SmartFindExpress Payroll Integration
SmartFindExpress is an absence management and substitute assignment technology solution that is used by school boards to integrate telephone and online Interactive Voice Response (IVR) services. SmartFindExpress is used by administrators and employees to automate absence reporting. This integration imports a file that is created from SmartFindExpress and adds records to the Absence Incidents page. Entries that are created with substitute information are brought into the compensation journal during the payroll process.
The SmartFindExpress payroll integration requires the following setup:
The absent employee identification number must be mapped to the Sparkrock 365 HR employee number by either the Employee Access ID or Employee External ID SmartFindExpress file fields.
The substitute employee identification number must be mapped to the Sparkrock 365 HR employee number either by the Assigned Substitute Access ID or Assigned Substitute External ID SmartFindExpress file fields.
Absent and substitute employees require an employee assignment with an HR position class code that matches the Classification Code or Classification Name SmartFindExpress file fields.
Set up SmartFindExpress payroll integration
To configure the SmartFindExpress payroll integration, perform the following setup.
To configure the Attendance Management Setup page
- Choose
, enter attendance management setup, and then choose the related link.
The Attendance Management Setup page opens.
- In Absence Inc. Nos., ensure that a number series has been specified.
To configure the Advanced HR Setup page
Choose
, enter advanced hr setup, and then choose the related link.The Advanced HR Setup page opens.
On the External Setup FastTab, in the SFE Integration section, perform the following steps:
- In Employee Mapping, specify how the import process is to reconcile employee and assigned substitute numbers between SmartFindExpress and Sparkrock 365.
The following list includes information about the available options:- Employee/File External ID: – Specifies that Sparkrock 365 is to map the Employee External ID in Sparkrock 365 and the Employee External ID (field 16) and Assigned Substitute External ID (field 27) used in the file provided by SmartFindExpress. This option is used in cases where the employee identifier in SmartFindExpress does not match the Employee No. in Sparkrock 365.
- File Employee Access ID: Specifies that Sparkrock 365 is to expect a perfect match between the SFE Employee Access ID (field 15), Assigned Substitute Access ID (field 26) and the Employee No. in Sparkrock 365.
- File Emp. External ID: – Specifies that Sparkrock 365 is to expect a perfect match between the SFE Employee External ID (field 16), Assigned Substitute External ID (field 27) and the Employee No. in Sparkrock 365.
- In HR Position Class Mapping, specify how the import process is to reconcile the Sparkrock 365 HR position class.
The data in the file must be an exact match to the HR position class. The value in this field specifies which field to use in the SmartFindExpress import file.
The following list includes information about the available options:- File Classification Code: Sparkrock 365 uses the Classification Code (field 18) and the Sparkrock 365 Position Class Code for the absent employee.
- File Classification Name: Sparkrock 365 uses the Classification Name (field 19) and the Sparkrock 365 Position Class Code for the absent employee.
- In Employee Mapping, specify how the import process is to reconcile employee and assigned substitute numbers between SmartFindExpress and Sparkrock 365.
Set up HR position class code
The HR position class specifies which HR positions the employee can have. The HR position class also specifies how to handle rounding and the valid HR position class codes that can be used to substitute for the absent employee.
The Classification Code and Classification Name SmartFindExpress fields must map directly to the HR position class codes that are set up in Sparkrock 365. If SmartFindExpress is not set up where the Classification Code, Classification Name, or both fields map directly to the HR position class codes in Sparkrock 365, you can use the SmartFind Mapping action. The SmartFind Mapping allows you to use a many-to-many mapping between SmartFind codes and Sparkrock 365 HR position class codes.
To set up HR position class codes
Choose
, enter hr position classes, and then choose the related link.The HR Position Classes page opens.
Select the HR position class for which you want to set up HR position class codes, and then on the action bar, choose Related > SmartFind Mapping.
The HR Position Class SmartFind Mapping page opens.
To create a mapping, on the action bar, choose New.
A new row appears.
In SmartFind Position Class Code, specify a code to represent the SmartFind position class.
In SmartFind Position Class Description, specify a description for the SmartFind position class.
To set up the Attendance Management FastTab
Choose
, enter hr position classes, and then choose the related link.The HR Position Classes page opens.
Select the HR position class for which you want to set up the Attendance Management FastTab, and then on the action bar, choose Manage > Edit.
The HR Position Class Card page opens.
On the Attendance Management FastTab, in Absence/Sub. Quantity Source specify how to process the duration the employee was absent.
The following list includes information about the allowable options:
- Rounding Rule: Specifies that the absent employee is to have the duration of their absence updated based on the following rounding rules:
- If hours absent are less than half the hours the employee regularly works in their employee assignment, Sparkrock 365 rounds the time to ½ day (0.5).
- If the hours absent are greater than half the hours the employee regularly works in the employee assignment, Sparkrock 365 rounds the time to a full day (1.0).
When using Rounding Rule, Sparkrock 365 requires the Start Time and End Time fields to be populated on the employee assignment for both the absent employee and the substitute. If either field does not have a valid time, an error is recorded.
- Same as Absence: Specifies that the absent employee is to have the duration of their absence recorded in Sparkrock 365 using the same quantity recorded in SmartFindExpress.
- Rounding Rule: Specifies that the absent employee is to have the duration of their absence updated based on the following rounding rules:
Set up causes of absence
The SmartFindExpress reason code appears in field 22 of the import file and the value represents the cause of absence. Each reason code that is used in SmartFindExpress must be mapped to the related cause of absence code in Sparkrock 365.
Note
Note:
If the import process does not find a match between the incoming SmartFindExpress reason code and the Sparkrock 365 cause of absence, an error is recorded.
To set up causes of absence
Choose
, enter causes of absence, and then choose the related link.The Causes of Absence page opens.
To map the related cause of absence code in Sparkrock 365 to the SmartFindExpress leave reason code, in External ID, specify the applicable value.
Set up the HR position
You must set up the HR position.
To set up the HR position
Choose
, enter hr positions, and then choose the related link.The HR Positions page opens.
Select the HR position that you want to set up, and then on the action bar, choose Manage > Edit.
On the Payroll FastTab, in Default Pay Type, specify whether this position is an Hourly or Per Diem employee assignment.
Sparkrock 365 uses this value to determine how the HR position and HR employee assignment round for substitute time worked.
Note
Note:
The HR Employee Assignment Pay Type field can be found on the Payroll/Compensation FastTab.
Import the SmartFindExpress file
After you have completed the setup, you can import the SmartFindExpress file.
Absent employee
When you import the SmartFindExpress file, Sparkrock 365 determines which fields are to be used to match the absent employee and substitute employee from SmartFindExpress and Sparkrock 365. On the Advanced HR Setup page, on the External Setup FastTab, the value in Employee Mapping is used to make this determination.
After the absent employee is found in Sparkrock 365, Sparkrock 365 determines the active employee assignment based on the HR position class code mapping. On the Advanced HR Setup page, on the External Setup FastTab, the value in HR Position Class Code Mapping is used to make this determination.
If the HR Position Class Code from the import file matches the HR Position Class Code on the employee assignment, the Absence/Sub. Quantity Source is determined.
Determine the absence unit of measure
Sparkrock 365 uses the cause of absence code for the absent employee from field 22 (Reason Code) of the import file. The value in field 22 must be mapped to a cause of absence in Sparkrock 365 via the External ID field. The cause of absence has a unit of measure that determines whether the units are to be considered in hours or days. The unit of measure is related to the Qty. per Unit of Measure field.
Note
Note:
If the Qty. per Unit of Measure is 1, units are in hours, otherwise units are in days.
Calculate absence duration
Sparkrock 365 calculates absence duration based on the value on the HR Position Class Card, on the Attendance Management FastTab, in Absence/Sub. Quantity Source.
Absence/Sub. Quantity Source = Same as Absence
If the HR Position Class's Absence/Sub. Quantity Source for the absent employee is set to Same as Absence, Sparkrock 365 uses the value in Employee Job Duration (field eleven) from the import file.
If the absence unit of measure is hours, the Quantity (Absence) incident line is the value from field 11 (Employee Job Duration).
If the absence unit of measure is days, the Quantity (Absence) incident line is calculated as the length of time between the Start Time and End Time fields.
Sparkrock 365 calculates the assignment duration in Quantity (Absence) as follows:
Employee Job Duration (field 11) / Employee Assignment Duration
Absence/Sub. Quantity Source = Rounding Rule
If the HR Position Class's Absence/Sub. Quantity Source for the absent employee is set to Rounding Rule, the absence incident line Quantity (Absence) is calculated based on the employee assignment duration.
If the absence unit of measure is hours, the absence incident line Quantity (Absence) is calculated based on the employee assignment duration. The employee assignment duration is the length of time between the Start Time and End Time fields.
The assignment duration mid-point is also calculated. If the value from the Employee Job Duration import field (field 11) is less than the assignment duration mid-point, the Quantity (Absence) field is rounded to the mid-point hours. If the value from the Employee Job Duration import field (field 11) is greater than the assignment duration mid-point, the Quantity (Absence) becomes the employee assignment duration. If the value from the Employee Job Duration import field (field 11) is greater than the assignment duration mid-point, the Quantity (Absence) becomes the employee assignment duration.
If the absence unit of measure is days, Quantity (Absence) is set to 0.5 or 1.0 based on the following logic:
If the value from the Employee Job Duration import field (field 11) is less than the assignment duration mid-point, the Quantity (Absence) field is set to 0.5.
If the value from the Employee Job Duration import field (field 11) is greater than the assignment duration mid-point, the Quantity (Absence) field is set to 1.0.
Substitute employees
When importing the SmartFindExpress file, Sparkrock 365 determines which fields to match to the absent employee and substitute employee from SmartFindExpress and Sparkrock 365. This determination is based on the value on the Advanced HR Setup page, on the External Setup FastTab, in Employee Mapping.
After the substitute employee is found in Sparkrock 365, Sparkrock 365 determines the active employee assignment based on the HR position class code mapping of the absent employee. This determination is based on the value on the Advanced HR Setup page, on the External Setup FastTab, in HR Position Class Code Mapping.
The HR position class code of the absent employee determines the valid HR position class code for the substitute based on the value in Sub. HR Position Class Code. The HR position class code determines the HR employee assignments for the substitute.
If the HR Position Class Code from the import file matches the HR Position Class Code on the employee assignment, the Absence/Sub. Quantity Source is determined. The Substitute Time Workedfield (field 14) in the import file is used to calculate the absence incident line Quantity (Sub.) value. On the HR Position Class Card page, Absence/Sub. Quantity Source determines how the quantity is rounded.
Note
Note:
If the import file includes a value in Assigned Substitute Pay Rate (field 30), this value is used instead of the value in Substitute Time Worked (field 14). No rounding is applied. A value in field 30 represents a substitute working a specific fraction or a number of periods of a day.
Absence/Sub. Quantity Source = Same as Absence
If the HR position class of the substitute employee has Absence/Sub. Quantity Source set as Same as Absence, Sparkrock 365 uses the value in Substitute Time Worked (field 14) from the import file.
Absence/Sub. Quantity Source = Rounding Rule
If the HR position class of the substitute employee has Absence/Sub. Quantity Source set to Rounding Rule, Sparkrock 365 normalizes the hours the substitute employee worked against what is considered a normal day for the employee assignment HR position class code.
The substitute HR Employee Assignment Pay Type is used to determine whether the substitute is paid an hourly rate or a daily rate.
If the Pay Type is Hourly, the absence incident line Quantity (Sub.) field is calculated based on the substitute employee assignment duration. The substitute employee assignment duration is the length of time between the Start Time and End Time fields.
The assignment duration mid-point is also calculated. If the value from the Substitute Time Worked import field (field 14) is less than the substitute assignment duration mid-point, Quantity (Sub.) is rounded to the mid-point hours. If the value from the Substitute Time Worked import field (field 14) is greater than the substitute assignment duration mid-point, Quantity (Sub.) becomes the substitute employee assignment duration.
If the Pay Type is Per Diem, the substitute HR Employee Assignment Pay Type is used to determine if the substitute is paid an hourly rate or a daily rate. Absence Incident Line Quantity (Sub.) is set to 0.5 or 1.0 based on the following logic:
If the value from the Substitute Time Worked import field (field 14) is less than the assignment duration mid-point, Quantity (Sub.) is set to 0.5.
If the value from the Substitute Time Worked import field (field 14) is more than the assignment duration mid-point, Quantity (Sub.) is set to 1.0.
SmartFindExpress import file format
| Field No. | Data Element SFE | Sample | DATA ELEMENT (Sparkrock Absence Incident Line) |
|---|---|---|---|
| 1 | Record Type | J | SFE Specific |
| 2 | Record Command | A | SFE Specific |
| 3 | Record Number | 1 | SFE Specific |
| 4 | Job Number | 32802 | SFE Specific |
| 5 | Start Date | 20160115 | Absence Start Date |
| 6 | End Date | 20160115 | Absence End Date |
| 7 | Job Status | V | Info only |
| 8 | Employee Start Time | 800 | Absence Start Time |
| 9 | Employee End Time | 1530 | Absence End Time |
| 10 | Days of the Week | NNNNNYN | Day of Week |
| 11 | Employee Job Duration | 730 | Absence Duration |
| 12 | Substitute Start Time | 800 | |
| 13 | Substitute End Time | 1530 | |
| 14 | Substitute Time Worked | 730 | |
| 15 | Employee Access ID | 207 | Employee Number - Depending on Employee Mapping setup |
| 16 | Employee External ID | 207 | Employee Number - Depending on Employee Mapping setup |
| 17 | Employee Name | Smith, Jane | |
| 18 | Classification Code | ESPTEC | Employee Position Class (Sparkrock HR Position Class Code) - Depending on Mapping setup |
| 19 | Classification Name | ESP-Library Technician | Employee Position Class (Sparkrock HR Position Class Code) - Depending on Mapping setup |
| 20 | Location Code | 443ESP | |
| 21 | Location Name | My Town School | |
| 22 | Reason Code | 15 | Mapped to Sparkrock Cause of Absence |
| 23 | Reason Name | Union Business | |
| 24 | Calendar Code | OTTPB | |
| 25 | Budget Code | 65-859-6-000-0951-0 | This is the Dimension Combination (no mapping, straight code) |
| 26 | Assigned Substitute Access ID | 347 | SUB-Employee Number - Depending on Employee Mapping setup |
| 27 | Assigned Substitute External ID | 347 | SUB-Employee Number - Depending on Employee Mapping setup |
| 28 | Assigned Substitute Name | Jones, Jane | |
| 29 | Assigned Substitute Level | 1 | Info only |
| 30 | Assigned Substitute Pay Rate | This Value will be used to override SUB Quantity. | |
| 31 | Assigned Substitute Date Accepted | 20151201 | Info only |
| 32 | Assigned Substitute Time Accepted | 1724 | Info only |
| 33 | Assigned Substitute Callback Number | 18072747931 | Info only |
| 34 | Specified Substitute Access ID | Sub Employee Number If specifically requested (Not mandatory) | |
| 35 | Specified Substitute Name | Info only | |
| 36 | Last Modified Date | 20160118 | Info only |
| 37 | Last Modified Time | 1457 | Info only |
| 38 | Last Modified by Access ID | 1058 | Info only |
| 39 | Last Modified by Type | O | Info only |
| 40 | Verified Date | 20160115 | Info only |
| 41 | Verified Time | 1540 | Info only |
| 42 | Verified by Access ID | 296 | Info only |
| 43 | Verified by Type | A | Info only |
| 44 | Created on Date | 20151109 | Info only |
| 45 | Created on Time | 831 | Info only |
| 46 | Created on Access ID | 207 | Info only |
| 47 | Created on Type | E | Info only |
| 48 | Sub Status | IVR Assigned | Info only |
| 49 | Search Rule Name | ESP(ETFO) | Info only |
| 50 | Order | 2 | Info only |
| 51 | Step | Classification List-Location | Info only |
| 52 | Special Instructions | T | Info only |
| 53 | Classification Pay Rate | Info only | |
| 54 | Export Date | 20160126 | Info only |
| 55 | Export Time 4 N HHMM | 1625 | Info only |
| 56 | Substitute Consecutive Days | 1 | This is now being re-developed to match AESOP code |
| 57 | Consecutive Days Start Date | 20160115 | This is now being re-developed to match AESOP code |
Absence incident line table fields
| Field No. | Field Name | Data Type | Length | Description |
|---|---|---|---|---|
| 1 | Absence Incident No. | Code | 20 | |
| 2 | Line No. | Integer | ||
| 3 | Ref/Conf. No. | Text | 50 | |
| 4 | Employee No. | Code | 20 | |
| 5 | Employee Full Name | Text | 250 | |
| 6 | Date | Date | ||
| 7 | Start Time (Absence) | Time | ||
| 8 | End Time (Absence) | Time | ||
| 9 | Cause of Absence Code | Code | 10 | |
| 10 | Cause of Absence Description | Text | 30 | |
| 11 | Quantity (Absence) | Decimal | ||
| 12 | Absence Type | Option | ||
| 13 | Filled | Boolean | ||
| 14 | Employee HR PLE No. | Integer | ||
| 15 | Employee Assignment Type | Code | 20 | |
| 16 | Employee HR Position Code | Code | 20 | |
| 17 | Employee HR Position Name | Text | 50 | |
| 18 | Employee Assignment Title | Text | 100 | |
| 19 | Employee HR Position Rank | Integer | ||
| 20 | Employee F.T.E. | Decimal | ||
| 21 | Employee Hours/Week | Decimal | ||
| 22 | Employee Hours/Day | Decimal | ||
| 23 | Employee HR Base Calendar Code | Code | 20 | |
| 25 | Employee Pay Cycle Code | Code | 10 | |
| 26 | Non-Working Date | Boolean | ||
| 27 | Location Code | Code | 10 | |
| 30 | Sub. Employee No. | Code | 20 | |
| 31 | Sub. Employee Full Name | Text | 250 | |
| 32 | Sub. Phone No. | Text | 30 | |
| 33 | Sub. HR PLE No. | Integer | ||
| 34 | Sub. Assignment Type | Code | 20 | |
| 35 | Sub. HR Position Code | Code | 20 | |
| 36 | Sub. HR Position Name | Text | 50 | |
| 37 | Sub. Assignment Title | Text | 100 | |
| 38 | Sub. HR Position Rank | Integer | ||
| 39 | Sub. Employer No. | Code | 20 | |
| 40 | Sub. Pay Cycle Code | Code | 10 | |
| 41 | Sub. HR Department | Code | 10 | |
| 42 | Sub. HR Category | Code | 10 | |
| 43 | Start Time (Sub.) | Time | ||
| 44 | End Time (Sub.) | Time | ||
| 45 | Quantity (Sub.) | Decimal | ||
| 46 | Sub. Dim. Combination Code | Code | 20 | !C013 |
| 47 | Sub. G/L Account No. | Code | 20 | |
| 50 | Global Dimension 1 Code | Code | 20 | |
| 51 | Global Dimension 2 Code | Code | 20 | |
| 52 | Shortcut Dimension 3 Code | Code | 20 | |
| 53 | Shortcut Dimension 4 Code | Code | 20 | |
| 54 | Shortcut Dimension 5 Code | Code | 20 | |
| 55 | Shortcut Dimension 6 Code | Code | 20 | |
| 56 | Shortcut Dimension 7 Code | Code | 20 | |
| 57 | Shortcut Dimension 8 Code | Code | 20 | |
| 58 | A.M. Created Date | Date | ||
| 59 | A.M. Last Updated Date | DateTime | ||
| 60 | Notes to Admin | Text | 250 | |
| 61 | Admin Notes | Text | 250 | |
| 62 | Employee Status | Option | ||
| 63 | Sub. Status | Option | ||
| 64 | Employee Employer No. | Code | 20 | |
| 65 | Location Name | Text | 30 | |
| 66 | Absent HR Department | Code | 10 | |
| 67 | Absent HR Category | Code | 10 | |
| 68 | Absence Type (Sub.) | Option | ||
| 69 | Sub. Consecutive Entries | Boolean | ||
| 70 | Sub. Pay Cycle Period | Integer | ||
| 71 | Sub. Grid Rate Status | Option | ||
| 72 | Employee Type Ext. ID | Text | 30 | |
| 73 | School External ID | Text | 30 | |
| 100 | Journal Template Name | Code | 10 | |
| 101 | Journal Batch Name | Code | 10 | |
| 102 | Journal Line No. | Integer | ||
| 200 | Grid. Journal Template Name | Code | 10 | |
| 201 | Grid. Journal Batch Name | Code | 10 | |
| 202 | Grid. Journal Line No. | Integer | ||
| 203 | HR Job Code | Code | 20 | |
| 204 | HR Job Consecutive Days | Boolean | ||
| 205 | WeekDay | Boolean | ||
| 206 | Emp. No. of Assignment Quals. | Integer | ||
| 23032850 | HR PLE Error | Boolean | !B193 | |
| 23032851 | Sub. Dim. Combo Error | Boolean | !C013 | |
| 23032852 | Allocation Factor | Decimal | D098 | |
| 23032853 | Allocation Line | Boolean | D098 | |
| 23032854 | Vacancy | Boolean | D098 | |
| 23032855 | Invalid Dimension Combination | Boolean | D098 | |
| 23032856 | Time Absent. Hours | Decimal | D098 | |
| 23032857 | Hours Sub. Worked User Entered | Decimal | D098 |
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