How to Use the PeopleSoft Payroll Excel
Spreadsheet
Preparing to Use the Spreadsheet |
Processing the Spreadsheet |
How to Send .dat Files via E-mail
Approval Process |
Departmental Batch
Codes
Every pay cycle, the Payroll Office will send all
departmental users an e-mail message that contains a new
version of the Excel spreadsheet (in the form of an attachment). A new
spreadsheet is required to ensure that the most current list of eligible
employees is used.
The spreadsheet works best if you use the Office 2000 version
of Excel.
Preparing to Use the Spreadsheet
To prepare your desktop computer to use the PeopleSoft Payroll
Excel Spreadsheet, make sure you have the following two folders on your
desktop computer:
- C:\time
- C:\My Documents\timesheets
If you do not have these folders, create them by using the
following steps:
- Click Start (usually located
in the lower-left corner of the screen).
- Select Programs | Windows Explorer.
- In the left-hand Folders pane, click [C:].
- From the Main Menu Bar, select File | New |
Folder.
- In the new folder name text field, type
time
- Press ENTER.
- In the left-hand Folders pane, under
[C:], click My Documents.
- From the Main Menu Bar, select File | New |
Folder.
- In the new folder name text field, type
timesheets
- Press ENTER.
Processing the Spreadsheet
- Double-click the attachment to open it.
Note: Always answer ENABLE
MACROS
when you see the
program prompt.
- Save the attachment to the timesheets folder on your
computer's hard drive (C:\My
Documents\timesheets). The master file will be named Mmmddyy.xls
(mmddyy=Pay End Date, e.g., M071401.xls).
- Across the top of the
Excel spreadsheet, verify the Pay End Date, enter the Check
Location (Check Loc), Department Name (DEPT NAME), and
Batch Code. (These fields are for information
only).
- For
each employee, enter the following information:
- EmpId (Column
A)=Employee's ID number (or select the employee's name from the drop-down
list in Column B).
- Account Code
(Column D)=The 10-digit account code (do not include leading zero).
- Obj (Column
E)=The 3-digit object code (valid ones are 252, 260, 261, 262, 263,
268, and 269).
- Reg Rate (Column F)=Hourly rate.
- Reg Hours (Column G)=Number of regular hours worked.
- Overtime Hours (Column H)=Number of hours above 40
worked in a week.
The
Excel program calculates the regular, overtime, and total dollar amounts
for each employee. The program also adds up the columns at the top of the
spreadsheet to calculate grand totals.
- When finished, print the spreadsheet by highlighting the area to be
printed.
- You must rename the spreadsheet with the Batch
Code (using only lowercase letters) and date (e.g., lbagr071401) and save
it. To rename the file and save it, follow these steps:
- From the Main Menu Bar, select File | Save As.
- In the file name text field, type the new name
(using only lowercase letters).
- Click Save.
- After you rename and save
the file, you must run the macro to create the export file for
PeopleSoft. Follow these steps:
- Press the CTRL-E key
combination--the CTRL key and the letter E key at the same time.
The spreadsheet will
change colors, shift columns, and then be unusable as a
spreadsheet.
- A dialog box will
appear. Type your department's Batch Code in the
dialog box and click OK. This process will take approximately 30 seconds.
The macro will create
a file named "hrx_ _ _ _ _ . dat" in your C:\time folder,
where _ _ _ _ _ is your department's Batch Code.
- From the Main Menu
Bar, select File | Close.
- Click No when
you see
the prompt requesting whether you want to save the file--the macro has
already
saved the file.
- To
verify that the file was created successfully, follow these steps:
- Click Start (usually located
in the lower-left corner of the screen).
- Select Programs | Windows Explorer.
- In the left-hand Folders pane, click [C:].
- Double-click the C:\time folder to see if
the file has been saved properly.
- To process additional
spreadsheets (for multiple departments) open the master file--Mmmddyy.xls--which should be located in your C:\My Documents\timesheets
folder. Be sure to choose the master file with the correct date and
then begin again at step number 3 above.
You must send
your .dat files as an attachment in e-mail to the Payroll Office at pr-staff@udel.edu. To do this in
Netscape Messenger, follow these steps:
- Click Attach.
- Select File.
- Select the C:\time folder.
-
Double-click the file(s), being sure to select the file(s) with the
correct
date. The file(s) will have the extension .dat.
(Click Details and then Modified to see the most
current file[s] listed at the top.)
Approval Process
- An Account Administrator
must sign and date the spreadsheet(s).
- FAX the approved
spreadsheet(s) to the Payroll Office at 831-0260.
- Send the original, approved spreadsheet(s)--along with backup for each
employee's hours
worked--to the Payroll Office through campus mail by the next
day.
- Keep a
copy of the spreadsheet(s) for your records.
Departmental Batch Codes
Development
Description |
Batch Code (use lowercase characters) |
Phonathon |
devag |
Phonathon |
devfd |
The Review
Description |
Batch Code (use lowercase characters) |
Review |
rview |
Ag Res & Ed Center
Description |
Batch Code (use lowercase characters) |
Ag Georgetown |
agres |
Ag Georgetown |
aggt2 |
Ag Georgetown |
aggt1 |
Trabant Student Center
Description |
Batch Code (use lowercase characters) |
Trabant Stu Ctr 1 |
trab1 |
Trabant Stu Ctr 2 |
trab2 |
Trabant Stu Ctr 3 |
trab3 |
Bookstore
Description |
Batch Code (use lowercase characters) |
Bookstore |
books |
IT/User Services
Description |
Batch Code (use lowercase characters) |
Christiana |
uschr |
Dickinson |
usdic |
Harrington |
ushar |
McDowell |
usmcd |
Dupont/Spencer |
usdup |
Pearson |
uspea |
Recitation Hall |
usrec |
Smith I/O |
ussmi |
Smith TSC |
ussmt |
Info & Instr Services |
usinf |
Present |
uspre |
RDMS |
usrdm |
Library
Description |
Batch Code (use lowercase characters) |
Administration |
lbadm |
Agriculture Branch |
lbagr |
Acquisitions |
lbacq |
Audiovisuals |
lbaud |
Bindery |
lbbin |
Chemistry Branch |
lbche |
Circulation |
lbcir |
Computing Systems |
lbcmp |
Copy Center |
lbcop |
Inter-Library Loan |
lbloa |
Microcomputing |
lbmco |
Physics Branch |
lbphy |
Reference |
lbref |
Reserve |
lbres |
Special Collections |
lbspe |
Stacking |
lbsta |
Digital Project |
lbgig |
Annex |
ann |
Last updated May 29, 2002
Copyright © 2001, University of Delaware