Load lines into the compensation journal

Typically, a payroll process involves two phases. The first phase involves loading the employee data, such as time, earnings, and attendance into a compensation journal. The second phase involves processing a payroll batch.

To load employee data into the compensation journal

  1. Choose Lightbulb that opens the Tell Me feature., enter compensation journal, and then choose the related link.

    If more than one compensation journal template exists in your environment, the Compensation Journal Templates page displays. You must select a template, and then choose OK.

    The Compensation Journal page opens.

  2. In Batch Name, specify the batch that is to be used for this compensation journal.

    The page refreshes and displays data based on the batch name that you specified.

  3. In Pay Cycle Period, specify the Pay Cycle Period that is to be used for this compensation journal.

    The page refreshes and displays data based on the pay cycle period that you specified.

  4. Choose Home > Load Lines.

    The Compensation Journal Load page opens.

    The Settings FastTab displays the filters that were specified previously and that have been applied to the data.

  5. On the Options FastTab, perform the followings steps:

    1. In Action if Employee is Already Loaded, specify the action that is to taken if an employee already exists in the journal.
      For example, consider a scenario where a compensation journal has been loaded and data exists for an employee named Paul Smith. After the data is loaded, for some reason the data must be loaded again, such as an employee was missed in the initial load. When you load the data again, this field determines whether the data for Paul Smith is to be replaced or skipped.
    2. In Load Standard Hours, specify whether to load data for hourly assignments that are associated with an HR Position Card that has the Calculate Standard Hours field turned on.
      The following list includes information about the allowable options for the Load Standard Hours field:
      • Do Not Load: If you are loading data for salaried employees and you don’t want data to be loaded for hourly employees, select Do Not Load.
      • Load Standard Hours by Week: Standard Hours by Week is the minimum amount of detail that you can specify to load.
        Sparkrock 365 does not allow you to specify one line for a biweekly period because when statutory holiday pay is calculated, time must be broken down by week to perform that calculation.
      • Load Standard Hours by Day: If you want a greater level of detail than can be provided at a weekly level, select Load Standard Hours by Day.
    3. The number of records that are populated in the compensation journal depend on the journal setup. For example, if Load Standard Hours by Week is selected for a biweekly compensation journal, 2 lines are populated in the journal for each employee. If Load Standard Hours by Day is selected for a biweekly compensation journal, 10 lines are populated in the journal for each employee.
    4. To specify that all data currently in the batch is to be deleted before the load process is started, turn on Clear Batch.
      If you do not turn on Clear Batch, Sparkrock 365 processes the data based on the value that was specified in the Action if Employee is Already Loaded field.
    5. To specifies that salaried assignments that are active during the pay cycle period are to be loaded into the journal, turn on Load Salary Lines.
      If you are processing a batch for hourly employees only, turn off Load Salary Lines.
    6. To specify that approved time entry lines for assignments that are active during the pay cycle period are to be loaded into the journal, turn on Load Time Entry. When Load Time Entry is turned on, approved time before the pay cycle starting date is loaded as well.
    7. To specify that approved scheduling time for assignments that are active during the pay cycle period are to be loaded into the journal, turn on Load Scheduling Time. When Load Scheduling Time is turned on, approved scheduling time before the pay cycle starting date is loaded as well.
    8. To specify that valid allowances related to assignments that are active during the pay cycle period are to be loaded into the journal, turn on Load Allowances.
    9. To specify that completed, one-time payment HR Requests that have an Effective Date within the pay cycle period are to be included in the load process, turn on Load One-Time Payments. If you are processing retro pay, turn on Load One-Time Payments. Retro pay creates an HR Request for a one-time payment.
    10. To specify that approved employee absences that have a From Date on or before the pay cycle ending date are to be loaded into the journal, turn on Load Absences. For example, if a salaried employee took unpaid time off, there is a negative impact to payroll. Another example is an employee who is taking a reduced pay leave.
      Any approved absences that have a Pay Code attached within this pay period or prior are loaded.
    11. If Load Absences is turned on, if the absences create negative earnings, for example, for an unpaid day off, in the Absence Tolerance % field, set the minimum percent of earnings that the employee is to receive. For example, specify 20 for 20%.
      Absence records that are not loaded are re-evaluated during the next pay cycle.
    12. To specify that approved substitute pay is to be loaded into the journal, turn on Load Sub. Pay.
      Typically, this field is only applicable to school boards where substitute teachers have been loaded as part of an integration that involves Apply to Education, SmartFind Express, or some other call out system.
    13. If required, to specify that statutory holiday pay lines are to be loaded into the journal, turn on Load Stat. Pay.
    14. To force the payout of all deferred salary, which is typically caused by an early termination, turn on Force Payout.
      Typically, this field is only applicable to school boards where there is a payout of a salary deferral. For example, through the course of a year, an employee may choose to be paid less on each pay so that in the summer time they continue to get paid. If that employee leaves in the middle of a year, you can force a payout of the deferred amount. This field can also be used to determine how much money has been deferred for an employee. For example, you can specify filters for a particular employee, force the payout, review the results, and then choose not to process the payout.
      To limit the payout to applicable employees only, specify a filter.
    15. To populate the Per Pay Accrual Worksheet, turn on Create Accrual Lines.
      This field applies to attendance plans that are set up for per pay accrual. When Create Accrual Lines is turned on, leave accrual lines are generated on the Per Pay Accrual Worksheet.
      When you post your payroll, those lines are posted automatically.

  6. On the Employees FastTab, you can specify filters to limit the employees that are loaded into the compensation journal.

    For example, you can specify a filter for a specific employee.

  7. On the Employee Assignments FastTab, you can specify filters to limit the number of employee assignments that are loaded into the compensation journal.

    For example, to load data for all employees for a particular union, you can specify a filter for a specific union code.

  8. Choose OK.

    The lines are loaded into the journal and a dialog box displays that indicates how many records were loaded in the compensation journal.

  9. To close the dialog box, choose OK.

See also

Compensation journal

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