Video Walkthrough

What is "Consolidate & Validate”?

“Consolidate & Validate” is an automated tool Safeguard Global has introduced to most clients’ payroll workflows. When clients upload payroll file inputs within Global Unity – usually called Employee Upload Templates or EUTs – an automatic process will start combines those inputs into a single file containing the necessary datapoints for that payroll and scans this “consolidated” file to “validate” that it’s not missing essential data nor contains formatting nor other errors that will slow down the payroll process. If errors are found, after validation, the system will produce a file called the “Query Log”. This file will list any errors found and contain instructions explaining how to correct them.

 

Why did Safeguard Global introduce “Consolidate & Validate”?

Today, Safeguard Global runs a semi-manual validation process to check client payroll inputs for missing data, erroneous data, and file errors, and “curing” those issues requires communication between client and specialist. We expect Consolidate & Validate to save processing time by providing immediate feedback from the system itself. While we aren’t yet validating every field of data we ingest, automating the validation process at the point of upload and shifting it to self-service makes every payroll cycle more predictable, more accurate, and less vulnerable to last-minute troubleshooting.

 

Does this change the payroll input process?

Fundamentally, the process is the same. Clients will still upload the EUT to Global Unity, except that new options will now be available in the upload pop-up: users will find this has been redesigned with three new buttons: “Reconsolidate Files”, “Download Consolidated EUT”, and “Download Query Log”. You can see this process start to finish in the video at the top of this page.

 

Are files which are password protected or encyrpted with PGP accepted in Global Unity?

Input files uploaded into Global Unity/Payroll Input must not be encrypted with PGP, nor password protected, or the validation will not be able to run. Not to mention, file protection is not necessary as Global Unity is a secure platform - it forms an encrypted connection between the user’s device and the Global Unity interface. “Integration” files, HCM/HRIS-generated files which are automatically produced and delivered to Safeguard Global via SFTP may have PGP encryption applied.

 

How do clients use the solution?

Within the upload window, users will browse for and upload the necessary input. Global Unity will timestamp the input, and “Consolidate & Validate” will start automatically. When the validation process is complete, the “Download Query Log” button will unlock and display a number – this is the number of errors found within the inputs. Alternatively, if no errors are found the button will display the “Download Empty Query Log” message. If, for some reason, the consolidation process does not start, click “Reconsolidate files” to begin it.

 

Is my Employee Upload Template (EUT) affected?

Since only our newer EUTs can be parsed by Consolidate & Validate, you will be contacted directly as we issue you a new EUT for each payroll. EUTs must be Consolidate & Validate-ready; your old EUT will not function. The new template will look very similar to what you currently use, but with new, more universal fields and layouts.

 

What are the additional data fields in the new EUT?

The new template aligns to the latest data requirements that are needed for the applicable country. It’s possible that clients may see new data fields present in the template, but the new EUT supports users with instructional notes and example data. If you have any questions, Safeguard Global is ready to support you.

 

Why can’t clients edit the new EUT?

The new EUT comes with tighter controls over its structure, formatting, and data lists. This control ensures that the Consolidate & Validate service can ingest the file and verify the data against the proper payroll configuration within Global Unity. “Pick-from” data lists are configured end-to-end within all Safeguard Global systems for efficient processing.  Any changes to the configuration must be managed via our change control process to ensure there is no break in the validation chain.  If a change is necessary, please commence the “Change Control Process”, and at conclusion, an updated EUT will be delivered. 

 

What is the “Query Log”? How do I use it?

When an input file contains errors, Consolidate & Validate will identify those errors in a downloadable file called the Query Log. The Query Log specifies in which field and source file the error was found, the cause of the issue, and how to resolve it. To retrieve the document, select the “Download Query Log” button.

To gain some context before beginning, review the “Instructions” worksheet. Users will notice that the Query Log tab, is a simple, top-to-bottom list of errors, with a hyperlink to the specific cell where the error was found and displays the detailed error message relating to each issue.

Any data tab containing errors will be highlighted in red. Navigate to those worksheets and look within for any data cell(s) highlighted in red. These are the fields which Safeguard Global validation has identified as deficient.

Users may either correct the data directly in the “Query Log” file or return to the original EUT input file for the revisions prior to re-uploading it to the service.

 

Is there data missing in my Query Log?

Most likely not. The Query Log only exports for employees whose data contained errors. Your Consolidated EUT (cEUT) has the full set of employee data and inputs. 

 

What are the new sheets in my Query Log?

Sheets have been reorganized as of June 2024, with new sheets introduced to help make finding data in the Log easier.

• Version Control - Tracks which version of the EUT is current and which one you're completing.
• Instructions - Provides simplified instructions to fill out particular fields. 
• Termination Details - Data for recently terminated employees, leavers, or transfers.
• Compensation - For details about changes to employee salaries.
• Addresses - For updates to employee residential addresses. 
• Org Data - Separate tab to simplify the input of employees' organizational data.
• Collective Agreements - For alterations to collective bargaining agreements that affect individual employees.
• Bank Accounts - Allows for the input of employee bank accounts. 

Additionally, we've standardized the layout for all Entitlements, Amounts and Notes tabs to streamline data entry for all EUTs and organizations.

 

What are the yellow lines in my new EUT?

 These are what we call "helper rows", which we hope will help clients populate their EUTs successfully by providing instructions on when certain fields are required, what data belongs in those fields, as well as examples of what that data should look like.

• Row 3: Data Field Rules - Fields will be marked as mandatory in this row if the data is required for new employees ("starters"). Others may be conditionally mandatory, meaning they only need to be filled for certain cases.
  • Example 1: "Mandatory if an employee is a starter/transfer-in."
  • Example 2: "Conditionally Mandatory when Citizenship is equal to 'Citizen'."
• Row 4: Data Field Instructions/Data Entry Rules - Offers a detailed explanation of how to complete the given data field.
• Row 5: Data Field Examples - Provides a sample entry for the field to help customers visualize "correct" fills.

I can't enter data like I did before. Why?

In order to enhance data integrity, we've added "data validation lists" to some fields. These compare your inputs against a list of acceptable values. The Query Log will return an error when a value not on the list is used in the EUT. Fields in the EUT have been formatted to match the content expected in the field. For example, if a field requires a whole number (eg., "Dependents"), it will be natively formatted as an integer.

 

The errors in the Query Log have been managed. Now what?

Save the Query Log file and then upload it to the same location as the original payroll files. Consolidate & Validate will automatically run once the service detects a new file. If no errors are found, continue with the normal notification procedure. If errors are found, the process may be repeated.

 

There is an error that can’t be resolved; how can I get support?

Safeguard Global is happy to help. If assistance is needed beyond what the “Query Log” explains, please open a ticket in Zendesk to speak to a payroll specialist.

 

While Safeguard Global wants clients to evaluate their data correctly, the “notification” icon can be pressed even when errors remain. Errors will not stop the process. Users may continue to notify us, just as they currently do, and the payroll specialist will receive the uploaded data. If needed, the payroll specialist will run the validation process for the payroll period. However, this may result in a small delay. We encourage clients to continue to work through the input process as far as they can, prior to notifying the payroll specialist that their work is complete.

 

How is data from an integration file part of the Query Log process? 

Integration files will be uploaded into Global Unity by your payroll specialist. The payroll specialist will confirm when the integration files have been loaded, consolidated, and validated. Clients may then proceed with to review the Query Log as outlined above.

 

Will this functionality evolve? 

Today the functionality will validate the data in your EUT file according to the country level data requirements that we maintain. We’ll shortly be adding Payroll Element Validation and then Organisational Data. We’ll keep you informed of these changes – please continue to review any notifications in Global Unity about product improvements.

 

How do I provide feedback?

We’d love to know what you think! Please reach out to payrollproductteam@safeguardglobal.com.