Payroll - Creating Outbound Interface Files for a Single Vendor

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Distribution

Chief Human Resource Officer

HRMS Payroll Administrator^*

HRMS Payroll Specialist^*

Related Procedures

Payroll - Processing Outbound Interfaces

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

The following outbound interfaces are processed as a single request:

AETNA, Colonial Life, Fidelity, FlexAmerica, Great-West, TIAA-CREF, and Vanguard (UVA Pay Vendor Outbound Interface - See steps 1-8)
HSF (UVA PAY FICA to HSF Outbound Interface - See steps 1 and 9-14)

The following outbound interfaces are processed as a request set (see steps 15-23):

U.S. Bonds, Credit Union, and VRS

IS Payroll
N ® Process and Reports ® Submit Processes and Reports
Submit a New Request

1. Select Single Request and click on the [OK] button.

2. Click on the list of values icon for the Name field.

3. Follow the steps in the appropriate section below depending on the vendor for which you are processing outbound interface files

AETNA, Colonial Life, Fidelity, FlexAmerica, Great-West, TIAA-CREF, and Vanguard

4. Select "UVA Pay Vendor Outbound Interface" from the list of values and click on the [OK] button.

5. Enter the required parameters:

Vendor Name: Select the vendor for which you are processing the interface from the list of values.
Pay Period End Date: Enter the end date of the pay period for which you are running the process.

You may choose the date from the list of values or key in the date in the standard format (i.e., DD-MON-YY).

BiWeekly Payroll (Y-Yes/N-No): Enter Y or N.

Click on the [OK] button.

6. Click on the [Submit] button.

The Requests window will open. The Request ID is the number in the first column on the left.

7. Click on the Refresh Data button to see when the process is complete.

If the vendor interface datafiles created for the last payroll or month were not archived, the process will error out. If this happens, transfer the files to the archive directory (see step 21 of the procedure, Payroll - Processing Outbound Interfaces for instructions on archiving the files.)

If, after archiving the files, the process still completes with an error, contact Integrated System Deployment and Support (ISDS).

8. Click on the [View Output] button to see information about the file including file name, the total number of records, when the file was created, etc.

This information is useful for reconciliation before sending the file to the vendor.

9. Close the Requests window by clicking on the "x" in the upper right corner.

HSF

10. Select "UVA PAY - FICA to HSF Outbound Interface" from the list of values and click on the [OK] button.

11. Enter the Pay Period End Date and click on the [OK] button.

12. Click on the [Submit] button.

The Requests window will open. The Request ID is the number in the first column on the left.

13. Click on the [Refresh Data] button to see when the process is complete.

If, after archiving the files, the process still completes with an error, contact Integrated System Deployment and Support (ISDS).

14. Click on the [View Output] button to see information about the file including file name, the total number of records, when the file was created, etc.

This information is useful for reconciliation before sending the file to the vendor.

15. Close the Requests window by clicking on the "x" in the upper right corner.

Credit Union

16. Select "UVA Pay Credit Union Deductions Outbound Interface" from the list of values and click on the [OK] button.

17. Enter the Pay Period End Date and click on the [OK] button.

18. Click on the [Submit] button.

The Requests window will open. The Request ID is the number in the first column on the left.

19. Click on the [Refresh Data] button to see when the process is complete.

If, after archiving the files, the process still completes with an error, contact Integrated System Deployment and Support (ISDS).

20. Click on the [View Output] button to see information about the file including file name, the total number of records, when the file was created, etc.

This information is useful for reconciliation before sending the file to the vendor.

21. Close the Requests window by clicking on the "x" in the upper right corner.

U.S. Bonds, VRS

22. Select Request Set and Click on the OK button.

23. Select the name of the request you are processing and click on the OK button.

U.S. Bonds - UVA PAY Employee US Bonds Purchase File
VRS - UVA Pay VRS Deductions Outbound Interface

24. Click in the Parameters field and enter the parameters as appropriate.

U.S. Bonds - UVA PAY Employee US Bonds Purchase File

VRS - UVA Pay VRS Deductions Outbound Interface

25. Click on the [OK] button.

26. Click on the [Submit] button.

The Requests window will open. The Request ID is the number in the first column on the left.

27. Click on the [Refresh Data] button to see when the process is complete.

If, after archiving the files, the process still completes with an error, contact Integrated System Deployment and Support.

28. Click on the [View Output] button to see information about the file including file name, the total number of records, when the file was created, etc.

This information is useful for reconciliation before sending the file to the vendor.

29. Close the Requests window by clicking on the "x" in the upper right corner.

Effective: 09/23/04

Revision: 2 06/28/05 pm

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