Accounting and Payroll Export

Purpose: Allows exporting time data for a pay period to a CSV file that can be input into an external system.

Cost: $3,500.00 one time setup charge.

Using the Module

This is typically done by running a custom report created by LegalServer staff. The reports 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 payperiod or reporting window. These reports are also available via the Reports API module, but that does not support setting date filters in the API call.

This does not require Electronic Verification of Time or Advanced Grants Management. If you have a grant style export report (as discussed below), the report may need to be modified or rebuilt if you enable EVT or AGM. If that's the case, please reach out to Support after you've tested on Demo.

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:

Agency Information LegalServer Needs for Initial Setup

An example CSV file currently used to upload data to the external provider, and the external providers specifications of the columns and rows required.

Required User Information

The process used to create users in LegalServer, and the user profile, must be dynamic. The following fields typically need to be added if they are required by the payroll/accounting 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 must be 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