How to automate Time Off Sync

How to automate Time Off Sync

Automate Time Off Sync

Earlier, you had to manually enter all the time offs into the Payroll. Now, this has been automated for you. To automatically sync the time off hours from Rise HR into the pay run, follow the below steps:

1. Contact your Rise Implementation Specialist to enable Time Off Sync for your organization.

2. Specify the date from which you intend to sync your time off to payroll. We refer to this date as the “Effective Date”.

3. Once the Time Off Sync is enabled, you can import time off for every pay run in just one click. To import time off, click the Payroll tab.


4. In the Payroll tab, click Process Payroll / Review Payroll History.

5. Click Create Next Regular Payroll and then click Input Sheet for the new payroll.

6. Click Import Time Off. 

For all the employees that are currently in the input sheet, Import Time Off will bring their *approved* vacation hours from the  effective date up to the end of this pay period to the input sheet.


Only the approved vacation hours are synced with this feature. In case there are pending approval time offs, they would be synced when they’re approved in the next payroll cycle. 
Import Time Off will only bring the hours for the employees that are currently in the input sheet. Please confirm if the list of employees in the input sheet is accurate before clicking on the import time off.

The following message will inform you of the last time that import has been completed:


There can be four different situations when you import time off:
  1. If the Effective Date is before the pay run:
    1. The system would sync all the time offs from the Effective Date until the end of the pay run.
    2. Example:
      1. Effective Date: Feb 1
      2. Pay run: March 1- March 15
      3. Time off synced: Feb 1- March 15
  2. If the Effective Date is the same as the pay run start:
    1. The system would sync all the time offs only during the pay run period. It will not sync the earlier time offs, even if it is not done manually.
    2. Example:
      1. Effective Date: March 1
      2. Pay run: March 1- March 15
      3. Time off synced: March 1- March 15
  3. If the Effective Date is before the pay run period, and the time offs have not been approved:
    1. The system would sync only the approved time offs from Effective Date till the end of the pay run.
    2. Example:
      1. Effective Date: March 1
      2. Pay run: March 1- March 15
      3. Time off synced: March 1- March 15
  4. If there are unapproved time offs before the pay run but after the Effective Date:
    1. The system would sync only the approved time offs. If the vacation hours after the Effective Date are approved now but are for a time period before the pay run, the hours would still be imported to this pay run.
    2. Example:
      1. Effective Date: Feb 1
      2. Time Off Dates: Feb 15- Feb 27
      3. Time Off Approved: March 3
      4. Pay run: March 1- March 15
      5. Time off synced: Feb 15- Feb 27 + March 1- March 15

7. Click the Input Sheet again for the same pay run. The transferred hours are in bold in the input sheet. 


Review synced hours from Time Off

1. Click on the input sheet for the same pay run.

2. Click View Time Off Discrepancy.


3. The Time Off Discrepancy Report appears, as shown below. In this report, you can review and confirm the imported time offs in one view and see how the Input Sheet has been modified.

  1. Time Off Import Value: the hours that have been transferred from Time Off

  2. Input Sheet Value: the initial value that was on the input sheet

  3. Discrepancy Amount: the difference between the input Sheet Value and the time Off Import Value

  4. Possible Reason: reasons for discrepancies, including:

    1. Time has not been imported: The Import Time off button was not clicked despite the time off hours available for import. 
    2. Input sheet time does not match its initial value: You imported some hours and the input sheet has been changed.
    3. External import value requested hours value are mismatched: You imported time, then you did an input sheet export, changed values and imported again. In this case, you should export again the input sheet again.
    4. ​ Unknown Error



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