Importing PTO Adjustment Information

You can use the PTO Register Adjustment Import process to import PTO adjustment information and to generate an error report and a transaction report. The PTO adjustment information is imported using a comma-delimited, tab-delimited, or pipe-delimited text file that is created in Excel.

Note: You can access the related report, Employee PTO Detail Report. This report provides information about employees' paid time off. (See Employee PTO Detail Report.)

Before you begin:

1.

In Excel, create a comma-delimited, tab-delimited, or pipe-delimited text file that contains at least the following adjustment information in the order shown:

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Column 1 - Client ID.

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Column 2 - Employee ID.

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Column 3 - Adjustment Type: T-Taken, A-Accrued, and C-Carryover.

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Column 4 - PTO Register Type.

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Column 5 - PTO Benefit Plan. (Note: Only required if Employee should be enrolled in plan.)

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Column 6 - PTO Absence Code. (Note: Only required if Adjustment Type 'T' is selected.)

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Column 7 - Effective Date (MM/DD/YYYY).

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Column 8 - Adjustment Hours.

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Column 9 - Accrued Through (optional).

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Column 10 - Comment/Annotation (optional). (Note: If you do not provide a comment, the default comment 'Imported Adjustment' displays in the Annotation column in the Employee PTO Register form.)

2.

Save the Excel file as a comma-separated values (CSV) file or plain text file.

3.

Record the file name and where it was saved.

To import PTO adjustment information, do the following:

1.

Click (Back Office).

2.

From Operations|Import Processing, select PTO Register Adjustment Import. The PTO Register Adjustment Import page opens.

3.

Fill in the form. See Selecting Data for instructions about how to select data using linked fields.

Option	Description
Upload File	Click the link, click Choose File, select the file you created, and then click submit. When you are notified that the file was uploaded, click Close.
Delimiter	Select Auto, Comma, Tab, or Pipe. If you select Auto, the system selects the delimiter based on the file content.
Qualifier	Select None.
First Lines to Skip	Select the number of lines to skip at the beginning of the file. For example, the first three lines might provide instructions or overview information.
Download Sample Header File	Click the link to download an example of the Excel data file. (A file titled PTOAdjustmentImport opens in Excel.)
Preview	Displays information about each client to be included in the import.

4.

Click Import. A progress box displays the status.

Note: Although only a maximum of 100 records display, all records are actually imported.

5.

When the progress box shows that the process is complete, click Close to return to the PTO Register Adjustment Import page or Report to open the Job Control Status Report. See Viewing the Job Control Status Report.

Auto-Enrolling Employees While Importing

You can use the PTO Benefit Plan column (column 5) in your Excel file to automatically enroll employees while importing their PTO adjustments.

Note: If you specify a PTO benefit plan and that employee is not currently enrolled in a PTO plan, the system automatically enrolls them during the import process. A PTO absence code is only required if the adjustment is T (Taken).

When using this feature, observe the following guidelines:

Scenario	Description
Employee that is not already enrolled in a PTO Benefit Plan	• If you have an employee who has a seniority date that is not equal to the hire date and you add a valid PTO Benefit Plan to column E on the import, the system enrolls the employee in the PTO Plan/Register on the file with a Benefit Start Date that equals the Seniority date, and a Calculated Thru Date equal to the Benefit Start Date and the Year End Date, which defaults to the appropriate date based on the PTO setup. • If you have an employee that has a seniority date equal to the hire date, and you add a valid PTO Benefit Plan to column E on the import, the system enrolls the employee in the PTO Plan/Register on the file with a Benefit Start Date that equals the Original Hire Date, and a Calculated Thru Date equal to the Benefit Start Date and the Year End Date, which defaults to the appropriate date based on the PTO setup. • If you enter a PTO Benefit Plan on the file, but it does not match any existing client PTO Benefit Plan codes, the Employee ID displays the following message, "PTO Benefit Plan does not exist for this client. Adjustment and enrollment skipped." • If an employee is not already enrolled in the PTO Register/Plan combination on the file and the file contains a PTO Benefit Plan, but the employee is already enrolled in a plan/register with the same PTO Class/Employee ID, you cannot setup in more than one PTO Register of the same class. (Adjustment and enrollment are skipped.) • When employees are successfully enrolled along with their adjustments, a message displays regarding the job progress, "PTO Register Enrollments completed: <number>." • When employees are not successfully enrolled and the file contains the PTO Benefit Plan field, a message displays regarding the job progress, "PTO Register Enrollments skipped: <number>." • The process assumes zero (0) hours for the enrollment in the following situations: Accrued and Taken (adjustment for Carryover), Carryover and Taken (adjustment for Accrued), Carryover and Accrued (adjustment for Taken), and when the employee has multiple adjustment types while any type is not represented on the file.
Employee that is already enrolled in a PTO Benefit Plan	• When an employee in the adjustment import includes a PTO Benefit Plan in Column E and the employee is already enrolled in that PTO Plan/Register combination, the import process performs as normal and makes the adjustments while completely ignoring the enrollment. • The system does not display a message regarding enrollments when a PTO Benefit plan is included in column E and the employee is already enrolled in the same PTO Plan/Register combination.
Employee that is already enrolled in a different PTO Register that has the same PTO class	• If an employee is not already enrolled in the PTO Register/Plan combination in the file and the file contains a PTO Benefit Plan, but that employee is already enrolled in a plan/register with the same PTO Class, the following message displays, "Employee ID - An employee may not be set up in more than one PTO Register of the same class. Adjustment and enrollment skipped." • A job progress window displays this employee scenario failure in the number count of PTO Register Enrollments and Adjustments skipped.