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The Attendance/Absence Import option has the ability to import records into both Attendance and CURRENT/FUTURE. A specific Expenditure Account can be specified to be charged for the CURRENT/FUTURE record.
There is no limit to the number of records on the CSV import.
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The header line on the csv file must be removed before importing the file. |
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| Field Name | Spreadsheet Column | CSV Position | Description | Format | Max. Size |
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| Record Indicator | A | 1 | Literal record indicator must contain "AA" to indicate Absence/Attendance | XXXX | 4 |
| Employee ID | B | 2 | Employee Number | XXXXXXXXX | 9 |
| Position Number | C | 3 | Required: Compensation number. Either the job number or a location code must be provided to permit posting into CURRENT or FUTURE. This job number would be matched directly to the COMPENSATION record for the employee. | 99 | 2 |
Location Code | D | 4 | Optional: Buidling IRN or Building/Department code. If a job number is not provided, the location code may be used to determine which job the record is to be posted to. | XXXXXX | 6 |
| Date | E | 5 | Transaction posting date | YYYYMMDD | 8 |
| Transaction Type | F | 6 | Valid values are: AB = absence AT = attendance | XX | 2 |
| Transaction Category | G | 7 | Valid values for type AT: AT = Attendance SB = Substituting Valid values for type AB: CA = calamity DO = dock HO = holiday JD = jury duty MI = military OT = other PL = personal leave PR = professional leave SI = sick UN = unknown VA = vacation | XX | 2 |
| Length/HoursLeng | H | 8 | Length of absence or attendance | (+/-)99999.999 | 10 |
| Tracking Unit | I | 9 | Valid values for unit of attendance or absence: H = hourly D = daily | XX | 1 |
| Unit amount | J | 10 | Optional: If supplied, this rate will be used for paying the job. If not supplied, the job will be paid using the unit amount from the Compensation record same location code. | (+/-)9999.999 | 9 |
Appointment type | K | 11 | Optional: Valid values for appointment type: Space = not defined 1 = Certified 2 = Classified | XX | 1 |
| Sub for ID | L | 12 | Optional: Employee ID Number for absent employee. ID of employee whose position the sub is filling in for. May be used to determine pay account charging. | XXXXXXXXX | 9 |
Sub category | M | 13 | Optional: User defined. May be used to further define the transaction category. Multiple entries can be entered in the description field by comma's - Example: test, description. Import will allow quotes or no quotes to be used around fields-Example: "5/8/22, 5/10,22" | XX | 9 |
Budget account or XREF code | N | 14 | Optional: Budget account to charge during payroll. An XREF code may be used rather than the full budget account code. | Alphanumeric | 28 |
Budget code: | |||||
| Fund | XXX | ||||
| Function | XXXX | ||||
| Object | XXX | ||||
| Special Cost Center | XXXX | ||||
| Subject | XXXXXX | ||||
| Operational Unit | XXX | ||||
| Instructional Level | XX | ||||
| Job Assignment | XXX | ||||
| XREF code | XXXXXX | ||||
| Calculate gross | O | 15 | Optional: Valid values for gross flag are: Y = yes N = no space = user defined at run time The user will be asked at run time, "Post to Current, Future, or None?" If none, this flag is ignored and no transactions will be posted to Payroll Payments - Current or Future. If the user answers Current or Future, the space and "Y" will provide the same result. The transaction will be posted to Payroll Payments - Current or Future. If "N", the transaction will not be posted to Payroll Payments - Current or Future. | X | 1 |
| Retire hours | P | 16 | Optional: Retirement hours will be imported to CURRENT or FUTURE, depending on what the user chooses. If retirement hours are not specified for a REG or OT pay type, the COMPENSATION Hours In Day fields (if populated) will be used to automatically calculate a value. Info
NOTE: If you provide no value for retire hours and the pay type is Miscellaneous, Dock, Shift Premium, Irregular, Retro, or Termination, then the retire hours will be set to 0 in future and current, and not defaulted to the values from the compensation. | (+/-)999.999 | 8 |
| Pay Type | Q | 17 | Optional: REG (cannot be used if employee is in advance) MIS OT DCK SHP IRR (cannot be used if employee is in advance) BCK TRM POF NC1 NC2 NC3 | XXX | 3 |
| Tax Option | R | 18 | Optional: 1, 2, 3 or space If left blank in csv file: • If POSITION Supplemental Type = SUP1, then 1 is automatically assigned (Apply Annuities to Regular) • If POSITION Supplemental Type = SUP3, then 3 is automatically assigned (Apply Annuities to Supplemental) • If POSITION Supplemental Type not SUP1 or SUP3, then 2 is automatically assigned (None) If not specified, it defaults to none. | X | 1 |
| Retirement option | S | 19 | Optional: Y, N or space | X | 1 |
| Pay Amount Description | T | 20 | Optional Multiple entries can be entered in the description field by comma's - Example: test, description. Import will allow quotes or no quotes to be used around fields-Example: "5/8/22, 5/10,22" | Alphanumeric | 25 |
| Attendance posting Flag | U | 21 | Optional: Y, N or space Y or Space = Yes N = No | X | 1 |
| Board Distribution Flag | V | 22 | Optional: Y, N or space Y or Space = Yes N = NO | X | 1 |
| Leave Projection Flag | W | 23 | Optional: Y, N or space Y or Space = Yes N = No | X | 1 |
| Effective Date | X | 24 | Optional: The effective date only applies to FUTURE entries. This date must be a vaild date in the format of YYYYMMDD and should be in the future. CURRENT entries will always contain zeroes since it is for the current payroll. | YYYYMMDD | 8 |
| Label | Y | 25 | Required for Posting a Payroll Payment: Must match the label field on the compensation you want the payroll payment to be posted for. If the Label field is not added and employee has more than one compensation for that position, it will not know what compensation to choose. This field is optional if you are only posting attendance. The Transaction date has to be within the Contract Start and Stop date of the compensation being used. | Alphanumeric |
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