Exporting Time FAQ

1. What do I do if Employees' Timesheets are not exporting?
   There are a few reasons why an Employee may not be exporting.

   • The Pay Period End Date may not be selected correctly. Make sure the date is the last day of the Pay Period you are trying to export. If this date is incorrect, it will not be pulling the correct Employees.

   • Check that all Timesheet statuses are at HRadmin. Timesheets that are not HRadmin approved will not be exported to payroll. Only Timesheets that have been fully approved can be exported.
     Note: When exporting time from LightWork, it is important to always check the validation issues as it will show a list of all Employees who will not be exported due to a variety of reasons.

   Any Employees that were not exported can be after HRadmin has gone in and approved their time. Once this has been done, create a new HRMS Data Export, and the Employees who have not gone through payroll will be picked up and processed.

2. Why are Employee Timesheets not going to payroll?
   If a Timesheet(s) is not at the highest approval status, usually HR Approved, unless changed by your company, the Timesheet(s) will not populate when going through the export process.
   
   Important note: LightWork does not stop an export because a few Timesheets could not go through. However, the system will list the Timesheets that were not included in the export. Go to the Validation Issue Report to identify which Timesheets could not be exported for any number of reasons.
   
   Tip: It is always a good idea to check if a Timesheet was missed during the approval process. The best way to do this is to use the Timesheet Status filter option. This will allow you to check if any Timesheets are still sitting in any other status outside of HR Approved.

3. I received a payroll validation issue relating to Auto Pay, what does this mean?
   The Export Validation Issues Reports will outline two types of issues. The first type is “items [that] prevent the export from continuing” and next we have “items [that] are informational only, they will not prevent the export from continuing”. Depending on the type of issue presented these may require intervention to resolve to move on to the next step of the export process.
   
   An example of a payroll validation issue that would prevent the export from continuing that relates to Auto Pay would be the system being unable to remove enough Auto Pay hours from a Timesheet. The table would display the affected Employee's name on the left with the details surrounding the Timesheet issue on the right. This would read “could not remove enough autopay hours from employee timesheet” It then would list the (Company/Employee ID) and would list out how much time it was trying to remove to fall within the required limit.
   
   The required limit is set within the Pay Policy Maintenance under the Auto Pay tab. To troubleshoot, navigate into the Maintenance for the Pay Policy assigned to the Employee(s) in question. Under the Auto Pay tab, you’d be able to review the Target Hours configured for this policy, whether this is configured to limit the hours able to be exported to the Target Amount, and what Pay Code is set as the Auto Pay Default Pay Code. Next, review the Timesheet and see if the Auto Pay Pay Code is available as Auto Pay can only adjust/limit hours assigned to the configured Pay Code.
   
   For example, let’s examine an example scenario: Let’s say that the Auto Pay Option is enabled under the Hourly Pay Policy Maintenance. The target hours are set to 100, and the Default Pay Code enabled is H-Regular, with a configured limit on exports to the Target Hours. You ran an export trial but received a validation. The listed Employee’s Timesheet is made up of only Sick Leave or PTO and totals out to 104 hours. As 104 > 100, the system attempts to adjust the total as part of the export but it is unable to. There is no H-Regular line item that would be able to adjust/limit to bring the timesheet total down to 100. To resolve a scenario like this, our team would recommend a manual intervention to bring the hours down to meet the export requirement.
   
   Understanding the configuration options within the Auto Pay section of the Pay Policy Maintenance empowers you with context regarding any validation or payroll issues presented as part of an Export. If you have any further questions and you're a named support user for your orgnaization, please reach out to your LightWork Administrator or open a support ticket at support@lightworksoftware.com.