The Import data from HR utility allows you to import contractual annual salary, pre-sacrifice salary and hours per week worked from the Human Resources (HR) module based upon the effective date of the change as recorded within the HR record. Basic period pay and standard hours per week will be updated too if the annual salary and standard hours per period fields are changed as a result of using the data import utility.
The Import data from HR option will only be shown on the Utilities menu and allowed within a payroll type if the General 2 TAB payroll type parameter called Data import from HR is ticked.
Warning: If the HR module is being used to record forthcoming contractual changes remember to run this utility as a part of each payroll run directly before the running of the Calculate period pay option.
The payroll types and companies accessible depend on your security access to the payroll types and companies and also whether or not data import from HR is supported within the payroll type. If your system is set up to use location security within the employee records module your security access within the employee records module also has a bearing on the import, only payroll records you have access to will be imported.
The option may not be used whilst the payroll type is confirmed since the import may alter the value of the payroll calculated.
To access the Import data from HR option:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Miscellaneous options option.
The PR MISCELLANEOUS OPTIONS menu is displayed.
Select the Utility options option.
The UTILITIES menu is displayed.
Select the Import data from HR option.
The Import data from HR form is displayed.
The Import data from HR form is displayed when the Import data from HR option is selected from the UTILITIES menu.
What do you want to do or be advised about?
Use of the Import data from HR form
Select the payroll types to import data to
Choose if page breaks are to be included on the audit report
Click OK
Companies and Pay Type Access
The form shows the payroll companies, payroll types, your access status, the confirmed status and a Selected column. Provided you have access to the payroll type and it set up to allow data import from HR and is un-confirmed it will default to you selecting the payroll type. You may however untick the Selected column for a payroll type if there is any reason for why it should not be data imported.
Output
Page breaks between payroll types on the audit report: Page breaks are by default included on the audit report between payroll types. Click the check box if a page break is not required after each payroll type.
Click OK
PUSH BUTTONS:
OK: Proceeds to perform the data import from HR for the selected payroll types.
Exit: Returns you to the UTILITIES MENU with no data import from HR being performed.
Help: Displays help on the current application in your default company browser.
The Import data from HR process and audit report
Once you have clicked OK from the Import data from Human Resources form the payroll record is updated:-
The payroll record Annual salary, Basic period pay and Pre-sacrifice salary fields are updated provided the Contractual salary effective date on the HR record is not beyond the payroll period end date and the fields have changed value.
The payroll record Standard hours per week and Standard hours per period are updated provided the Hours per week change effective date on the HR record is not beyond the payroll period end date and the fields have changed value.
The hours on the payroll record rates table are updated if a D - Default keep setting is used and the hours found match the old Standard hours per period field and the standard hours per period field has changed value.
An audit report is printed on the current selected printer with page breaks if required detailing the old and new field values if they have changed, their effective dates, a reason code and description for the change and an indicator field to highlight any further manual actions to be performed by the payroll department. The indicator field will show:-
R: Retrospective - the effective date is before the current payroll period start date.
M: Mixed - the effective date is after the current payroll period start date but not past the current payroll period end date.
The payroll change control log may be written to with the annual salary, basic period pay, pre-sacrifice salary, standard hours per week and standard hours per period changes if the General 2 TAB payroll type parameter called Change control log file used is ticked and if the SALARY, BASIC, PRSACSAL, HRSPERWK and STDHOURS fields have been set up for audit within the Change log setup option.
Each payroll type selected to be processed will be checked in turn.
