Manually sync or export payroll data

The Payroll hub is used to sync or export payroll data.

Note: Before you carry out a sync or export, you’ll need to check and resolve any errors. If errors are not resolved then any employee records containing errors will not be synced. 

How is the data sent?

  • If an integration has been set up, the data can be synced manually or automatically via API with the payroll system or sent to an SFTP or S3 server.
  • Alternatively, for some payroll systems or if you are using Payroll connect, you’ll need to export the data and manually upload it to the payroll system. 

How to view and resolve errors

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If there are any errors in an employee record a warning icon will be displayed in the second column of the payroll report table and a warning message will be displayed above the report.

Employee records which contain errors cannot be synced until they are resolved. 

To resolve the errors, hover over the error icon and follow the instructions. If the error is a missing mapping, click resolve to open the data or value mapping popup.

How to schedule a payroll data sync

While you can set a payroll report to sync with your payroll system while setting up a pay cycle,  you are also able to edit the sync automation from the payroll report page.

  1. Open a payroll report.
  2. Click Schedule sync.The Sync automations popup will open.
  3. Follow the instructions in Step 4: Sync automations of the pay cycle set up wizard.

How to manually sync current pay cycle reports

Notes:
  • Each report must be synced individually.
  • When a record is marked as Synced or Sent to SFTP, the data will not be sent again the next time the sync is carried out.
  1. From the left menu, select Payroll.
  2. In the Open Cycles tab, click the arrow to the left of the desired pay cycle.
  3. Select the pay cycle report.
  4. Select the employee records you wish to sync, then click Sync X records.Tip: You can sync all people's data at once, or scroll or search for specific employees, then mark the checkboxes to the left of the employees you'd like to include.
  5. The data will be synced with the payroll system and all synced records will be marked as Synced in the Sync status column. If the data has been sent to an SFTP server, all sent records will be marked as Sent to SFTP.

How to manually export current pay cycle reports

Notes:
  • Each exported must be synced individually.
  • When a record is marked as Exported, the data will not be exported again the next time the export is carried out.
  1. From the left menu, select Payroll.
  2. In the Open Cycles tab, click the arrow to the left of the desired pay cycle.
  3. Select the pay cycle report.
  4. Select the employee records you wish to sync, then click Export X records.

The data will be downloaded as a CSV or XLS file and all exported records will be marked as Exported in the Sync status column.

Trinet Time off export report - Important notes

When you export the Trinet Time off report it will include three columns: 

  • Employee ID.
  • Number of hours taken
  • Earning code

How the Number of hours is calculated

In the Trinet Time off report, the amount of time taken is shown in hours, even if the time off policy in Bob is set to days. 

The number of hours is calculated according to Hours per day field in the Workweek section of Site settings. E.g. if Hours per day is set as 9 and an employee takes two days off it will show as 18 hours.

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Multiple time off policies - one earning code

If multiple time off policies are mapped to the same earning code then the Number of hours taken will be aggregated. 

Example:

In this case, the Vacation policy type and Balance day policy type are both mapped to Earning code VAC in Trinet and each employee works 9 hours a day.

If, during the pay cycle period, John Smith (Employee ID 10186651) took 3 days off using the Vacation policy type and 1 day off using the Balance day policy type the row in the CSV report will show the aggregate number of hours - a total of 4 days = 36 hours.

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Exporting the time off report multiple times within a pay cycle period

Some payroll administrators prefer to download the time off report multiple times within the same pay cycle period, e.g. once a week during a monthly pay cycle period.

If an employee adds a new time off request using the same time off policy as another one taken then the Number of hours taken will be aggregated in the report displayed within Bob but only the new hours will be included in the new downloaded report.

Example:

In this case the pay cycle is monthly, from the 20th of one month to the 20th of the next month.

The payroll administrator downloads the report once a week and uploads it to Trinet that day, If John Smith takes 2 days off using earning code VAC in the first week and then 1 day off using earning code VAC in the third week; when the admin downloads the report in the third week, in Bob it will show 3 days in the time taken column, but in the downloaded CSV it will show 9 hours in the Number of hours taken column as it will show only the equivalent of 1 day (assuming 1 day is set as the equivalent of 9 hours in the Site settings).

When this happens, a popup will be shown to alert the administrator:

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Notes:
  • Bob will indicate when the last cycle occurred and what data issues require fixing before submitting to the payroll system, specifically noting them per person with the ability to resolve them right from the screen. Once resolved, you may sync/export again.
  • If you set up a pay cycle sync schedule, the pay cycle summary page will also include an indication strip at the top of the page with the sync details and an option to Edit an upcoming scheduled sync. This page will also have a Schedule sync button and a Sync all button. A notification strip will also appear with the last and next sync dates and times.
  • If you have not set up a pay cycle sync schedule, the pay cycle will only display a Schedule sync button, a Sync all button, and a notification strip with the date and time of the last sync.

FAQs

How do I locate a specific Closed Cycle?
You may scroll down the page, filter per pay cycle using the Pay cycle dropdown menu, then click Apply. You can also click Advanced Filters with specific conditions by clicking + Add condition, selecting conditions from the dropdown menus, and then clicking Apply. Alternatively, in the Search bar, you may enter the Pay cycle name, target format, report type, or report name.

I scheduled a sync using the sync automation step. Why didn’t it sync at the time I set it?
Occasionally, the sync will occur a few minutes after the scheduled sync. If this problem continues, check to see if the sync was successful via your email or check your sync integration to ensure it is working correctly.

Why are my new hires not being shown in the New Employee Report?
New hires should appear in the report if the Hired lifecycle condition has been selected for this payroll provider. From the left menu, select Settings > Pay cycles. On the payroll provider tile, click Manage. In the Assign to section, the Lifecycle status equals Hired should be displayed. If it is not, select the Select by condition radio button, click Edit, click + Add condition, select By field and select Lifecycle status equals Hired.

Why are employees terminated in this cycle not shown in the Termination Report?
Terminated employees should appear in the report if the Terminated lifecycle condition has been selected for this payroll provider. From the left menu, select Settings > Pay cycles. On the payroll provider tile, click Manage. In the Assign to section, the Lifecycle status equals Terminated should be displayed. If it is not, select the Select by condition radio button, click Edit, click + Add condition, select By field and select Lifecycle status equals Terminated.

Can I limit the Employee Changes Report to show only employees in Pending status?
Sure! When you open the report, from the Status dropdown at the top of the screen, select Pending.