DOWNLOAD TIMESHEETS TO CERIDIAN

Use this screen to download a range of timesheets to a standard ASCII text file in the format prescribed by Ceridian for its Signature or Source 500 series payroll product. You can then transmit this file to Ceridian for payroll processing. You can select the Ceridian configuration to be used, the range of timesheets to be downloaded, and other processing options.

Use this screen after establishing all Ceridian configuration information and after all timesheets for the cycle have been entered. If you have Costpoint Payroll installed, you must use this function before posting payroll.

Download Timesheets to Ceridian is a single-user application. Also, if you select the Set Payroll Posted Flag checkbox, the application will require momentary exclusive access to the Timesheet Header table. If you select this option, be sure that no other users are accessing timesheets while the application is running.

Ceridian Information

Ceridian Product

Select the Ceridian product you are using. The options are "Source 500 Series" and "Signature."  The product you specify here determines the layout of the ASCII file generated by this application.

Ceridian Configuration ID

Required.  Enter, or use Lookup to select, the Ceridian Configuration ID to be used.

The value you enter in this field determines the Ceridian company ID that populates the ASCII file. It also determines the format of Ceridian employee IDs. The format is specified in the Maintain Ceridian ID Format screen. 

If you are a Ceridian Signature user, the value entered here also determines the Ceridian Sub-Company that populates the ASCII file.

Description, Company, Sub-Company

After you enter an ID in the Ceridian Configuration ID field, these fields display the information you entered in the Maintain Ceridian Configuration screen.

Select

Timesheet Cycle

Required.  Enter, or use Lookup to select, the timesheet cycle to be processed. Only one timesheet cycle can be processed at a time. After the timesheet cycle is entered, the cycle description displays.

Timesheet Date Range

Use this group box to specify the range of timesheet dates to be processed by this application.

Range Option

Use this drop-down list to select the range type for timesheet selection.  The options are "All," "One," "Range," "From Beginning," or "To End."

From

Enter the first timesheet date to be processed by this application. This field is required if you selected "One," "Range," or "To End" in the Range Option drop-down box.

To

Enter the last timesheet date to be processed by this application. This field is required if you selected "Range" or "From Beginning" in the Range Option drop-down box.

Processing Options

Use this group box to indicate whether certain options are enabled or disabled during timesheet processing.

Include Correcting Timesheets

Select this check box to include type "C" correcting timesheets in the download process. If you do not select this checkbox, only type "R" regular timesheets and type "B" bonus timesheets will be processed. The default setting is checked.

Set Payroll Posted Flag

Select this check box to set the Payroll Posted Flag (PR_POSTED_FL) in the Timesheet Header table to "Y" (posted) after a timesheet has been successfully downloaded. If you do not select this checkbox, the Payroll Posted Flag setting is unaffected by this application.

If you do not have Costpoint Payroll installed, this check box is permanently selected and non0editable (that is, the Payroll Posted Flag is always selected after a successful timesheet export). If you do have Costpoint Payroll installed, this check box is cleared by default, allowing you to process Costpoint Payroll in parallel with Ceridian.

Use Pay Code 8 for all Bonus type timesheets

Select this checkbox if you want to override the normal account/pay type links set up in the Maintain Ceridian Mappings screen for a type "B" bonus timesheet. When you select this checkbox, all timesheet lines in a bonus timesheet are exported with a Ceridian pay code of "8," which instructs Ceridian to generate a separate check. The default setting is to export bonus timesheets as a separate check.

If you do not select this checkbox, bonus timesheets will be processed in the same fashion as regular and correcting timesheets. A bonus timesheet line will be exported with a Ceridian pay code of "8" only if the account or pay type on that line has been linked to pay code "8" in the Maintain Ceridian Mappings screen.

Ceridian generates a separate check for each record with a pay code of "8." Therefore, a bonus timesheet containing more than one charge line will generate more than one bonus check. For example, if this checkbox is selected and a bonus timesheet with three charge lines is processed, three records with a pay code of "8" will be exported and three bonus checks will be generated by Ceridian.

Print Audit Report

This check box is selected by default, to indicate that the audit report should print upon processing.  If you clear this check box, only the error report is generated during processing.

Output File

Select

Required. Click this button to choose a file name to be used when creating the Ceridian export file, or enter a file name in the blank field to the right.

If an existing file name is selected, the application will overwrite its contents when the export process begins.

As the application writes records to the output file, the size of the file can grow quite large, easily exceeding the capacity of a standard floppy diskette.

Also, the speed at which the application exports records is directly proportional to the speed of the destination disk drive. For these reasons, we do not recommend that you write output files directly to a floppy diskette.

International users: The data can contain non-English characters, provided they are in the ASCII character set. Before creating an ASCII text (.TXT) file, be sure that your keyboard language is set to "EN" (United States English) to prevent the application from generating errors.  

We recommend the use of .TXT and .CSV file-naming conventions.

Ceridian Pay Period Year

Enter the Ceridian pay period year for this processing cycle. The system will use this value to populate the Ceridian Signature export file. 

This is a required field if you selected a Ceridian Product of "Signature" on this screen.

Ceridian Pay Period

Enter the Ceridian pay period for this processing cycle. The system will use this value to populate the Ceridian Signature export file.

This is a required field if you selected a Ceridian Product of "Signature" on this screen.

Print

Select the Print button on the toolbar to print the audit and error reports. The export file creation process will not take place nor will the Payroll Posted Flag be set if you selected the Set Payroll Posted Flag checkbox.

Process

Select this button on the toolbar to print the audit and error reports, generate the Ceridian export file, and (if you selected the Set Payroll Posted Flag checkbox) set the Payroll Posted Flag for processed timesheets to "Y" (posted.)

Processing Narrative

When you select the Print or Process buttons, the application performs the following steps:

1. Worktables required by the application are created. If an error occurs during this process, the application is halted and an error message is displayed.

2. Timesheet records are selected for processing. In order to be processed by this application, a timesheet must meet the following selection criteria:

3. The timesheet cycle must equal the timesheet cycle you selected.

4. The timesheet date must fall within the date range you entered.

5. The timesheet type must be "R" (Regular), "B" (Bonus), or (if you select the Include Correcting Timesheets checkbox) "C" (Correcting). The application does not process type "L" (Labor only) timesheets.

6. The timesheet Payroll Posted Flag cannot be set to "Y" (posted.)

3. If no timesheet records meet the selection criteria, processing halts and a message displays.

4. The system translates the 12-character employee ID field on each timesheet record into a 10-character Ceridian employee ID using the formatting rules established in the Maintain Ceridian ID Format screen. If you have not established an ID format, the application halts and an error message displays.

5. The application determines whether the Costpoint account for each timesheet line record exists in the Ceridian Mappings table. If a match is found, the application inserts the record into the export data worktable, using the Ceridian pay code and rate code that are linked to the Costpoint account.

6. The application then determines whether the Costpoint pay type for each remaining timesheet line record exists in the Ceridian Mappings table. If a match is found, the application inserts the record into the export data worktable, using the Ceridian pay code and rate code that are linked to the Costpoint pay type.

7. The remaining timesheet records that were not inserted into the export data worktable contain accounts and pay types that are not linked to a Ceridian pay code and rate code. The system inserts these records into the error worktable.

8. The system examines each record in the export data worktable for the following errors (timesheet records failing any of these tests are inserted into the error worktable):

9. Ceridian Rate Codes other than "E," "P," or "R."

10. Charge hours values greater than "999.99" or less than "-999.99." These amounts overflow the five digits allocated by the Ceridian export file format for this field.

11. Labor cost amounts greater than "$99,999.99" or less than "-$99,999.99," where the Ceridian Rate Code is "E" (transmit earnings information). These amounts overflow the seven digits allocated by the Ceridian export file format for this field.

12. Labor rate amounts greater than "$999.9999" or less than "-$999.9999," where the Ceridian Rate Code is "P" or "R" (transmit rate information). These amounts overflow the seven digits allocated by the Ceridian export file format for this field.

9. If you selected the Use Pay Code 8 for all Bonus type timesheets checkbox, the application examines the export data worktable for all timesheet line records with a timesheet type of "B" (Bonus). All records with this timesheet type are updated with a Ceridian pay code of "8." If you selected a Ceridian Product of "Source 500 Series" on this screen, processing stops at this point, the audit and error reports are generated, and the worktables are dropped from the database if either of the following conditions is true:

10. The Print button was selected.

11. One or more error records were written to the error worktable.

10. The application identifies timesheet line records in the export data worktable that belong to salaried employees. For the purposes of this application, a salaried employee is defined as one who has an Hourly/Salaried status of "F" (salaried with Fluctuating hours) or "S" (Salaried) in the Employee Labor Information table as of the processing date.

11. Within the subset of timesheet line records identified in step 10, the application identifies salaried employees not receiving a regular paycheck. To meet this criterion, a salaried employee can have timesheet line records with Ceridian pay codes of only "V," "7," "8," or "9."

12. For each salaried employee meeting the criterion in step 11, the application inserts one Ceridian type "30" record (employee status change) into the export data worktable with a status code of "S" (Skip forecast). When exported, this record tells Ceridian that the specified salaried employee is not receiving a regular paycheck or overtime during this pay period, but is receiving at least one other type of check (a type "V," "7," "8," or "9" check). This will prevent Ceridian from generating a regular paycheck for the employee's normal salary amount in addition to the special check(s).

At this point, processing stops, the audit and error reports are generated, and the worktables are dropped from the database if either of the following conditions is true:

• The Print button was selected.

• One or more error records were written to the error worktable.

If no errors are encountered during the initial phase of processing and the selected Ceridian Product is "Signature," the following steps will occur:

1. The output file is opened for write access. If a file with the same name already exists, it is overwritten.

2. The type "-DC-" and "BA" control records are written to the output file. (See the Ceridian Export File Layout section for the layout of all record types and the data sources for all fields.)

3. One type "51" record is written to the output file for each timesheet line record in the export data worktable. This means, for example, that if an employee has a timesheet with 10 charge lines, 10 type "51" records for that employee are written to the export file.

4. One type "30" record with a status code of "S" is written to the output file for each salaried employee receiving one or more special checks but no regular or overtime checks for the pay period. (See steps 10 through 12 above for more information.)

5. The type "95" batch total record is written to the output file. The output file is then closed and the system verifies that it was created.

6. If you selected the Set Payroll Posted Flag checkbox, the application identifies the Timesheet Header table records for each timesheet that was processed by the application. For each of these records, the Payroll Posted Flag is set to "Y" (posted).

7. The audit and error reports are generated, and the worktables are dropped from the database. Processing is completed.

If no errors are encountered during the initial phase of processing and the selected Ceridian Product is "Source 500 Series," the following steps will occur:

1. The output file is opened for write access. If a file with the same name already exists, it is overwritten.

2. A record is written to the output file for each timesheet line record in the export data worktable. For example, if an employee has a timesheet with 10 charge lines, 10 records for that employee are written to the export file.

3. If you selected the Set Payroll Posted Flag checkbox, the application identifies the Timesheet Header table records for each timesheet that was processed by the application. For each of these records, the Payroll Posted Flag is set to "Y" (posted).

4. The audit and error reports are generated, and the worktables are dropped from the database. Processing is now complete.

In rare circumstances, you may have to reset the Payroll Posted Flag to a value of "N" (not posted) after the Ceridian file has been exportedn so that the download process can be rerun for the same timesheets. Such circumstances could include the inadvertent corruption or deletion of the export file, or the need to add more employee timesheets to the payroll transmission. Use the Clear Timesheet PR Computed Flags screen in Costpoint Payroll to reset this flag. See your Costpoint Payroll documentation for information on how to use this application.

Tables Affected

If you selected the Set Payroll Posted Flag checkbox, the Payroll Posted Flag (PR_POSTED_FL) in the Timesheet Header (TS_HDR) table will be set to "Y" (posted) for each timesheet that has been successfully exported. Otherwise, this process does not affect any tables in Costpoint.

Ceridian Signature Export File Layout

The following charts show the format and data source for each of the Ceridian Signature export file record types supported by this interface.

Header Record Type "-DC-"

This record appears once as the first record in the export file.

Header Record Type "BA"

This record appears once as the second record in the export file.

Hours/Earnings Record Type "51"

Type "51" records begin with the third record in the export file and appear once for each timesheet line that is processed by the application. (For example, a timesheet with seven charge lines would have seven type "51" records.)

Numeric Overpunched Fields

Ceridian requires that all numeric fields containing negative numbers be sent in the EBCDIC numeric overpunched format. If a numeric field has a value less than zero, the digit farthest right in the field is replaced with an overpunch character according to the following translation matrix.

For example, the number "750" is formatted for a five-digit field as "00750," while the number "-1234" in the same field is "0123M," and the number "-200" is "0020}."

Employee Status Change Record Type "30"

The only type "30" record currently supported by the Ceridian Timesheet Interface is for status code "S" (Skip forecast). The system generates one record for each salaried employee that is receiving at least one special paycheck (i.e., a type "51" record with a Pay Code of "V," "7," "8," or "9") but no regular or overtime paycheck. This record type is interspersed among the type "51" records but will appear as the first record for a given employee in the output file.

Batch Total Record Type "95"

This record appears once as the final record in the export file.

Hash Totals

The hash totals in fields 6 and 7 are the sum of all record type "51" entries in these fields without regard to decimals.

Here is an example of how the charge hours hash total is computed:

Here is an example of how the labor cost/hourly rate hash total is computed (remember, labor cost is expressed in 100ths of a dollar, and hourly rate is expressed in 10,000ths of a dollar):

Since hash totals can be negative, they are formatted in the EBCDIC numeric overpunch format described earlier. Thus, a hash total of "342,583" is formatted for the nine-digit hash total field as "000342583," while a hash total of "-342,583" for the same field is "00034258L."

Ceridian Source 500 Series Export File Layout

The following tables show the format and data source for each of the Ceridian Source 500 Series export file.

Time Import Record Layout