Whether you use WageEasy Remote Timesheets, Predefined Timesheets, Standard Pays, or a Third Party Time and Attendance system, they can all be Imported using the same function.
Go to Access WageEasy main menu, select Wages, Auto.
The Automatic Payslip Wizard will open, Next.
On the Processing Options screen, you will have the option to select either Process Predefined Timesheets, Process Standard Pays, or Import Timecards.
If you are Importing Timecards you will need to select the timecard file that you would like to import. To locate the file to import, click the ellipses button (box with three dots) and browse to the location of your import file (it will have a .wtc extension). Once you have found the file, highlight it. Click Open. You should now be back at the Processing Options screen. Click Next.
Tick the Import Allowances that are Inactive in the Employee’s file if you have one off allowances that have been set for payment in the Remote Timesheet.
Tick the last box, Process scheduled leave payments for employees who have planned leave to be paid on this PPE and who have NOT worked, if you do not have leave transactions in your import file and you enter the leave transactions through Planned Leave in WageEasy, Next.
The Data Preparation screen will indicate how many Accepted records have come through from Time Sheets from Imported Time Cards, Time Sheets from Predefined Timesheets, Standard Pays, or Leave Payments (from Imported Time Cards and Standard Pays), and are ready to be imported. If there are any pays that appear in the Rejected column, click the printer button at the bottom of the screen to check the error report. Here are some common errors:
The employee has not been entered into WageEasy.
The employee needs a timecard number in Employment, Security.
The employment date is earlier than the pay PPE (pay period ending) date.
The employee has already had a payslip saved this PPE (pay period ending).
The PPE (pay period ending) date is incorrect.
Your department doesn’t have a code in in Setup, Departments.
Your Base Pay Rate needs a code in Setup, Base Pay Rates.
When all the timecards are in the Accepted column, or you are happy with the Rejected ones. Click Next.
At the Scheduled Pay Slips screen, you will see rows with the individual headings that have the number of timesheets to process in brackets.
To the left of each individual row is a plus (+) symbol. When you click on this, a list of employees to pay will appear.
If there are any people on this list who need adjustments to their pay slips (that need to be paid manually), move your mouse to their name and right click. A drop-down menu will appear, choose Process Manually (Ctrl M) or Do Not Process (Ctrl N). One or multiple employees can be selected by either using the Ctrl or Shift key while clicking on employee names or on a range of employees. These employees will now appear in the Manual Processing or No Processing list, their times will be imported, but their payslips will not be saved, leaving them available in the Wages screen to be changed as needed. Click Next. Only Timesheet items will be retained; Allowances and Leave entries will be lost and will have to be entered manually.
On the Pay Slip Processing screen, select the Start button to import your pays from the file.
Once all the pays have been processed, Next, Finish.
Go to Wages (Timesheet) and process any employees that you selected to Process Manually. Remember to add any Leave entries and Allowances (if applicable).
Employees on planned leave without a predefined timesheet or timecard:
An additional option within the Autopay Wizard is to automatically process leave payments for those people who do not have a predefined timesheet, are not working in the current pay period, and have approved planned leave.
The steps from above are exactly the same, follow steps 1 - 14, the only exception is in step 3, you select:
Process scheduled leave payments for the employees who have planned leave to be paid on this PPE and who have NOT worked (Note, employees who have a timesheet being processed will automatically pick up planned leave pay payments)
The use of the Automatic Payment Wizard should substantially speed up your processing within WageEasy, as only items that require further manipulation need to be processed manually.