Importing Casual Other Earnings: NOVATime

Overview

• Import casual earnings from the NOVATime application into the current payroll in SchoolFi
• File can be downloaded automatically from an SFTP
• File can be manually uploaded

NOVATime File Specification:

This is the specification provided by the vendor:

Click below to see the PDF

How the file is processed

Columns used in the file: Employee#, Name, Earning Code, Hourly Rate and Hours.

1. Each line in the NOVATime file is a Casual Earning that will be created for an employee in the current payroll.
2. The current payroll must be in the Not Started status when this task processes a file.
3. The Staff member is looked up by the Employee# field in the file (Positions 1 - 6) without the leading zeros. 
   1. For example, if the file has an Employee# # 00032, the task will look for an employee with staff id of 32 in SchoolFi.
4. The Other Earning that is used is looked up by the 3rd party vendor code on the Other Earning 
   1. This is done because the other earning codes from NOVATime are only 3 characters and they are up to 25 character in SchoolFi.
5. How the Staff Casual Earning is created: 
   1. Charge To accounts are copied from the Other Earning definition
   2. The hourly rate and hours fields are set
   3. The amount is set to hourly rate * hours
   4. The note is set to "Imported from NOVATime"
6. Multiple copies of the Other Earnings will be created if the file is run multiple times for a payroll.

Setup Procedure

Setup 3rd Party Vendor Code on Other Earnings

NOVATime uses a short code for it's other earnings.  These codes need to be mapped to SchoolFi Other Earnings.

This is done by going to the Payroll >> Other Earnings screen in SchoolFi and setting the Vendor Code of the Other Earning to the NOVATime value.

Testing the import

Use the manual upload process to test processing a file (System >>Tasks clicks Properties on the NOVATime Casual Earnings Import Task).

There is a delete button to remove any Casual Earnings in the current payroll created by this task.