Blackbaud File Format allows you to import time sheets using time in/out or cumulative hours. It also allows us to use the pay rates assigned to the employee as well as default General Ledger distribution. The import file for Blackbaud File Format cannot include headers. Click here for an example of the Blackbaud File Format using the hours only with the rates and distribution included.
Fields included when importing a time and attendance batch in Blackbaud file format can include:
To import through Blackbaud File Format, follow the steps below:
- Employee ID — You can import only the employee ID; you cannot import the employee name or Social Security Number.
- Date— You can import any date if it is formatted correctly. The importing process creates a batch using the start and end dates according to the earliest and latest dates of records within the batch.
- Pay type — You can import only hourly and piece rate pay types. Only attendance codes linked to pay types can be imported.
- Time in/Time out— If you base the import on time in/time out, the Time in and Time out fields are required. The program uses Time in and Time out to calculate hours but does not store the calculations in The Financial Edge. The Time in and Time out fields use 24-hour format.
- Hours — You can import only positive hourly values, up to three decimal places. Hours is a required field if the import is based only on hours; the Hours field is not required if the import is based on time in/time out.
- Rate — You can import only positive values or zero rates, up to two decimal places.
- Distribution — Distribution is optional. Each group of distributions must contain distributions totalling 100%.
- Department — The program imports the department but does not validate or use the department in the batch that is created
- Account — The program imports the GL account, including separators, for example, "01-5100-01"
- Percent— A total of 100% per import file line is required.
- Project ID— If you have the optional module Projects and Grants, the project ID is imported.
Please see the resources below for additional information on importing through Blackbaud File Format:
- Within Payroll, click Payroll Processing, Enter Time Worked
- From the Action bar, click Blackbaud File Format. This will open the import parameter.
- In the Import file field, enter or browse to the path of the data file to import.
- To validate the Import file without actually adding any records, mark the Validate time entry data without performing an import.
- In the Batch Information frame, enter a description of up to 100 characters in the Description field.
- In the Start and End date fields, enter the dates for the records you are importing.
- In the Time format drop down, select "Time in/out" if you are including starting and ending times on each row of your import. Select "Hours only" if you are including total hours on each row of your import.
- In the Pay rates drop down, select "Use pay rates from the import file" to use the rates entered on the import file for each row. Select "Use rates assigned to employees" to use the current, effective pay type assigned on the employee record for each row you import. If selecting "Use rates assigned to employees", you do not need the rates in the import file.
- To create a blank row between each employees within the Time and Attendance Batch, mark the check box for Provide # additional blank row(s) per employee field.
- To use the GL distribution from the employee record, mark radio button for Use employee's default distribution. If you are including the GL distribution in each import line, mark the radio button for Import file contains account distribution. Note: If you have the optional module for Projects and Grants, the distribution must include the GL account, percentage distributed, class, project ID and transaction code fields.
- Press OK to process the records. When the import finishes, a completion screen appears. This screen displays the import statistics including the number of records processed, added and any exceptions.