What changed and why
The payroll reporting system has been upgraded. The old process required a virtual machine (VM) to run manually each pay period. The new system runs in the cloud — your data is always current. Files are uploaded via this portal and processed by Levor BMS each pay period.
| Before | After |
|---|---|
| Files processed manually on a VM | Files uploaded via a web portal, processed by Levor BMS |
| VM had to be started and monitored | No VM — always available, no startup needed |
| Processing took hours | Processing runs several times daily — data is typically updated within a few hours of upload |
| Connection: 13.64.238.171 | Connection: kcso-synapse-ondemand.sql.azuresynapse.net |
How it works
Each pay period, you upload your payroll export files through the upload portal. The system processes them automatically and your Excel data refreshes.
You upload three types of payroll files each pay period, plus optional CrossWalk, Tasks, and Paycode Master updates when needed. Levor BMS will process your files and confirm completion within 24 hours of your upload.
Logging in
The upload portal is a secure web page. You sign in with your King County Microsoft account — the same account you use for email and Teams.
The portal login screen — click "Go to uploads" to sign in with your King County account
Uploading payroll files
Each pay period you upload up to three files per file type. Select the correct month and year first, then add your files.
The main upload screen — set month and year, then add files for each type
| Badge | Type | Your file |
|---|---|---|
| TL | TL Pay | Time & Labor pay exports (e.g. TL Pay March 1st.xls) |
| NonTL | Non-TL Pay | Non-time & labor pay exports (e.g. Non TLPay March 1st.xls) |
| BEN | Benefits | Benefits pay exports (e.g. Benefits March 1st.xls) |
A file has been selected for TL Pay — it shows the filename and "ready" status
The amber button and warning appear when uploading files that already exist for the selected period
Confirm the overwrite — the dialog shows exactly which files will be replaced
Uploading CrossWalk & Tasks updates
CrossWalk and Tasks are mapping files that control how projects and task codes are classified in your reports. You only need to upload these when there are changes — they are not per-period uploads.
| Badge | File | When to upload |
|---|---|---|
| XWK | CrossWalk | When a new project is added or project codes change |
| TSK | Tasks | When task codes are added or updated (e.g. TaskCodes_4.14.26.xlsx) |
After uploading a CrossWalk or Tasks file, Levor BMS will validate and confirm processing. You will receive a confirmation email when your data has been updated.
Confirmation email
After uploading, you receive an immediate confirmation showing which files were received. Once processing completes, you receive a second email with the processing results.
The confirmation email lists each file uploaded, its type, and the period it covers
Paycode Master
The Paycode Master controls how each pay code in your payroll data is classified in reports — for example, whether a code is counted as Regular Pay, Overtime, Benefits, or Other.
| Column | What it means |
|---|---|
| PayCode | The pay code as it appears in your PSFT export files |
| Description | Human-readable name for the pay code |
| TopLevel | The category shown in reports: Regular Pay, Overtime, Benefits, Other, Comp Time, or Unclassified |
| TL / NonTL / Benefits | Whether this code is included or excluded from each file type. Set to Include or Exclude. |
The Paycode Master is uploaded via the portal using the PCM slot. It is a single file that replaces the previous version.
CrossWalk explained
The CrossWalk file maps project IDs from your payroll system to descriptive names and categories used in reports. When a new project is created in PSFT, it needs to be added to the CrossWalk so it appears correctly in your Excel reports.
Upload your updated CrossWalk file via the XWK slot in the Upload tab. Processing runs several times daily — Levor BMS will send a confirmation email once your data has been updated.
Tasks explained
The Tasks file maps task codes (e.g. 001, 009) to task descriptions used in reports. Kathy uploads an updated Tasks file whenever task codes change — using the TaskCodes file from PSFT.
Upload the updated Tasks file via the TSK slot. The filename can be anything — the system identifies it by the upload slot, not the filename.
Updating your Excel connection
Your existing Excel spreadsheets connect to a SQL database to pull payroll data. The database has moved to a new server. You need to update the server address in Excel — everything else (the query, the pivot tables, your report layout) stays exactly the same.
Click Data → Queries & Connections to see the workbook connections
The Definition tab shows the connection string and SQL command
Old server (to remove):
New server (to use):
Username:
Frequently asked questions
Understanding Mapping Files
Three mapping files control how payroll data is enriched and categorised in your reports. All three are maintained by KCSO and uploaded via the Upload tab. When you upload an updated file, all historical payroll data is automatically remapped — not just new records.
Maps Project IDs to Department, Cost Center, and other organisational fields. If a Project ID in your payroll data has no CrossWalk row, those records will show blank department and cost center values in your Excel report — and the project will appear as an exception in the Mapping → CrossWalk tab.
To fix: Download your current CrossWalk from Sample Files, add a row for each missing Project ID with the correct department and cost center, then upload the updated file via the Upload tab.
Maps pay codes to reporting categories (Regular Pay, Overtime, Comp Time, Benefits, Other) and controls whether each code is included or excluded in reporting for TL, NonTL, and Benefits file types. Pay codes not in this file will appear as exceptions in the Mapping → Pay Codes tab.
The file has the following columns: PayCode, Description, TopLevel (category), Type, Component, PSFTAccount, TL, NonTL, Benefits (each set to Include or Exclude), and Notes.
To fix: Download the current Pay Code Master from Sample Files, add rows for each missing pay code, set the Include/Exclude flags for each file type, then upload via the Upload tab.
Maps task codes to descriptions used in reporting. Task codes not in this file will appear as exceptions in the Mapping → Tasks tab.
To fix: Download your current Tasks file from Sample Files, add rows for any missing task codes, then upload via the Upload tab.
Mapping files are applied dynamically — every time you upload an updated file, the entire payroll dataset (up to 24 months of history) is remapped against the new version. This means you can progressively improve your mapping files over time and the corrections apply retroactively across all historical data.
After uploading a mapping file, allow a few minutes for processing to complete, then click Refresh All in Excel to see the updated data.
Contact
For questions about the upload portal, your Excel connection, or payroll data, contact Levor Business Management Services.
For urgent issues, include "KCSO Payroll" in the subject line.