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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 Plus 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

 If you have custom earnings codes that you need the TimeCode for go to COMPANY SETTINGS>PAY RULES>EARNINGS.  There is a 2-digit number next to your earnings name, this is the TimeCode you would use on the CSV.

**When using the earnings code for Overtime or Doubletime, enter just 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.

Download a sample CSV file 

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