Importing CSI Secure Connect Pay Data into Paychoice Connection

Before data is imported into the PayChoice system, please verify that the default Earnings Codes are correct for the company.  To view the earnings codes click on the Time Administrator menu and view the values at the bottom. The default values are:

Regular	01
Overtime	02
Vacation	03
Sick	04
Holiday	05
Salary	07

Before importing times from the time clock, please verify that all employee timesheets have been approved.

In the Paychoice Connection

Check the Time Sheet Controls screen. (CSI recommends doing this first to make sure the payroll dates are correct before keying any changes or pulling in time clock data.)

Close the screen.

Make sure all new employees are added. The Time Administrator can also make other changes at this time or after importing the time clock data.

Select Activity.

Choose AutoPay. The default selection is Salaried employees.

Click on the arrow to the right of this selection to see the dropdown menu. If any of the other entries mentions Extra Time sheet amounts, then the option must be changed from Salaried employees to All of the above.

Click OK.

In the Timekeeping System

Go to the Time Administrator screen. Users may be prompted to log back in again even if they were already in the system.

In the Pay Periods --- Define Pay Periods section at the top of the screen, click on the Edit button to the right of the appropriate Company Code. Users will be taken to the Options for Company screen.

Verify that the Pay Periods for export… are correct.

Under the Export Pay Period Dates, there is a Test Export? option. Make sure the box to the right of this option has a check mark in it.

Click the Submit button.

Note:  It is always a good idea to do the Test Export first to catch any errors such as employees not in HR file, not in CSI Secure Connect or with times that have not been approved.

An exception report will be generated. It will display Weekend Punches, employees that are not in the HR file and employees that are not in CSI Secure Connect.

If any employee shows up with time unapproved, check to see if all of his/her times have been approved before continuing to the next step. Sometimes it is valid to have unapproved times, but verify this before continuing.

If an employee is listed as missing from CSI Secure Connect, verify/correct the Social Security number in that employee’s profile screen and go back to step 2.

If an employee is missing from the HR file, return to the Time Administrator screen and click on the link to Add or Delete Existing HR Records in the Import Employee HR File section to add the missing employee, then return to step 2.

Click on the time clock icon at the top and return to the Time Administrator screen.

Click on the Edit button to go back to the Company Options screen.

This time, remove the check mark in the Test Export? option.

Verify again that the Pay Period dates are correct and click on the Submit button.

This time, after the Exception report runs, click on the link at the top that says Click to download company <your comp. #>. This will open a file window.

At the top left-hand corner of this window, click on File, and then choose Save As….

Choose a directory to save this file to.  The File Type should be *.txt and the File Name should be formatted as follows: EZP<cli#><day>.txt. (For example: EZPP57015.txt for client P570 processing on the 15th of the month.)

Click the Save button and close this open file window with the X in the upper right-hand corner.

Now return to the Paychoice Connection.

Back to Paychoice Connection

Click on Activity.

Select Spreadsheet Creation.

In the box to the left of the Import Specification File, double-click to check mark.

Then click the Create button.

Click on the Browse button (looks like 3 dots) to the right of the Input File line and find the EZP<cli#><day>.txt file that was created in the Timekeeping instructions. Click Open.

Do not change the Output File or the Key Field. Click OK.

The Time Administrator should receive a message that states that the file was created successfully. Click OK.

If an error message displays, please contact one of CSI’s Payroll Services Account Representatives.

Again, check mark the Import Specification File and click on the Launch button. This should open the time clock file in an Excel window. (Some clients do not use Excel for this and it will open in a Paychoice Connection window.)

Look over the file to verify that it is correct and click the cell that says Initial Here.

Type your initials over those words.

Click File in the upper left-hand corner and select Save.

After the file has been saved, close the Excel window with the X in the upper right-hand corner.

Close the Create Spreadsheet window.

Select Activity again and choose Spreadsheet Import.

Verify that the initials are displayed to the right of the Import Specification File. If the initials do not display, then step 5 was not completed correctly – go back to the Spreadsheet Creation option and follow Step 4 again.

Check mark the Import Specification File and click on the Import button. The employee times will be imported and the Import Specification File should disappear from the list.

Note:  Do not do this step more than once, or the times that are in the employee Pay Input screens will double.

Close the Import Spreadsheet screen.

Click Screen and then choose Div/Company Totals to verify that the hours were imported.

At this point, continue with normal payroll procedures – entering changes, running the pre-process, etc.