Timesheet Import Changes to Support Additional Item Leave V12.33

Description

Changes have been made to the Timesheet Import process to support the ability to include Pay Codes of type Leave (Additional Items) where the Pay Code has been configured to support the leave process. Click here for more details.

On import the system will now interrogate the data to see if a Pay Code of type Leave has been included and if true, if the Pay Code has been configured with an Absence Type.
Where this is the case, the logic will check to see if the item (based on the Default Start Time set on the Pay Code and Quantity), will clash with any existing Leave Requests or other Absence/Additional Items linked to Absence Types in the import data. Where there are no clashes, the item will be accepted, and on import the item will display as expected in the Additional Items section. On Approve, this will trigger the generation of a Leave Request which will ensure the item is paid as leave as per the Leave Type rules linked to the Absence Type.
Where there are clashes with leave items, the timesheet data for that week ending date will be rejected and the exception report will display an error message “An Absence Item in the import file has date(s) / time(s) that conflict with an approved Leave Request or another leave item. Either cancel the request or remove the item from the import.”
In addition to this change, to support the new warning added to Timesheets (New Soft Warning on Additional Items and Absence Item clashes), if within the import data there is a clash between an Absence Item and an Additional Item (where the Additional Item is not a Pay Code linked to an Absence Type as such treated as Leave), the system will allow the import, however a warning message will be written to the exception report to advise of the clash: “Warning an Additional Item overlaps with an existing leave request.” An example of this would be where an Absence Item is for the same date as the Additional Item - the data is still allowed as there may be cases where a Candidate has leave for a portion of the day, and they work a shift after the leave has occurred. If this was imported in error, the timesheet can be rejected, and the clashing item removed.
Where an Adjustment Timesheet is imported, the same validations occur to ensure that any changes to existing Additional Item leave or new Additional Item leave items do not clash with other leave items on the Timesheet or Leave Requests.

If you are using the Debit/Full Credit/Debit method, with regard to Additional Item leave if the Original Timesheet had, for example, Qty 8, and the Adjustment Timesheet fully negates the Qty items on the original, on Approval of the Submitted Timesheet, the system will cancel the corresponding Leave Request and the Interpreted Timesheet will have a Qty of -8 for the Leave item. If a subsequent iteration is sent through with what the value should be, for example, 7.5, then on Approve a new Leave Request will be generated to support 7.5 hours. This strategy will work the same way if, for example, the Rate value supplied with the Leave item was incorrect on the first timesheet, the Adjustment needs to fully negate the Qty values on the target first timesheet, then the subsequent Adjustment data would include positive Qty with the new Rate value.

Benefits

Timesheet Import supports the ability to import Additional Item Pay Codes linked to an Absence Type where leave needs to be paid to the Candidate with, for example, a Standard Rate Job.

Configuration

No additional configuration is required for the import process. Additional configuration is required for Additional Item Pay Codes to trigger the leave process. Click here for more details.