External Payroll Upload

Teams whose clients choose to use an external time tracking system for the field reps can use the Upload External Payroll feature on the Work Review module to upload/validate the time entry from a 3rd party time tracking system.

It is available at:

Work Review | Upload External Payroll

External Payroll Upload

External payroll is payroll that is entered by employees in a 3rd party Time Tracking application after working for BDS Connected Solutions. This module enables approved teams to upload payroll hours into IC where it is validated and included in the payroll hours workflow of IC. This includes displaying on the work review/detail screens for verification and posting and the payroll reporting.

Upload External Payroll Navigation

To begin the upload process, navigate to the Work Review module

Next, choose a team and payroll period to upload payroll hours.

Next, click the Upload External Payroll button on the toolbar of the Work Review module.

(Note: This button may not show on your team based on permissions)

The External Payroll Upload pop-over screen is opened.

Submit Mileage and Drive Time

InsightCenter has the capability to calculate Mileage and Drive time for all visits in a day per person. If the Submit Mileage and Drive Time checkbox is checked this will start an additional process after uploading hours to submit mileage and drivetime for each person and date submitted.

This mileage and drive time is included in the Work Review and Work Detail screens to be verified and posted and included in the payroll export report

Note: The Submit Mileage and Drive Time checkbox is checked by default.

Uploading External Payroll Steps

Click the Template link to download the External Payroll upload template and open the downloaded spreadsheet.

The template contains two tabs

Hours Upload Template - the upload worksheet is used to enter the external payroll details
Call Forms - lookup for the call form IDs used in the CallFormID column on the Upload worksheet

Enter the external payroll details based on the external time tracking application from your IC team and the details about the template columns below:

Upload template columns

PersonID - unique identifier for a person in IC, listed on the people management module and people report
CallFormID - unique ID in IC identifying the call form associated to the hours. Important because the call form billing setup is used for job costing for the hours uploaded.
MealBreak - If this row indicates Meal Break time the word "yes" should be placed in this cell. It is not case sensitive.
BDSStoreID - unique ID in IC identifying the store location the work (hours) for the person. Important because the location city and state is used to lookup overtime rules for payroll.
WorkDate - date work is completed
TimeIn_1 - time of day field rep begins this work shift. Format 00:00 AM. PM, ex 09:00 AM
TimeOut_1 - time of day field rep begins meal break. Format 00:00 AM. PM, ex 12:00 PM
TimeIn_2 - time of day field rep ends meal break. Format 00:00 AM. PM, ex 12:30 PM
TimeOut_2 - time of day field rep ends the work shift. Format 00:00 AM. PM, ex 05:00 PM

Upload Rules
If these rules are not followed in the upload errors occur

Default for time is AM if nothing is entered
PersonID must be on the team selected in the Team dropdown on the Work Review toolbar
Person ID is required
- Person must be active on selected team for date of visit
- Person must be in a position on the ic position tree for this team
Call Form ID is required
- And the call form exists on the selected team
BDSStoreID is required
- And the store exists in the IC universal store list (USL)
Time In 1 and Time Out 2 cannot be blank
if Time Out 1 or Time In 2 is not blank then the other value cannot be blank
Time values have to be less than or equal to the next value, like this:
- Time In 1 is less than or equal to Time Out 1 <= Time in 2 <= Time Out 2
Times cannot overlap another entered visit for the same Person and Workdate
Times cannot overlap time entered for the same Person/Workdate
Times cannot overlap an entered MealBreak for the same Person/Workdate
Upload must be error free to process any records. All errors must be corrected for upload to succeed
Total hours for a day cannot exceed 24 hours
- Based on in store hours, drive time and course hours in addition to what's being uploaded
Work date cannot be in the future

After the Upload worksheet on the template is filled out click the Select file button on the External Payroll upload pop-over screen.

Select the filled-out template saved locally on the computer and click Open

Click the Upload button to start the upload process.

The processing status area lists details about the upload

Total Number of upload External Payroll - number of rows uploaded
Number of upload External PayrollAdded/Updated - number of rows processed

Important Note: If there is an error on any row in the upload none of the rows in the upload are processed.

Upload Status

To view the status details of an upload click the Download Status button

The status spreadsheet is downloaded and includes a status and message column regarding if each row successfully processed or failed and message details for a failure

When errors are corrected the template can be uploaded again.

External Payroll Review/Verification

Uploaded External Payroll is visible in the Work Review and Detail for review and verification for payroll.

The hours are displayed in the Call Form Hours column

The uploaded hours are verified on the Work Detail with other hours uploaded for the same day.

External Payroll Editing

External Payroll is edited using the Work Detail for an employee. The upload is only designed for uploading hours initially not for editing hours already uploaded.

Edit Hours

To edit hours, first open the work review and search for the team and pay period to edit

Next, click the view link for the employee's hours to edit.

The work detail for the employee is opened.

Click the Edit button on the day to edit hours.

The Time & Data Entry screen is opened. Click the Edit Time link to opening editing for the hours entry.

Th edit time is opened allowing for edits to the time fields. A comment is required for all edits which is logged for auditing purposes.

Click the Certify button to save the edit.