Easy Employer Payroll Integration
This article is designed to assist providers in achieving a successful Payroll integration between SupportAbility and Easy Employer.
It is important to note that while both Time Sheet data and Staff Availability Exception data can be exported from SupportAbility, an additional step that converts this data to the required specification must be completed before it can be successfully imported into Easy Employer. Easy Employer provides and manages the tools to complete this conversion.
Audience: Finance Team
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Payroll integration overview
- Where is the Easy Employer Time Sheet Batch export accessed?
- SupportAbility configuration
- Rostering workflow dependencies
- Staff Availability Exceptions
- Easy Employer Time Sheet Batch export data mapping
Payroll integration overview
The Payroll integration between SupportAbility and Easy Employer is achieved by exporting Time Sheet data and Staff Availability Exceptions via the respective .csv exports.
While the data included in these exports is formatted appropriately for Easy Employer, it will still need to undergo a conversion process before it can be imported into Easy Employer.
This conversion process involves importing the data (exported from SupportAbility) into a conversion spreadsheet provided by Easy Employer, which will complete some additional adjustments to prepare it for a successful import into Easy Employer.
The process and tools required to execute this conversion are managed by Easy Employer.
N.B. Some changes may need to be made to the respective Rostering and Staff Availability Exception workflows to ensure that the required data is included in the respective exports. More information about this is available below.
Where is the Easy Employer Time Sheet Batch export accessed?
The Easy Employer Time Sheet Batch export is available from the Actions menu of each respective Time Sheet Batch.
To download the export, navigate to the respective Time Sheet Batch, then select 'Download Time Sheet Batch for easyemployer' from the Actions menu:
The name of the export file is 'timesheetBatchNNeasyemployer' (e.g. timesheetBatch37easyemployer), and once downloaded, it will appear in the device's 'Downloads' folder.
More information is available in the Generating a Time Sheet Batch article.
SupportAbility configuration
While the majority of the Time Sheet data will appear in the Time Sheet Batch export by default (e.g. First and Last name and Shift Date and Times), some additional system configuration will need to be completed for certain data to populate on the export.
This configuration may differ from organisation to organisation. However, the primary considerations are outlined below.
Payroll System Category
The 'Payroll System Category' is located in the 'Payroll Details' section of the Human Resources tab of the Staff record and is used to indicate what role the Staff Member works in.
This appears in the 'user_export_code' column, and Easy Employer uses this data to determine the appropriate award interpretation for the Shift.
N.B. When this field is not configured (i.e. left blank) then the corresponding field on the export is hardcoded to 'Disability Support Worker'
The Payroll Systems Category field is a Configurable List, which can be customised by updating the 'Staff: Payroll Category' list on the Lists tab in System Preferences.
More information is available in the Configuring Lists article.
In scenarios where a Staff Member works in more than one role (e.g. Disability Support Worker and Team Leader), they will likely need to be paid at different rates for the Shifts worked in the respective roles.
To manage this, multiple User Accounts will need to be created, one for each role, with the relevant Payroll System Category configured in each User Account.
When rostering the Staff Member, the appropriate User Account will need to be selected for the relevant Shift.
Activity Programs
Allowances and Active Hours (i.e. On Call) can be flagged in an Activity record by selecting the appropriate Program in the 'Programs' field.
Activity Programs are a Configurable list, which can be customised by updating the 'Activity: Programs' list on the Lists tab in System Preferences.
More information is available in the Configuring Lists and Activity Programs List articles linked below.
As the Program is an Activity record attribute rather than a Shift attribute, the data in this field will apply to all Shifts in the Activity and will, as a result, appear in the Time Sheet data for all Shifts related to the Activity.
With this in mind, separate Activities may need to be created to manage Allowances and any respective Shifts that occur at the same time (e.g. Staff Member being paid to be on call, and over the course of that period, they are called to work).
Job Codes
Job Codes for Time Sheets are automatically populated in the Easy Employer Time Sheet export, based on your organisation's chosen Job Code structure.
If these are not configured in SupportAbility, the corresponding field in the Easy Employer Time Sheet export will appear blank.
More information is available in the Job Codes article linked below.
Rostering workflow dependencies
With the necessary system configuration completed, there are a number of rostering workflows that will need to be used in relation to the way Activity records are created for the data to output correctly.
The following common scenarios have been compiled with notes on how the Activity record should be set up to achieve the desired outcomes:
Sleepover Allowances
- Separate Activity
- Program = 'Sleepover'
- Shift to be created for the duration of the Sleepover
- Not Paid = Checked
Active hours during sleepover i.e. disturbance
- Separate Activity or same as Sleepover Allowance Activity
- Program = 'Sleepover'
- Shift to be created for the duration of each disturbance
- Not Paid = Unchecked
On Call Allowances
- Separate Activity
- Program = 'On Call'
- Shift to be created for the duration of the On Call period
- Not Paid = Checked
Active hours during on call shift
- Separate Activity or same as On Call Allowance Activity
- Program = 'On Call'
- Not Paid = Unchecked
Unpaid meal breaks
- Standard Activity
- Shifts are to be broken up when an unpaid meal break is required to reflect which portion of the shift is not paid, for example:
- 9:00am - 12:30pm (Not Paid = Unchecked)
- 12:30pm - 1:00pm (Not Paid = Checked)
- 1:00pm - 4:00pm (Not Paid = Unchecked)
Staff Availability Exceptions
While Staff Leave can be entered into SupportAbility to assist with Rostering via the use of Staff Availability Exceptions, this data is not included when generating Time Sheet Batches. As a result of this, Staff Availability Exceptions are not included in the Easy Employer Time Sheet Batch export.
This data can, however, be exported via the Staff Availability Exceptions Search export so that it can be imported into Easy Employer.
As SupportAbility categorises leave into either Annual Leave or Personal Leave, any other Leave Types (e.g. Jury Duty, Bereavement Leave or Long Service Leave) would need to be communicated in the 'Notes' field when being entered by the Staff Member.
When the Availability Exception is then approved by the Team Leader, they will be able to confirm the Leave Type in the 'Private Notes' field.
The 'Private Notes' data will be included in the Staff Availability Exceptions export to be used by Easy Employer.
More information is available in the Staff Availability Exception Search and How to Approve Availability Exceptions articles linked below.
Easy Employer Time Sheet Batch export data mapping
The following data is included in the Easy Employer Time Sheet Batch export for each corresponding Shift.
Column |
Header |
SupportAbility Description |
| A | user_export_code | Staff Member 'Payroll System Identifier' |
| B | user_given_names | Staff Member 'First Name' |
| C | user_surname | Staff Member 'Last Name' |
| D | clocked_shift_type | Empty |
| E | clocked_shift_approved |
Empty |
| F | clocked_shift_site | Site |
| G | clocked_shift_area | Hardcoded to 'Area' |
| H | clocked_shift_role | Staff Member's 'Payroll System Category', or if not configured (i.e. blank), is hardcoded to 'Disability Support Worker' |
| I | clocked_shift_client | Empty |
| J | clocked_shift_service | Service |
| K | clocked_shift_date_start | Shift Start Date | YYYY-MM-DD |
| L | clocked_shift_date_end | Shift End Date | YYYY-MM-DD |
| M | clocked_shift_time_start | Shift Start Time | HH:MM |
| N | clocked_shift_time_end | Shift End Time | HH:MM |
| O | clocked_shift_confirmed | Hardcoded to 'yes' |
| P | clocked_shift_manager_comments | Empty |
| Q | clocked_shift_message | Activity Description |
| R | clocked_shift_force_overtime | Empty |
| S | clocked_shift_allowance_code | If Private Kms travelled >0, then hardcoded to 'kms', otherwise Empty |
| T | clocked_shift_allowance_units | If Private Kms travelled >0, then the number of Private Kms will display (e.g. 12), otherwise Empty |
| U | clocked_shift_allowance_comments | If Private Kms travelled >0, then hardcoded to 'Private kms', otherwise Empty |
| V - AP | Various | Empty |
| AQ | roster_shift_paid | 'Not Paid' checkbox | Yes = Unchecked or No = Checked |
| AR | roster_shift_program | Activity Program, if selected, otherwise Empty |
| AS | roster_shift_job_code | Time Sheet Job Code, if configured, otherwise Empty |
| AT | activity_id | Activity ID |
| AU | shift_id | Shift ID |