PayClock Online Payroll Based Journal (PBJ) Export

A new Standard Export called Payroll Based Journal has been added to PayClock Online (not available in desktop version of software). The Payroll Based Journal (PBJ) export is used by the medical field to report worked time to the Federal Government. The PBJ system uses submission files in Extensible Markup Language (XML). Each submission file must contain a Header section and some combination of Employee and Staffing Hours sections. PayClock Requirements: In order for the output of the Payroll Based Journal Export to be accepted by the Governments system, the Department mapping must use the Job Title Code provided by the Government to indicate what Job Title hours should go toward. The Department Name in PayClock does not have to match the Job Title Code. For example, a Department in PayClock named PT could be mapped to Job Title Code 21 (Physical Therapist).Pay Codes are not mapped in any way. Any Worked Pay Code that has time will be exported and does not require a specific identifier. (See sample output description for 6/22/2016)During the setup of the Export, the customer will be required to fill out certain identifiers. These identifiers include:Export Nickname: By default “Payroll Based Journal Export”This name can be changed and does not affect the data that is exported.Facility Code: This is up to a 16 digit alpha/numeric code issued to the company by the Federal Government.State Code: This is a 2 digit code representing the company’s location. See the State Code listing on page 2.Department Code Mapping (Job Title Code): These are codes issued by the Government (up to 3 digits) that represent different jobs within the company. See the Job Title Codes on page 3.The export will have 2 sections which will include the following details for each employee:

Employee Section:

• Employee Number
• Hire Date
• Termination Date (If termination occurred in the time frame being exported, otherwise the employee will not be included)

Staffing Hours Section:

• Employee Worked Hours by Day
• (Note: Salaried employee’s data will be exported to the Employee section even if no hours are reported)

The export will not include:

• Employee details such as Name, Badge, Base Pay, etc.
• Non-Work Time
• Amounts

The export will report data by fiscal quarter/fiscal year. The export will include all time from the quarter that the first date of the selected Pay Period falls in. The fiscal quarters are:

State Code Listing

Job Title Code Listing

 Sample output of Hours Section:<staffHours><employeeId>2</employeeId><workDays><workDay><date>2016-06-20</date><hourEntries><hourEntry><hours>8</hours><jobTitleCode>16</jobTitleCode><payTypeCode>2</payTypeCode></hourEntry></hourEntries></workDay><workDay><date>2016-06-21</date><hourEntries><hourEntry><hours>8</hours><jobTitleCode>16</jobTitleCode><payTypeCode>2</payTypeCode></hourEntry><hourEntry><hours>1</hours><jobTitleCode>16</jobTitleCode><payTypeCode>2</payTypeCode></hourEntry></hourEntries></workDay><workDay><date>2016-06-22</date><hourEntries><hourEntry><hours>5</hours><jobTitleCode>16</jobTitleCode><payTypeCode>2</payTypeCode></hourEntry><hourEntry><hours>3</hours><jobTitleCode>15</jobTitleCode><payTypeCode>2</payTypeCode></hourEntry></hourEntries></workDay></hourEntry></hourEntries></workDay></workDays></staffHours> 

Sample Output Description:· In the sample output all entries are for Employee Number 2.

• 6/20/2016 – Worked 8 hours in Job Title Code 16

· 6/21/2016 – Worked 8 hours in Job Title Code 16 and also 1 hour in Job Title Code 16. The two entries occurred because there are 8 Regular and 1 OT1 hours on this day. Each worked Pay Code with hours will have a separate entry. Pay Codes are not identified in any way.· 6/22/2016 – Worked 5 hours in Job Title Code 16 and also 3 hours in Job Title Code 15. This was due to a Department transfer on this dayNote: The entry for payTypeCode will be 2 if the Type of Employee is Regular, Temporary or Seasonal in Pay Clock, this indicates non-exempt in the Governments system. If the Type of Employee is Contract, the payTypeCode will be 3, this indicates contract in the Governments system.