This article describes the process and requirements for creating and uploading a timecard override file in Coins. Overrides are used in pay calculation, payroll tax, workers' compensation, PAYG, and contract/Award/PW calculations.
Override data, such as deductions, fringe benefits not included in pay, and fringe benefits included in pay can be imported via a CSV file into the Timesheets – Deductions tab, where it is validated and processed.
Once uploaded, the override values are applied by COINS during payroll calculations.
A working knowledge of COINS Payroll is assumed.
Fields Available for Import Format
The following fields are available for use in the import file.
⚠️Important: The order of fields kno and kcheck are mandatory, the others are optional and the order does not matter
Column | Label | Source | Notes |
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1 | kno | Employee Code | Employee ID. Must be the first field in the file. |
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2 | kcheck | Cheque Number | Employee cheque number (e.g. 1, 2). Must be the second field in the file. |
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3 | pto_rtype | Override Type |
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4 | pac_code | Override Code | For Pay Calc: enter the pay calculation code (i.e. SUPS). For Payroll Tax & Workers Comp: enter the Australian State code. |
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5 | pru-code | Award | Used for Award Calc. Enter the award code. |
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6 | job_analysis | Contract Number | Used for Contract Calc. Enter the contract number. |
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7 | tsv_code | Trade | Used for Contract Calc. Enter the Trade code. |
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8 | pvw_code | PW Schedule | Used for PW Calc. Enter the PW schedule. |
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9 | emp_pwtrade | PW Trade | Used for PW Calc. Enter the PW Trade. |
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10 | calnum | Calc Number | Enter the calc number relevant to the calculation being used. |
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11 | d_amount | Deduction Amount | Deduction amount. |
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12 | b_amount | Fringe in Pay Amount | Fringe in Pay amount. |
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13 | f_amount | Fringe out of Pay Amount | Fringe out of Pay amount. |
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14 | dfb | Type of Pay Calc | Whether the override is a Deduction (d), Fringe in Pay (f), or Fringe out of Pay (b). |
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15 | pto_spin | Super Fund ID Code | Can be blank — will use the employee Fund ID from their Pay Calc. Otherwise enter the new Fund Code. |
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16 | avm_num | Super Supplier Code | Can be blank — will use the supplier linked on the employee Pay Calc. Otherwise enter the new supplier code. |
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17 | pto_usi | Super USI | Can be blank — will use the employee Fund USI from their Pay Calc. Otherwise enter the new USI. |
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18 | pto_memberid | Super Member ID | Can be blank — will use the employee member ID from their Pay Calc. Otherwise enter the new member ID. |
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File Type Examples
⚠️Important: Ensure the file format is CSV – we recommend that you use type CSV UTF-8 (comma delimited)
Multiple override types may be combined into a single CSV file, provided all required fields for each override are included.
⚠️Warning: A timesheet must exist for each employee before timecard overrides can be loaded.
Super Override
The below format is the minimum requirement to create an employee override timecard load for superannuation.
Leaving fields pto_spin, pto_usi, and pto_memberid empty, will populate those fields using data from the employee's pay calculations, provided the pay calc code exists on the employee record.
Leaving the avm_num field blank will use the supplier linked to the pay calculation code on the employee record.
This would give the following result
Populating fields pto_spin, pto_usi, and pto_memberid, in the load file will override the employee pay calc details for superannuation. This should only be done if processing super payments to a different fund the that whicj is configured on the employee record.
This would give the following result
Payroll Tax and Workers Comp Override
Use this format to load payroll tax and workers' compensation overrides into timecards. The amount can be $0 if required.
⚠️Important: The pac_code must be the Australian State code for where the override is to be posted.
This would give the following result
PAYG Override
Use this format to override PAYG. If manually adding a PAYG override, ensure it is created in the same manner.
This will give the following result
Contract / PW / Award Calculations
⚠️Warning: Before loading, timecards must exist and be costed to a contract that meets the criteria.
The Trade/skill/award must match the criteria of the calculations being overridden. Failure to include the correct details may result in errors in the report output.
To complete the load file, you will need to understand the calculation type and use the correct dfb value:
Fringe in Pay = f
Fringe out of Pay = b
Deduction = d
Award calculations are configured on award AUSU4 and Calc 1 is Fringe not in Pay.
Contract calculations are configured for contract AUS001 and Calc 4 is Fringe not in Pay.
Prevailing Wage calculations are configured for schedule USTEST4 and Calc 3 is Fringe in Pay.
The load file must contain the relevant fields for each calculation type:
Contract Calc: job_analysis; tsv_code; calnum
PW Calc: pvw_code; emp_pwtrade; calnum
Award Calc: pru-code; calnum
Ensure amounts are entered into the correct amount type field (d_amount, b_amount, or f_amount) matching the actual calculation number, and assign the override type (dfb) to each transaction.
📌Note: The field pac_code must be left blank for Contract/PW/Award overrides — it will be auto-generated by COINS once the file is uploaded.
This will give the following result
Once loaded, the Union Calculations tab on the employee timecard will display the overridden award calculation alongside the system award calculations.
The override was on Calc 1 for $75, the remaining calculations are as per other calculations found on the award.
The Contract Calculations tab will display both PW and Contract calculations, showing overridden values alongside system-generated calculations from the PW schedule and/or Contract.
Uploading Timecard Overrides
The upload option is available under each pay frequency. Employees must have existing timesheet records before overrides can be loaded.
Navigate to: Payroll > [Payroll Frequency] > Input > Load Timecard Overrides
Field | Description |
File Location | Whether the file is located on your local PC (PC) or on the COINS host computer (Server). |
PC File Name | Select the local PC file for loading. Up to 5 local files can be entered. |
Upload Mode | Check – Validates all data and reports on errors and warnings. Load – Imports the file into Timesheets. |
Period Type | Select the type of payroll cycle: Regular, Adjusting, Future, or Recurring. |
Period | Enter the period number to receive the timesheets. |
Validate Header | Unselect this field. |
🤓Tip: It is recommended that you run the upload in check mode first, this will then produce a report to show you any errors, that need correcting.
The no of data lines references the total number of rows in the CSV file, row 1 (field headers) also counts as a record.
Errors listed on the report must be corrected before the file can be uploaded.
Warnings listed should be reviewed but are usually used for informational purposes only.
Once all errors have been corrected, the file can be uploaded using Load Mode, to import the data into the payroll.