Nowsta Custom Reporting File Guide
For Nowsta to be able to create this file for you, we require an example file that clearly outlines the setup of the columns and the specific information you would like to be able to pull from the Nowsta database. This example file can be created by your company using the following guide:
All file templates must be in .csv format
Nowsta can only pull data for fields it already tracks
The Column headers can be named anything that suits your Payroll system but if these headers are different to what the field is called in Nowsta it is important that you detail which field this column relates to, as in the key example below.
Payroll System Field
Department pay code
Below is a list of some standard columns we can add to a payroll report. In addition, we can also support hard coded columns, where we set the column always to have a specific value.
E.g We cannot have a single column in a report that shows a Position Pay Code in some rows and a Department Pay Code in other rows.
Common Columns Related to Workers and Shifts
If there is a field that already exists in the Nowsta platform and you would like it to be included as a column in a payroll file, it is likely we can include it, but please note that this will need to be escalated to our Engineering Team for confirmation first.
The position the worker was working during the associated hours.
The company for which the hours were worked.
List of relevant breaks for the punchcard(s).
worker first name
First name of worker.
worker last name
Last name of worker.
Payroll ID field set on the Worker Profile. Often this will be referred to as "Payroll ID" or “Employee ID” in payroll files.
position pay code
Position Pay Code field set on the Position.
company pay code
Metadata field from company. The company can set this on their settings page
department pay code
Pay Code field set on the Department. Often this will be referred to as "Department ID" in payroll files.
venue pay code
Pay Code field set on the Venue.
event external id
Field on event used most often to track IDs coming in from TPP/Caterease integration, or supplied by the customer through the single event view “Event ID” field. Any time you see something like "Event ID" in a payroll file, typically it is this field that is meant
Name of the position worked.
Name of the event worked (note: will be empty for non-event shifts).
Time zone in which the hours were worked.
Name of client for which the hours were worked (if any).
Name of the department associated with the position worked (if any).
This value will vary based on the following:
If the punchcard is for an event shift, the job name will be the name of the event.
If the punchcards is for a non-event shift for a specific position, or the worker uses GPS self-clock in, the job name will be “<position_name> shift".
If the punchcard is from an unscheduled shift clocked using the timeclock, it will be “[Timeclock]".
Time at which the punchcard starts.
Time at which the punchcard ends.
Number of hours worked, this will depend on the mode used and how the rows is split. It represents either the punchcard’s hours worked, hours worked for a part of a punchcard if hours mode is used, or overtime/double overtime if it has been split.
Total number of hours spent on breaks.
minimum hours difference
Difference between the number of hours worked and the minimum paid hours for the punchcard. This can’t be negative.
Total hours worked, based on the punchcard regardless of how it was split
Total regular pay hours worked (i.e. not overtime).
Total overtime hours worked.
double overtime hours
Total double overtime hours worked.
regular hours pay
Pay awarded for regular hours worked.
overtime hours pay
Pay awarded for overtime hours worked.
double overtime hours pay
Pay awarded for double overtime hours worked.
Tips, bonuses field on the punchcard. This is a segment of "Additional Pay".
minimum hours pay
How much is paid for the minimum hours difference when the number of hours worked on the punchcard is less than the minimum paid hours set for the punchcard. This is a segment of "Additional Pay".
This column takes the Drive Rate field from the punchcard and multiplies it to the Drive Time field to calculate the Drive Pay. This is a segment of "Additional Pay".
Reimbursements field on the punchcard. This is a segment of "Additional Pay".
spread of hours pay
The amount paid out as part of the Spread of Hours Bonus. This is a special bonus only applicable to hours worked in New York. Customers can turn this on from the Overtime Rules Settings page.
All pay that is not directly related to hours worked. This is the sum of bonus pay, drive pay, reimbursement pay, minimum hours pay and spread of hours pay. This does not include regular pay, overtime hours pay, or double overtime hours pay.
Only relevant for companies with the declared tips enabled option turned on on the backend. This setting allows users at those companies to declare their tips through the Timeclock app. This is not included in "Additional Pay", nor factored in anywhere else.
Total amount of wages paid for the punchcard(s).
This is a dollar amount that has been offered and cashed out on NowstaPay. Companies that use NowstaPay generally want to exclude hours already paid out from their payroll calculations.
Rate at which the worker is paid for regular hours.
Rate at which the worker is paid for overtime hours.
double overtime rate
Rate at which the worker is paid for double overtime hours.
client bill rate
Rate at which a client should be invoiced/billed for this shift.
Potential complicating factors
Below is a list of possible complications to consider when creating your file template that could require extra effort from our Engineering Team:
Row split modes
Any kind of unusual rules around pay and overtime
Any kind of complex logic
Columns/data that aren’t included in this document