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Import Style #60 Sick & Special Leave

Import Style Specifications

image  Overview

image  Style #61 Alternative Days Taken

image  Basic Generic Import

image  Style #62 Public Holidays

image  Style #15 Add New Employee

image  Style #63 Bereavement Leave

image  Style #50 Hours Worked and Departments

image  Style #70 Holiday Pay

image  Style #51 Allowances and Deductions

image  Style #89 Delete File After Import

image  Style #52 Hours Worked & Pay Rate

image  Style #99 User Interface Customisation

image  Style #60 Sick and Special Leave

image  Inserting Comments

Style #60 Sick & Special Leave

When paying sick or special leave to an employee, there are four considerations. These are

    Entitlement - Is the employee entitled to be paid for sick leave, based on
  • their length of service, and previous special leave taken.
  • Amount Of Payment - An employee may be paid based on hours and an hourly
  • rate, a daily rate, or a specific amount decided by the user.
  • Reduction Of Entitlement - Having paid the employee for sick leave, by how
  • many days is their entitlement to be reduced?
  • Additional Details - Many users like to record a brief reason for sick leave
  • taken, such as "Influenza", "Sore back Wed/Thu", etc.

When importing sick leave data from an external source, each of the above is considered.



Sick leave may be imported to Ace Payroll by adding a line within the generic import file. The line contains a maximum of 8 fields, as follows

#60, Employee ID, Entitlement, Hours Paid, Hourly Rate, Amount Paid, Days Taken, Reason

1. Style
For sick or special leave, this is always #60.

2. Employee ID
Up to 5 characters identifying the employee, as identified by Ace Payroll. This field is always validated, and import will not proceed if this field does not identify a valid employee.

3. Entitlement
Currently, this field is either left blank, or contains a zero. The data contained in the line is only imported if the employee has not been set in Ace Payroll as being not eligible for special leave.

The specifications for this field may be enhanced at a later date, to allow the importation of sick leave irrespective of the employee eligibility, by the import file specifying a value other than zero or a null field.

The value of this field is currently not validated, but the field must exist. It must be either blank, or contain a zero.

4. Hours Paid
This field is optional. If used, payment will be made to the employee based on the number of hours in the field, multiplied by an hourly rate.

5. Hourly Rate
This field is optional, and is only relevant if a value exists in the previous field. If both fields exists, the employee is paid by multiplying the values together.

If this field is blank, and a value exists in the hours paid field, the employee is paid using the value of their first pay rate used.

6. Amount Paid
This field is optional, and is only used if the hours paid field is either zero, or blank. If so, the amount in this field is paid as sick pay.

Note: It is permissable for fields 4, 5 and 6 to all be blank. This is

done if the purpose of the import is to reduce an employee sick pay entitlement, without making specific payment for it. This could be done if an employee is paid by salary, and the user prefers to leave the salary payment untouched.

7. Entitlement Reduction
This field is optional, and if used contains the number of days by which an employee's sick leave entitlement is to be reduced. Note that by leaving this field blank, it is possible to pay an employee for sick leave without reducing their entitlement.

8. Reason
This field is optional, and contains up to 25 characters decribing the sick leave entry. If the field is either blank, or does not exist, the reason is shown as "imported data".

Examples

#60,JS,0,8 - this line pays employee JS for 8 hours special leave, at the rate of their first pay rate used. No adjustment is made to the employee entitlement, and the reason is shown as "imported data".

#60,JS,0,8,12.75 - this line pays employee JS for 8 hours special leave,

at the rate of $12.75 an hour. No adjustment is made to the employee entitlement, and the reason is shown as "imported data".

#60,JS,0,0,0,115.75 - this line pays employee JS $115.75 for special leave

taken. No adjustment is made to the employee entitlement, and the reason is shown as "imported data".

#60,JS,0,0,0,115.75,1.25,"sore back" - this line pays employee JS $115.75

for special leave taken, and reduces their entitlement by 1.25 days. The reason is shown as "sore back".

#60,JS,0,0,0,0,1.25,"sore back" - this line does not pay the employee any

amount, but reduces their entitlement by 1.25 days. The reason is shown as "sore back".

#60,JS,0,22,0,0,2.75,"sore back" - this line pays the employee 22 hours at

their first pay rate used, and reduces their entitlement by 2.75 days. The reason is shown as "sore back".

Import Style Specifications

image  Overview

image  Style #61 Alternative Days Taken

image  Basic Generic Import

image  Style #62 Public Holidays

image  Style #15 Add New Employee

image  Style #63 Bereavement Leave

image  Style #50 Hours Worked and Departments

image  Style #70 Holiday Pay

image  Style #51 Allowances and Deductions

image  Style #89 Delete File After Import

image  Style #52 Hours Worked & Pay Rate

image  Style #99 User Interface Customisation

image  Style #60 Sick and Special Leave

image  Inserting Comments

Associated Documentation

image  System Information Utility

image  Importing Data Into Ace Payroll

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