Import timesheets via CSV

Importing timesheets via CSV

You can import time records from third party systems via comma or tab separated value files (CSV files). Contact us to turn on CSV import for your account (it's part of our Business Pro plan). Once activated, you'll see a new payroll step called 'import'. Here you'll be able to upload a CSV file containing your payroll data. The data can contain entries for both salaried and time-based staff.

IMPORT-select-CSV.PNG

The file should be located on your local system and should be comma or tab separated.

IMPORT-select-file.PNG

Once you've uploaded your file, the system will parse your data and present you with the details of the import. You can select the entries you wish to import. You'll also have the option to automatically 'approve' these selected entries.

IMPORT-select-entries-approve.PNG

Once you've selected and imported your entries, these will be visible on the 'salaried' or 'timesheets' step of the payrun process. You can now proceed with finishing your payrun.

 

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 Vac 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 field 5 and 6 have values, it
should be the multiplication of
them.
Numeric type, (No $, example: 34000.02)

Y

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? N = not approved, Y = approved

Y

 

Download a sample CSV file 

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