Nowsta Custom Reporting File Guide
For Nowsta to be able to create a Custom 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.
Important Details
- There is a fee associated with the creation of any Custom File.
- It typically takes an average of 3-4 business weeks for us to complete a customized file.
- All file templates must be in .csv format
- Nowsta can only pull data for fields it already tracks
- A single column can only hold one value or can only be hardcoded to one value. (It is impossible to have a single column in a report that shows a Position Pay Code in some rows and a Department Pay Code in others.)
- Formatting values within a particular column ( time formatting, number of decimal places for a value, etc.) usually is something we can do.
The Column headers can be named anything that matches your Payroll system, but if these headers are different from what the field is called in Nowsta, please detail which field this column relates to, as in the key example below.
Key example
Column | Payroll System Field | Nowsta Field |
Column E | Employee ID | Payroll ID |
Column H | Department ID | Department pay code |
Possible Columns
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 the column is always set to have a specific value.
Common Columns Related to Workers and Shifts
company | The company for which the hours were worked. |
company pay code | This field is on the payroll settings page |
worker first name | First name of the worker. |
worker last name | Last name of the worker. |
payroll id | Payroll ID field 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. |
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 | Event ID field on the Single Event View
This could be auto-populated through TPP/Caterease integration or manually entered by the customer. |
position name | Name of the position worked. |
event name | Name of the event worked (note: will be empty for non-event or unscheduled shifts). |
time zone | Time zone in which the hours were worked. |
client name | Name of theclient for which the hours were worked (if any). |
department name | Name of the department associated with the position worked (if any). |
job name | This value will vary based on the following: If the punchcard is for an event shift, the job name will be the event name. If the punchcard is a GPS self-check-in for a non-event or unscheduled shift, the job name will be “<position_name> shift". If the punchcard is a Timeclock app clock-in for a non-event or unscheduled shift clocked using the timeclock, it will be “[Timeclock]".
|
start time | Time at which the punchcard starts. |
end time | Time at which the punchcard ends. |
start date | Date at which punchcard starts |
end date | Date at which punchcard ends (this field may not be necessary) |
Hours-Related Columns
hours | The number of hours worked, which will depend on the mode used and how the rows are split. It represents either the punchcard’s total hours worked or hours worked for a part of a punchcard if there are minimum hours or overtime/double overtime and it has been split. |
break hours | Total number of hours spent on breaks |
active_work_breaks | List of relevant break(s) for the punchcard |
minimum hours difference | Difference between the number of hours worked and the minimum paid hours for the punchcard. This can’t be negative. Minimum hours are set at the position level. |
total hours | Total hours worked, based on the punchcard, regardless of how it was split |
regular hours | Total regular pay hours worked (i.e. not overtime) |
overtime hours | Total overtime hours worked |
double overtime hours | Total double overtime hours worked |
Pay-Related Columns
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 |
bonus pay | Tips, bonuses field on the punchcard. This is a segment of "Additional Pay". |
minimum hours pay | Pay awarded for the difference between the number of hours worked and the minimum paid hours for the punchcard. This is a segment of "Additional Pay". |
drive 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". |
reimbursement 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. |
additional pay | 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. |
declared tips | 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 pay | Total amount of wages paid for the punchcard(s).
Does this include OT and additional pay? |
Rate Fields
regular rate | Rate at which the worker is paid for regular hours. |
overtime rate | 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:
Grouping modes
Row split modes
- regular hours
- overtime hours
- double-overtime hours
- spread-of-hours pay
- remaining additional pay (tips, reimbursements, travel pay, minimum hours pay)
Any kind of unusual rules around pay and overtime
Any kind of complex logic
Columns/data that aren’t included in this document