How to Use the PeopleSoft Payroll Excel Spreadsheet

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 with the Office 2000 version of Excel.

Note
These instructions are written for a desktop computer running the Windows XP operating system.

1. After you receive each new spreadsheet from the Payroll office, double-click the attachment to open it.

   Note
   Always answer ENABLE MACROS when you see the program prompt.

2. 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).
3. 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.)
4. 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.

5. When finished, print the spreadsheet by highlighting the area to be printed. To do so, follow these steps:
• Using your mouse, start at the lower-right of the bottom-most row; click and draw the highlighted area to the upper-left until the entire spreasheet is highlighted.
• From the Main Menu Bar, select File | Print Area | Set Print Area.

• Click Print--or--from the Main Menu Bar, select File | Print.

  Important Note
  The page must be printed before you can proceed to the next step.

6. 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.

7. 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.

8. To verify that the file was created successfully, follow these steps:
   • Click Start (usually located in the lower-left corner of the screen).
   • Click My Documents.
   • Double-click the timesheets folder.

9. 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 start again beginning at step number 3 above.

How to Send .dat Files via E-mail

1. Click Attach.
2. Select File.
3. Select the C:\time folder.

4. 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.)