.00,10.0000,0.0000,50,NULL,NULL
1002,05/17/2012,REG,7.50,10.0000,0.0000,50,NULL,NULL
1002,05/17/2012,OT,3.50,15.0000,0.0000,50,NULL,NULL

Sample TCFILE.INI

[Files]
Plant 1=C:\IMPORT\TC1.CSV,TIMEFORCEV2
Plant 2=C:\IMPORT\TC2.CSV,TIMEFORCEV2

[TimeForce]
ImportDepartment=Y   ;imports TimeForce department as Keystone department
;ImportWorkComp=Y     ;imports TimeForce department as Keystone workers comp class

Generic

Features

Unlimited pay types
Can import department or workers compensation class
Can Import Job / Budget Category
Can Import Description
Can Import Pay Rate

NOTE: This format is a variation of the original Time Force format. This option will handle records that don't include the Job, Description and Rate fields.

Fields

  1. Pay Type
  2. Employee ID
  3. First Name
  4. Middle Name
  5. Last Name
  6. Shift Name (Not Used)
  7. Department
  8. Date
  9. Hour Type (Not Used)
  10. Hours
  11. Job ID (Optional)
  12. Budget Category (Optional)
  13. Detail Description (Optional)
  14. Override Rate (Optional)

Sample timeclock file

Code,EmpID,Fname,Mname,Lname,ShiftName,Dept,Date,HrType,Hrs,JobID,BudCat,Descripton,OverrideRate
REG,1000,John, ,Smith, ,,3/15/2010,Worked,4,019495,00600,NORTHX2,22.22
REG,1000,John, ,Smith, ,,3/15/2010,Worked,3.5,LB1986,MAINT
REG,1000,John, ,Smith, ,,3/16/2010,Worked,3,019495,00600
REG,1000,John, ,Smith, ,,3/17/2010,Worked,7,019495,00600
REG,1000,John, ,Smith, ,,3/18/2010,Worked,8,019495,00600
OT,1000,John, ,Smith, ,,3/18/2010,Worked,1,019495,00600
REG,1000,John, ,Smith, ,,3/19/2010,Worked,3,019495,00600
REG,1000,John, ,Smith, ,,3/20/2010,Worked,3.5,019495,00600
REG,1000,John, ,Smith, ,,3/15/2010,Worked,3.5,019495,02900
REG,1000,John, ,Smith, ,,3/16/2010,Worked,2,019495,02900
REG,1000,John, ,Smith, ,,3/17/2010,Worked,1,019495,02900
REG,1001,Larry, ,Baker, ,,3/17/2010,Worked,3,LB1986,MAINT
REG,1001,Larry, ,Baker, ,,3/18/2010,Worked,5,LB1986,MAINT
REG,1001,Larry, ,Baker, ,,3/19/2010,Worked,5,LB1986,MAINT
REG,1001,Larry, ,Baker, ,,3/20/2010,Worked,5,LB1986,MAINT
REG,1001,Larry, ,Baker, ,,3/20/2010,Worked,15
REG,1002,George, ,White, ,,3/15/2010,Worked,4,019495,00600
REG,1002,George, ,White, ,,3/15/2010,Worked,2,LB1986,MAINT
OT,1002,George, ,White, ,,3/15/2010,Worked,2,LB1986,MAINT
REG,1002,George, ,White, ,,3/16/2010,Worked,3,LB1986,MAINT
REG,1002,George, ,White, ,,3/17/2010,Worked,5,LB1986,MAINT
REG,1002,George, ,White, ,,3/18/2010,Worked,5,LB1986,MAINT
REG,1002,George, ,White, ,,3/20/2010,Worked,5,,
OT,1002,George, ,White, ,,3/20/2010,Worked,13,LB1986,MAINT
REG,1005,Suzie, ,Queen, ,,3/15/2010,Worked,2,019495,00600
REG,1005,Suzie, ,Queen, ,,3/16/2010,Worked,4,019495,00600
REG,1005,Suzie, ,Queen, ,,3/20/2010,Worked,6,019495,00600
REG,2000,John, ,Walker, ,,3/20/2010,Worked,12,,
REG,2002,Chris, ,Smith, ,,3/20/2010,Worked,22,,
REG,3000,Tony, ,Brown, ,,3/20/2010,Worked,15,,
SAL,1003,Michael, ,Jones, ,,3/20/2010,Worked,86.67,,,EastSide,50.50
SAL,2005,Harold, ,Stone, ,,3/20/2010,Worked,86.67,,

Sample TCFILE.INI

[Files]
Plant 1=C:\Import\Plant 1\TCData.txt,GENERIC
Plant 2=C:\Import\Plant 2\TCData.txt,GENERIC

Gold Suite

Features

Pay types: Regular, Overtime, Vacation

Sample timeclock file

"ALAN9370  ","455-68-9370         ","CONCRETE  ","OPERATIONS","YARD      ",08/19/2004,09/01/2004,3,0,"          ",0000007.20,080.00,0000576.00,0000007.20,036.92,0000398.70,0000010.80,000.00,0000000.00,0000000.00,0000000.00,0000000.00,0000000.00
"CAST3921  ","454-15-3921         ","CONCRETE  ","OPERATIONS","MAINT     ",08/19/2004,09/01/2004,3,0,"          ",0000007.00,080.00,0000560.00,0000007.00,067.25,0000706.12,0000010.50,000.00,0000000.00,0000000.00,0000000.00,0000000.00,0000000.00
"CORT0834  ","449-25-0834         ","CONCRETE  ","OPERATIONS","MIXER     ",08/19/2004,09/01/2004,3,0,"          ",0000006.50,080.00,0000520.00,0000006.50,051.62,0000503.26,0000009.75,000.00,0000000.00,0000000.00,0000000.00,0000000.00,0000000.00
"DELA5266  ","465-65-5266         ","CONCRETE  ","OPERATIONS","MIXER     ",08/19/2004,09/01/2004,3,0,"          ",0000007.10,080.00,0000568.00,0000007.10,033.58,0000357.66,0000010.65,000.00,0000000.00,0000000.00,0000000.00,0000000.00,0000000.00
"ESPI8216  ","                    ","CONCRETE  ","OPERATIONS","MIXER     ",08/19/2004,09/01/2004,3,0,"          ",0000006.80,066.28,0000450.73,0000006.80,015.35,0000156.57,0000010.20,000.00,0000000.00,0000000.00,0000000.00,0000000.00,0000000.00
"ESPI8216  ","                    ","CONCRETE  ","OPERATIONS","MIXER     ",08/19/2004,09/01/2004,3,0,"PERSONAL  ",0000006.80,016.00,0000000.00,0000000.00,000.00,0000000.00,0000000.00,000.00,0000000.00,0000000.00,0000000.00,0000000.00,0000000.00
"FLOR0086  ","466-74-0086         ","CONCRETE  ","OPERATIONS","YARD      ",08/19/2004,09/01/2004,3,0,"          ",0000006.80,080.00,0000544.00,0000006.80,049.48,0000504.73,0000010.20,000.00,0000000.00,0000000.00,0000000.00,0000000.00,0000000.00

Sample TCFILE.INI

[Files]
Plant 1=C:\Import\TC01,GOLDSUITE
Plant 2=C:\Import\TC02,GOLDSUITE

Sample TCIMP.INI

[Links]
Regular=REG
Overtime=OT
Vacation=VAC


TimeClocks Plus

Features

Pay types: Regular, Overtime, Holiday
Can import pay G/L accounts

Sample TCFILE.INI

[Files]
Plant 1=C:\Import\TC01,TIMECLOCKSPLUS
Plant 2=C:\Import\TC02,TIMECLOCKSPLUS

Sample TCIMP.INI

[Links]
Regular=REG
Overtime=OT
Holiday=HOL


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