Accounting and Payroll Export Reports
LegalServer does not directly integrate with external payroll systems. A report can typically be built that allows downloading data from your site to a CSV file that can then be uploaded to a payroll system.
Program staff or consultants may be able to build a report that does what is needed. If you want LegalServer staff to help with setup and building the report, there is a minimum $3,500.00 one time setup charge.
Sections in this article:
Notes
- User processes and forms on the site must be dynamic, or converted to dynamic processes and forms. Only sites created before 2010 are likely still using static processes and forms.
- The report will typically need the date fields to be updated each time the report is run as the default date filters rarely line up with an organization's pay period or reporting window.
- Report data is also available via the Reports API module, but that does not currently support setting date filters in the API call.
- Exporting report data does not require Electronic Verification of Time or Advanced Grants Management. If you have a report, then enable either of those modules, the report may need to be modified.
- The Lookup Transform feature is often helpful to translate LegalServer values to payroll labels.
- Help making changes to an existing report is typically charged at standard hourly rates. If you want an estimate of the cost, send support@legalserver.org a link to your report and a description of the changes needed.
Information Needed for Initial Setup
If you want LegalServer staff to build the report, we will need an example CSV file currently used to upload data to the external provider, and the external provider's specifications of the columns and rows required.
User Information
The following fields typically need to be added if they are required by the payroll system:
- External Provider File Number
- Overtime Exempt
- Full-Time Employee
- FTE Percentage
Each site must enter and maintain this information.
Lookup Setup
The following lookup lists typically need values configured to match what is needed in the output to the external provider. Many of these values will already exist:
- Timekeeping Activity Types: These are the values users select on timeslips. Each type has a Category.
- Timekeeping Categories: These are the broad categories of time like Case Activity, Holiday, Personal Leave, Sick, etc.
- Timekeeping Subcategories: Typically 3 subcategories of time: Paid Leave Time, Unpaid Leave Time, Work Time
- Overtime Type: Exempt or Non-Exempt
Sample Reports
Depending on your payroll system, you are often looking for one of two different style reports. Each of these can be customized to your particular payroll/accounting system with any required fields or configurations.
Some systems need grant allocation information. We typically have a report with something like the following:
- Name
- Staff ID Payroll Number
- Date
- Hours worked
- Funding code/Grant Name/Code
That's aggregated to show each person's total hours per funding code per day. This does not typically support separate columns for different funding codes, as the report would have to be rebuilt any time there was a new grant added or an old grant completed.
Other organizations need data regarding total hours worked in a payperiod. This often looks like:
- Name
- Staff ID Payroll Number
- Regular hours worked in the period
- Leave hours in the period
- Overtime hours worked in the period (typically needs to be aggregated on a weekly basis for this to be a valid calculation)
- Then specific types of hours per period as requested in individual columns (Vacation, Holiday, PTO, Case Time, Travel Time, Supporting Activities, etc. These typically come from the Timekeeping Activity Codes or the Timekeeping Activity Types)
- Often the specific types of hours are preceded by a custom code to represent that time type.
The second style is typically aggregated with separate rows per person per payperiod since the time codes rarely change.
A few report screenshots displaying the variety of resulting reports:
