You can import time records from third party systems using a comma or tab separated value files (CSV files).
To turn on CSV import for your account, (as part of our Business Plus and Advanced Accountant plans) login to your account and go to:
A. SETTINGS
B. ADD ONS
C. TIMEKEEPING
D. Enable CSV
Once activated, you'll see a new payroll step called "import". Here, you can upload a CSV file containing your payroll data.
The data can contain entries for both salaried and time-based staff.
E. Go to PAYRUN
F. IMPORT
G. Choose FILE
H. Click OK
Once you have selected and imported your entries, these will be visible on the "salaried" or "timesheets" step of the pay run process. You can now proceed with finishing your pay run. You can click the Auto Approve box to automatically approve the entries that you import.
File Specifications
The file you are importing should follow the format below:
| Name | Field Size | Description | Mandatory | |
| 1 | Shift | 1 | Shift code | N |
| 2 | EmployeeID | 6 | Numeric characters (filled with left 0s), 000000 | Y |
| 3 | TimeCode | 2 | Characters for type of income: R= Regular hours O= Overtime hours @ 1.5 D= Doubletime hours @2 X= Other hours worked 10= Commission 11= Statutory holiday 12= Sick day 13= Personal day 14= Shift premium 15= Earnings advances 16= Other earnings 17= Taxable vacation pay 18= Other non taxable VP= Release vacation pay MP= Manual pay | Y |
| 4 | CostAccount | 10 | Employee GL cost account | N |
| 5 | TotalHours | Total hours - numeric type | N* | |
| 6 | HourRate | Hourly rate - numeric type | N* | |
| 7 | Total | Total amount to be paid. if fields 5 and 6 are blank Numeric type, (No $, example: 34000.02) | N* | |
| 8 | WorkDate | 10 | Start date format dd/mm/yyyy | Y |
| 9 | WorkDateEnd | 10 | End date format dd/mm/yyyy | N |
| 10 | TimeIn | 8 | Time in 24-hour format e.g. 0900 | N |
| 11 | TimeOut | 8 | Time out 24-hour format e.g. 1700 | N |
| 12 | Authorized | 1 | Is the record approved? Leave blank = not approved, Y = approved | Y |
* For columns 5-7, at least some part is mandatory.
If you enter only hours, it will use the employee's current set rate.
If you enter hours and rate, it will overwrite the set rate to the new rate and will enter a total in the pay run.
If you enter no hours or rate, you must enter a total.
*Note: when using the earnings code for overtime or doubletime, enter the REGULAR hourly rate or just the hours and the total. The program will then do 1.5 or 2 times the regular rate amount.
If you have custom earnings codes that you need the TimeCode for, go to:
A. SETTINGS
I. PAY RULES
J. EARNINGS
There is a 2-digit number next to your earnings name, this is the TimeCode you would use on the CSV.
Download a sample CSV file below.