How do I upload timesheets to Humanforce Payroll?

Humanforce WFM has the ability to Upload timesheets to Humanforce Payroll where the process is completed through to payment.

Where do I upload timesheets from?

Timesheet are uploaded through the Payroll section in Humanforce WFM.

Management > Timesheets > Payroll

How do I process the payrun in preparation for export?

How do I create a payrun in Humanforce Web and export it to a third-party payroll system?

How do I upload the timesheets to Humanforce Payroll?

Once the timesheets are ready to be exported click the Direct Upload button from the top right of the payroll screen.

This will open the options which are available for the Upload process as below.

This presents two main options.

1. Overwrite all timesheets

2. Append to existing payroll

If no timesheets exist in the payroll system for the current period then the first option should be used.

Its important to note that any employee timesheets which have already been uploaded or manually created in payroll will be overwritten for the current period.

For the upload to be successful each employee must pass the timesheet validation.

If an upload was attempted but resulted in any errors then you will notice the Export Status column will be updated when the Payroll export page is refreshed.

Refer to the below table for a breakdown of the different values for Export Status.

The upload works by sending timesheets grouped by employees in batches.

Each batch has maximum of 50 employees, regardless of how many timesheets each employee has.

Once the Upload attempt has completed the employees' Export Status will update on the Payroll screen.

Scenario

100 Employees are uploaded, they will be uploaded in 2 batches of 50 employees each.
Batch 1 with 50 employees is successful with no errors.
All 50 employees are successfully uploaded into payroll; their Export Status has updated as Completed.

Batch 2 with 50 employees encountered validation issues.
3 employees Failed upload validation; their Export Status has updated as Failed.
This batch now includes employees which Failed validation; this batch has now been Rejected.
47 employees passed validation but are part of a batch that was Rejected; their Export Status is Rejected.

Using the Append upload will allow these 47 Rejected employees to be successfully uploaded without the 3 Failed employees blocking the upload.

The 3 failed employees can then be addressed separately either by manually creating their timesheets in payroll or resolving the issue identified in the error log and re-uploading using Append.

FAQ

What happens if I reprocess an employees timesheets within the payrun?

Any employees which are reprocesses will have their Export Status reset back to Pending ready to upload again.

What happens if I reprocess the whole payrun or create a new payrun in the same period?

Employees in this new payrun will show as pending, keep in mind if the overwrite all timesheets upload option is used it may overwrite data in the payroll system that was uploaded from other payrun uploads for the same date range and company.

Try using the Append upload in a new payrun for the same dates to add additional employees that were missed in previous uploads.