PAYROLL - New Timecard Batch

Add new Timecards manually or through Import

enter a new Timecard / Timecard Batch in one of the 2 following ways:

1. Enter Manually

• • enter or browse for the Payroll Date
  • select from the Add Timecards options: 
    • Add by Payroll Department
    • Add by Pay Frequency
    • Add All Timecards

• • once you load the Employee(s), select the Employee and click Add Pay to access Employee’s Timecard Entry Codes list:

                        

• • • or browse for the full Timecard Entry Code list:

                     

• • • *note* the Bonus Code annualizes the total earnings over the balance of the year, and does not tax as if the Employee gets that amount on for each pay

• • • setup Timecard Entry Codes here in the list to Add / Edit / Delete or access in the Payroll text menu:
       
      • enter the Code and Description
      • select the Pay Type to determine calculation Rules for calculations or select blank to set your own calculation Rules 
        
      • enter Defaults if you want to establish associated Hours / Rate / Amount
      • set the GL Account if different from the Salary Account established in Payroll text menu > Payroll Departments > Accounts tab
        
      • Employee - set with option to Use Defaults as established in Timecard Entry Code setup or enter the Amount / Rate / Hours specific to this Employee
      • check Automatic if the Entry Code is to be automatically added to each Timecard (can be changed at that time)
        
        • set Payroll Department defaults in Payroll text menu > Payroll Departments to use Timecard Entry Code defaults or to establish Department-specific Amount / Rate / Hours and whether it will be an Automatic load into the Employee’s Timecard:
          
  • enter the number of Hours if applicable
  • accept or change the Hourly Rate or Salary Pay, defaults for which are established in Employee > Amounts tab > Payments (more than one Code is permitted)
  • accept or change the default G/L Account, as established in Edit > Company Settings > Payroll > Accounts tab, for Payroll Department selected (User settings permitting)
  • option to enter a Job Account
  • option to enter a Comment
  • accept or change the amounts for Company Benefits  and Deductions (see Payroll Departments)

             

• accept or change CRA deduction calculations:
  • note the CPP2 calculation - beginning January 1, 2024, you must deduct the second additional CPP contributions (CPP2) on earnings above the annual maximum pensionable earnings using the following rates and maximums.

    Learn more: What is the CPP enhancement.

 

  2.   Import Timecard Batch from Excel

• • ensure your Excel spreadsheet has these columns

• • Spire Access - Tools > Import
  • option to  open a previously saved import configuration (file / mapping) or proceed as follows:
  • select the .xlsx or .csv Source file location using the Browse Files… if this is an unsaved Import or Browse Folders… button if this is a previously saved Import
  • accept or change Date Format
  • select the Import Type (data) you are importing - Timecard
  • map fields:
    • select the field under Import File Field Value (ie: ‘Pay Date’ from Excel)
    • select the Spire Field Name that is the same (ie: ‘Pay Date’)
    • click the Match button
    • continue to Match all fields you want to import into Spire (matched fields will transfer down to lower section, where you can then select the field and Unmatch if desired
  • determine whether your spreadsheet Has Header Row or not
  • option to select a Destination folder to move the successful imported file to
  • option to select a Failure folder to move the unsuccessfully imported file to
  • click on Save config / Save config as to save the Source, Import Type, Field Mapping, Destination and Failure folders
  • click on Import to finish and review the newly imported records in Spire