Import Time Off Balances and Accruals

Owned by Support (Unlicensed)
Last updated: Sept 13, 2022 by Josh Johnson
2 min read

Leave balances and accruals can be imported into the application reducing time spent on updating for adjustments that may need to be made. This import creates a new starting balance or new accrual entry for each employee in the file for the specified effective date.

If your agency's accruals do not match the format that Timecard Basic uses, you could use this import to update the balances after each payroll is completed to allow the employees, and their supervisors, to view live balances of their leave options on the built-in Time Off Report.

Importing Time Off Balances

  1. In Administration, click on the ‘Import’ tab.

  2. Click the ‘Time Off Starting Balances’ link.

  3. Create a .csv file following the format outlined on the screen.

    1. Note: The agencies ‘Time Off Types' that are marked to ‘Show on TIme Off Report' will show. Select or de-select each time off type. The time off types that are selected will require a column for import.

    2. Verify that the file has a column for employee number, effective date, and comments. The remaining columns will be custom based upon the time off types that have been chosen for import.

  4. Click ‘Choose File’ and navigate to the file.

  5. After the file has been chosen click ‘Import Time Off Starting Balances’.

  6. There should now be a green success message at the top of the screen when the import is complete.

The new starting balance with the effective date will show on the ‘Time Off’ tab for administrators. The employees would now see a new line for a new starting balance on their Time Off Report.

 

 

Importing Time Off Accruals/Earnings

  1. While in ‘Administration’, click on the ‘Import’ tab, then select ‘Time Off Earnings’.

  2. The application's Time Off Types that are marked to ‘Show on Time Off Report’ will show.

  3. Select or de-select each Time Off time Type.

    1. Those that are selected will be a required column for import.

  4. Be sure to have a column for employee number, effective date, and comments. Those columns/fields marked as optional will still require a column for that field but may be left blank if you do not intend to upload information for that field.

  5. The remaining columns will be custom based on the time-off types that are being imported.

  6. Browse and select the file, then upload the file to create new time off earnings for employees to view on the Time Off Report.