Comparing balances with payroll and importing entitlements

Before getting started

To adjust the accrual according to absences, you can use the "Adjustment" module in Timmi Absences, setting the appropriate method (pro rata according to absences, for example).

However, some requirements cannot be configured using the Timmi Absences adjustment rules (adjustment based on seniority, multi-criteria proration, etc.). In this case, you can import the adjusted balances from payroll to update those in Timmi Absences. To do this, go to the Imports module in the Credit/Debit tab.

The module allows you to:

Complete a simple entitlement import: updates the balances by importing a positive or negative amount which will in turn credit or debit entitlements on the balance (but will not overwrite the balance).
Complete an accrual import: updates the balances by comparing the accrual total on a Timmi Absences account with the accrual total in payroll (or a total from a third-party system). The module aligns Timmi Absences with payroll, by crediting or debiting the difference with the third-party system in Timmi Absences. We recommend this method: Timmi Absences manages absences (debit) and payroll manages accrual (credit).
Complete a balance import: updates balances by comparing the balances in Timmi Absences with the balances in payroll (or a third-party system), by crediting or debiting the difference with the third-party system in Timmi Absences.

Import the accrual or the balance?

We recommend importing the accrued entitlements from payroll. Payroll is often the reference for calculating entitlements if Timmi Absences does not manage all the desired rules, but Timmi Absences remains the reference point for absences.

Import cumulative entitlements

To import accrued entitlements including the adjustments from payroll, you must first identify the date when the entitlements were calculated. It is recommended to do this import after payroll, i.e. at the end of the month.

Please note: we compare accrued entitlements over the entire account accrual period, not just the pay period. For example, in a standard scenario, we import 2.08 in June, then 4.16 in July, 6.24 in August and so on.

Once you have clicked on the Import cumulative accruals:

upload your file
indicate the reference date for comparison with the entitlements accrued in Timmi Absences. This is the last day of the month for which you have just processed the payroll.
as an option, you can modify the types of entries to be included in the comparison. For experts only!

Click on Continue, and Timmi Absences will display a row-by-row comparison with any errors or alerts.

To update the Timmi Absences balances, click on save.

Note: you can also download the comparison from the verification stage without updating the balances, if you simply wish to view the differences.

Import the balances

Comparing balances between Timmi Absences and payroll is only relevant if all absences exported by Timmi Absences have been integrated into payroll: otherwise, balances calculated in payroll may not have included absences recorded in Timmi Absences which have not yet been exported. Balance import is therefore performed with reference to a payroll export performed in Timmi Absences, derived from the last export of the period.

After clicking on the Import balance module:

upload your file
select the last payroll export.

Note: balances are compared at the last date of the period of the relevant export(the last day of the month of the export), and cannot be compared for the current month.

Note: Unlike the other two methods, this cannot be automated. The file needs to be imported manually into the dedicated interface.

File format

The required format is a CSV or Excel file (.xlsx).

You can download a file template from the module home page. You can select the desired establishments and accounts to obtain a file in the required format, pre-populated with the users.

Users can be identified either by their establishment and payroll number, or by their login. It is compulsory to use one of the two methods.

The file must have the following columns:

Establishment (if identified by Establishment/Payroll number): name or establishment code
Payroll number (if identified by Establishment/Payroll number): employee's payroll number
Login (if identified by login): employee login
Name
First name
Account no. 1
Account no. 2
Account no. 3
...

The file must include at least one account column. There is no limit on the number of accounts.

If you use the correct account names, they will be automatically recognized. If this is not the case, you will have to manually perform the connection.

Example of a file with identification by establishment and payroll number:

Example of a file with identification by login:

After clicking on "Continue", Timmi Absences displays a row-by-row comparison with any errors or alerts.

You can then adjust the Timmi Absences balances with a single click if any differences are found.

Possible warnings (non-blocking):

The employee's name does not match their payroll number or login: we advise you to check the row, as there be an error in the payroll number or login.

Possible errors (blocking):

Account not recognized: the name of one or more accounts has not been recognized, so you need to manually select them.
The payroll number does not exist or is incorrect
The establishment does not exist or is incorrect
The login does not exist or is incorrect
Duplicate rows (two rows for the same employee)
A value has been entered for an employee on an account which they cannot access (the account entered does not belong to the employee's establishment)
A value has been entered for an employee that the administrator who is performing the import does not have access rights to (establishment not listed in their role or employee absent from the perimeter for which the administrator has the right to compare)

For each row Timmi Absences displays:

the value in the file
the value in Timmi Absences
the suggested adjustment (value in file - value in Timmi Absences)

You can then download the table (the above 3 columns), or save the adjustments in Timmi Absences.

Important: if you perform an accrual comparison for the current month before the last day of the month, and save the adjustments, then Timmi Absences will not trigger the accrual for that month. The adjustment replaces the Timmi Absences credit.

Import template

Import templates can be found in your Lucca environment. If you do not have access to this, you can use the template available here.

Import history

All adjustments of entitlements made with the Imports module are visible in the history, accessible from the module's main page.