HCM Export (TADC)
Once timesheets are approved, FiscFlow exports their hours to your HCM (payroll/HR) system as a file you upload. The built-in provider, TADC, produces a spreadsheet of finalized time in the format HCM expects.
FiscFlow generates a file; you download it and upload it to HCM yourself. There's no automatic API push, which is exactly why the "recall" step below exists - FiscFlow can't know whether you've uploaded a file, so you tell it.
Your payroll calendar sets a hard deadline for each cycle. (For LACOE HCM districts, the TADC file must reach LACOE by 3:00 PM on the interface date for that cycle.) Hours that aren't finalized and exported in time miss that cycle - they roll to the next pay period, or have to be keyed in manually. Run the export with room to spare, and remember a submission's hours can't be exported until its approval is finalized.
What gets exported
A batch collects hours entries that are ready for payroll - specifically, entries whose submission is finalized, that fall in the batch's pay period, on a category that captures hours, and that haven't already been claimed by another batch. Each row carries:
| On each row | From |
|---|---|
| Employee ID | The employee's ID, translated through the Employee-ID crosswalk and zero-padded. |
| Appointment / position ID | The assignment's external position ID (blank = primary job). |
| Effective date | The hours entry's date. |
| Event type code | The hours type's code, translated through the Hours-Type crosswalk (this is the HCM pay/event code). |
| Amount | The hours, formatted as hours:minutes. |
| Pay cycle | The submission window's effective pay cycle. |
| Account override | When the submission specifies an account, its segment codes are written as a labor-distribution override; otherwise the default distribution applies. |
Each exported line is also snapshotted onto the batch, so the file stays reproducible even if someone later edits the underlying entry.
The batch lifecycle
An export batch moves through five states. Four actions drive it:
| State | Meaning | Next action |
|---|---|---|
 Pending | New batch, nothing generated yet. | Generate Export |
 Ready | File generated and reviewable, not yet handed off. | Download File |
 Exported | File downloaded - presumed handed to HCM. Hours are now locked. | Finalize (or Recall) |
 Finalized | Closed. Can't be regenerated. | - (or Recall) |
 Error | Generation failed; the reason is shown. Fix and regenerate. | Generate Export |
The normal path is Pending → Generate → Ready → Download → Exported → Finalize → Finalized. Recall moves a batch back one step (Finalized → Exported, or Exported → Ready) so it can be regenerated.
Recall is for the case where a file was downloaded but not actually uploaded to payroll. It steps the batch back so you can regenerate a fresh, correctly date-stamped file. If you've already uploaded, don't recall - you'd risk a duplicate payroll load.
You can only download once from a Ready batch - downloading flips it to Exported to prevent accidentally uploading the same file twice. Regenerating (from Pending/Ready/Error) discards the previous entries and rebuilds the file.
One-time configuration
Under Integrations, set up the TADC integration provider:
| Setting | Notes |
|---|---|
| Enabled | Only enabled providers can be chosen on a batch. |
| Agency Code | Required when enabled. Identifies your agency on every row. |
| Export Notification Email | Required when enabled. Written into the file's email group. |
| Crosswalks | Value translations (below). |
Also make sure a pay cycle is set on each submission schedule or window - the export can't run without one.
Crosswalks - translating FiscFlow values to HCM codes
HCM often expects different codes than FiscFlow uses internally. A crosswalk maps a FiscFlow value (the source) to the HCM value (the target). Two kinds feed the TADC export:
- Employee ID - maps FiscFlow employee IDs to HCM employee IDs.
- Hours Type - maps FiscFlow hours-type codes to HCM event/pay codes.
Crosswalks are optional overrides: a value with no mapping passes through unchanged. Only add entries where FiscFlow and HCM disagree. Crosswalk entries can be imported from a spreadsheet rather than typed one by one.
HCM employee IDs and event codes are not the same in test and production - a mapping that's correct in a test environment can post to the wrong employee in production. And because HCM rejects any file containing an unmapped or wrong code, a single missing crosswalk entry can fail the whole load. Confirm both crosswalks against the codes your HCM team provides for the live environment before go-live.
Running an export (step by step)
- Create a new export batch and pick the provider & pay period
Choose the TADC provider and the pay period you're exporting.
- Generate the export
FiscFlow validates the setup, collects the finalized hours, and builds the file (status becomes Ready).
- Review the entries
Check the generated lines. If something's wrong, fix the source and Generate again - regenerating rebuilds from scratch.
- Download the file and upload it to HCM
Downloading marks the batch Exported and locks the hours.
- Finalize
Once HCM has accepted the load, finalize the batch to close it out.
How exporting locks hours
Exporting protects payroll data by freezing what's been sent. The thresholds differ by action:
| Action | Blocked once… |
|---|---|
| Undo an approval | the hours are on any export batch - even a not-yet-downloaded one. |
| Edit or delete an hours entry / break | its batch reaches Exported or Finalized. |
| Re-export the same hours | they're claimed by a Ready, Exported, or Finalized batch (so they never double-export). |
After a batch is Exported you can't edit those hours or undo the approval - you'd have to recall the export first (and only if it wasn't uploaded). Make corrections while the batch is still Pending or Ready. See Log hours → export lock.
Errors you might see
FiscFlow checks the setup before generating, so you get a clear list instead of an HCM rejection later:
- "Please select a Pay Period before generating the export."
- "Agency Code is not configured on the TADC integration provider."
- "Pay Cycle is not configured on the Submission Window or its Submission Schedule…"
- "Export Notification Email is not configured…"
- "The following assignments have an External Position ID longer than 1 character, which TADC does not allow: …"
- "All time entries for this pay period have already been exported…" or "No finalized submissions with time entries found for the selected pay period." when a run would produce zero rows.
A batch that fails for any other reason lands in Error with the message shown; fix the cause and regenerate. Finalized batches can't be deleted - recall first.