Payroll Interface FAQ Q: What payroll programs does Aloha Insight support? A: Currently, Aloha Insight officially supports: • ADP PC/Payroll for Windows™ • ADP Canada • Ceridian • DHR • Generic Payroll • Heartland • Millennium for Windows™ • Paychex Q: The payroll processing system for my company is not listed as a payroll interface that Aloha Insight supports. I would like to interface the time and attendance information for our employees into our payroll system. What should I do? A: You should first contact the representative for your payroll system to understand what data needs to be imported as well as the format the export file needs to be in for it to properly import. Next, you should review both the content and layout of the currently supported integration files to determine if it will import into your system. Quite often, a file that is formatted for payroll system X can still be imported into payroll system Y. In the event you cannot import one of the currently supported integration files, please contact your Aloha Technologies representative to find out the proper procedures for requesting an enhancement for an integration from Aloha Insight into your payroll processing system. Also, try the Generic Payroll file to see if it will work. Q: Do my store managers need to configure anything at the store level? A: Yes, depending on the export file your managers may need to configure information in Aloha. if you are using ADP PC/Payroll for Windows. Your store managers need to configure a unique ‘Export ID’ for each employee. For more information, refer to Configuring the Export ID in Aloha Table Service and Quick Service. If you are a Millennium for Windows user, your store managers do not need to configure the ‘Export ID’ in Aloha Table Service and Quick Service. If you are using Paychex, refer to Configuring Aloha Table Service or Quick Service for more information. Q: Do I need to enter payroll codes on the Payroll Export File Setup screen? A: If you are using ADP PC/Payroll for Windows, you need to coordinate the codes you enter on the Payroll Export File Setup screen with your payroll company. If you are using Millennium for Windows, you must enter a ‘Deduction Earning Type’ code for employee hours on the Payroll Export File Setup screen. The ‘Deduction Earning Type’ codes map to the ‘Employee Regular Hours Earning Code’ and the ‘Employee Overtime Hours Earning Code’ on the Payroll Export File Setup screen. Consult your payroll software company for more information on valid codes and requirements for your payroll software. Q: Do I need to change the file format from my default reporting format? A: Generally, most of the reports generated by Aloha Insight are in a format that is easy to read; however, to import the file into your payroll processor it may require another format. To change the file format, refer to Creating a Delivery Schedule for a Report on Scheduling Reports. Check with your payroll processor to verify the correct format. Q: How are edit punches handled? A: Aloha Insight polls fourteen days worth of labor, giving your managers time to review and edit employee shifts as needed. For example, you can edit a punch within fourteen days of when the shift occurred and have Aloha Insight still poll the data. If you need to edit a punch that was more than seven days earlier, open a support incident from your Aloha Insight web site. Aloha Insight support can configure Aloha Insight to poll edit punch data older than seven days on a temporary basis for a store. Q: What happens if I have already imported data into my payroll system, only to find out that an employee’s time clock information has been changed? A: This is an issue you need to discuss with your payroll processing company. Aloha Insight provides you with extra reports to verify that all the information is correct, such as the ‘Stores Missing Data’ report. It is up to you to verify the information is correct before importing it into your payroll processing information system. Q: How do I import data into my payroll system? A: Consult your payroll system manuals for information on how to import the payroll export file and any naming conventions required by your payroll software. Q: Why do my employee IDs come across as zeros in my ADP file? A: If an employee has a zero as an ID in the ADP PC/Payroll for Windows, you have not assigned an ‘Export ID’ to the employee in Aloha Table Service or Quick Service. ADP PC/Payroll for Windows requires all employees to have a unique ‘Export ID.’ You set up the ‘Export ID’ in Aloha Table Service or Quick Service > Maintenance > Labor > Employees tab. For more information, refer to Configuring the Export ID in Aloha Table Service and Quick Service. Q: How are hours handled when an employee works in multiple stores? A: When an employee works at two different locations, the time and attendance information for the employee reports as a separate record for each location. Q: Are California overtime laws supported? A: No, California overtime laws are not supported in the time and attendance export file. Aloha Insight provides the raw time and attendance data, check with your payroll processing company on their requirements. Q: What if I want separate export files by region? A: When you generate your export file or schedule your export file in Reports Viewer, you can schedule the report by a region, an area, a store group, or by individual store. For example, you can schedule the time and attendance information for your southeast stores to go to your regional office in Atlanta, and the time and attendance information for your Midwest stores to be sent to your regional office in Chicago. When generating the export file, just make sure the stores you want in the report are assigned to the region. Refer to View Reports, for more information. Q: Can I modify the setup of my export if the needs of my company ever change? A: Yes, you can modify the setup at any time. Q: Is there any training available to help me configure my payroll interface? A: Yes, Aloha Insight provides training via web conferencing for many of the modules. Look for the link with the complete list of classes on your Aloha Insight home page. To learn how to configure your payroll interface, take the Payroll Integration class. All you need to participate is a phone line and a web connection. You will have the opportunity to interact with the instructor and follow along on your own screen.