Configuring a Payroll Export

Background information

This page explains how to configure a payroll export for Lucca Absences absences. To generate an export file, please visit the dedicated page. This article covers the following points:

• Creating a new export
• Configuring the export
  • Configuring wage types
  • Linking accounts to wage types
  • Export options
  • Linking entities
• Advanced options
  • Exporting data on counters
  • Exporting absences in a unit that is different from the unit on the account in Lucca Absences
• Configuring the same wage type code for accounts in different units

Creating a new export

In Export > Payroll exports, legal entities with no payroll export configured are displayed at the bottom of the page. Click on Create a payroll export for the desired entity.

Next, simply choose the payroll export format you want according to the payroll software. If the file is not imported directly into payroll but re-entered manually, choose CSV format.

Configuring the export

Once the export is created, you can configure it by clicking on Settings.

Configuring wage types

In the left-hand column, create the wage types expected by the payroll software. For each wage type, there is normally a code and there may be other information depending on the payroll software (e.g. Constant and Reason for SAGE).

Linking accounts to wage types

Once the wage type is configured, one or more Lucca Absences accounts can be linked to it by clicking on the wage type and then Associate accounts in the right-hand column.

Accounts can be added by category (e.g. Annual leave category) or by account (e.g. for planned recovery accounts).

If you only want to link a single account from a category, simply click on the ‘(XX accounts)’ link next to the category’s name.

 

If certain accounts should not be exported in payroll (generally the Absence to be justified account, time off in lieu, etc.), simply link them to the wage type at the bottom: Absences not to export.

All accounts must be linked to a wage type. You should get the following message:

If a different message appears, there are still accounts to be allocated to wage types.

Export options

Above the list of wage types, you can access export file options.

The options then appear.

Linking entities

You can link other legal entities to an existing export at the top of the export settings.

Advanced options

Exporting data on counters

For each wage type, you can also choose to export counters in a separate file. You have several options:

• account balance calculated on the day before the first day of the period exported: Initial balance (IB)
• account balance calculated on the last day of the period exported: Final balance (FB)
• entitlements accrued (by monthly records) during the period: Acquired entitlements (AE)
• days taken (absences pending approval are not counted) during the period: Days taken (DT)
• regulations (adjustment of entitlements accrued, allocation of entitlements, miscellaneous transactions, etc.) : R

Regulations are calculated using the first 4 pieces of data: R = FB - (IB + AE - DT)

By default, the file generated is a standard CSV file, since these data are not imported directly into payroll. For SAGE exports, a TXT file in VM format is generated and can be imported into payroll (subject to the agreement of Sage, the payroll service provider, to carry out this type of import).

Exporting absences in a unit that is different from the unit on the account in Lucca Absences

By default, the payroll export will export the number of days calculated using the Lucca Absences account management unit: for example, annual leave managed in business days in Lucca Absences is valued in business days in the export.

If Lucca Absences and payroll rules differ, you can set different rules according to the socio-professional group. So an absence can be exported:

• in business days (if initially in calendar days or working days) for one group;
• in hours for another group.

Valuation in hours can be done in 2 ways:

• with the same valuation for everyone: each day of absence is multiplied by the coefficient shown. It is therefore valid regardless of the work cycles of the employees affected by the rule
• with a valuation based on employees’ work cycles: each day (half-day) of absence is valued according to periods set out in the work cycle. If you choose this option, you need to set default values for types of days with no value in work cycles, namely:
  • in cycles in hours or working hours: value of days not worked. This value will be used, for example, in the event of an absence deducted from a part-time day (for a non-pro-rated account)
  • in cycles in days: for cycles in days without hourly value information, each day of absence for the employees concerned will be deducted according to this value.

Configuring the same wage type code for accounts in different units

Take the example of 2 RTT categories: RTT in business days and RTT in hours. Now imagine that we want to export absences from these two accounts with the same wage type code: RTT.

Problems:

1. a wage type can only include accounts with the same unit;
2. two wage types cannot have the same code.

So we will have to use a trick made possible by valuation rules.

First, we will create the wage type for accounts in business days. We will call this wage type ‘RTT’ and associate the ‘RTT in days’ category to it.

Next, we need to create the wage type for accounts in hours. As we can no longer give it the code ‘RTT’, which is already being used for accounts in business days, we might call it ‘RTT in hours’ (the name can be anything; it will not appear in the export file).

Then we will create a valuation rule in this wage type for accounts in hours. We will select all SPGs concerned and add a specific code for export:

Save the valuation rule. You can export the file, and both accounts will be exported with the same code.