Creating Custom Time Off Reports (Namely Time to HRIS)

This article will explain the process by which you can pull PTO balances and requests from Namely Time and prepare them for import into HRIS.

OVERVIEW

If you're a Namely Time client - this article will be helpful because it advises on the steps you'll want to take to import PTO balances and requests from Namely Time into HRIS. This will ensure PTO balances appear on employee paystubs, and also helps keep balances and requests in one place for reporting purposes.

PROCESS

In order to capture and move PTO balances from Namely Time to HRIS:

1. Pull a Census Report from Namely Payroll > Reports > Date Range to retrieve each employee’s email address

   • Add a column between B and C in the report

   • In the new column C, concatenate (i.e., combine) first and last name by entering the following formula: =CONCATENATE(B2," ",A2)

2. Next, pull a report from Namely Time that details every employee’s PTO balance

   • Navigate to Reports > Period Reports > Accruals > Future Cost of Accruals

   • Set the date range for Year to Date

• Download the report as OpenXML

• In the Excel report, delete rows 1 and 2 and columns D and E

• Filter column B for 1-Vacation, and delete all other rows

• Add a column between A and B and, using the Census Report pulled from Namely Payroll, complete an Excel vlookup to retrieve the company email address for each employee.

  • Change the data formatting in column B to “General” rather than “Text”, or the formula will not return results

  • Resolve any items that return an “N/A” result

  • Be sure to copy and paste the email addresses as values to remove the formula and keep only the results

• Revise column headers to Employee Name, Company Email, Time Off Plan, and Time Off

• Prior to importing, you will need to total the hours from the Namely Time/PTO usage report and add this total to the accrual balance you will import. If you neglect to complete this step, the request total will effectively be counted twice.

  • Insert a pivot table into the usage report and place employee name into the rows and hours into the values

  • Complete an Excel vlookup from the usage report into the accrual report and total the values for each employee. This will be the total to import. 

• Save as csv file, and prepare to import under the Time Off Import type

  • Select Email as the unique identifier

  • Select Vacation as the time off type

  • Map fields per the screenshot below

  • Select Continue

  • Validate the preview data shown, and click Import Data

  • Resolve any errors from the import

3. Last, pull a report from Namely Time that details every employee’s PTO usage for a date range

   • Navigate to Reports > Period Reports > Job Code > Job Code Group Detail

   • Enable the Job Code filter to only report on PTO

• Download as OpenXML

• Delete rows 1-3 and columns A, G, H, I, and J

• Filter columns A and B for "Blanks"

• Delete the visible rows, and clear the filter

• For cells that are blank in column A, but not blank in column B, fill in the appropriate name in the empty column A cells

• Add a column between A and B, and, using the census pulled from Namely Payroll, complete an Excel vlookup to retrieve the company email address for each employee

  • Change the data formatting in column B to “General” rather than “Text”, or the formula will not return results

  • Resolve any items that return an “N/A” result

  • Copy and paste the email addresses as values to remove the formula and keep only the results

• Insert 4 columns between D and E

  • Highlight column D, select Text to Columns from the Data tab in Excel, select the Delimited option, select Space, then select Finish. This will separate the date and time data into separate columns

  • Delete any columns with time date, as well as any additional columns with no data

  • Format column D as "Short Date" and copy the data into column E

• Use Find and Replace to remove the “:00” from the values in column F, then format the values as a number

  • The values in this column are hours. You need to convert to days. Divide the values in column F by 8, and replace them

• Save as csv file, and prepare to import under the Time Off Import type

  • Select Email as the unique identifier

  • Select Vacation as the time off type

  • Map fields per the screenshot below

  • Select Continue

  • Validate the preview data shown, and click Import Data

  • Resolve any errors from the import