Loading employee pay records for payroll processing from external timekeeping systems can be accomplished easily by creating and importing a fixed-length ASCII time file in the format defined here. Use the time import facility to process your formatted ASCII time file and upload this data directly to pay entry for payroll processing.
The time import file may be named however you choose, with the exception of the file extension.* To import time via the web-product, the file extension must be .txt. For import via Enterprise Client, the file extension may be .csv or .txt. We suggest that you use a familiar naming convention that identifies the client, pay group, and date, to avoid importing incorrect client time files.
The ASCII time file must have employee information formatted as defined below in the "Modified ASCII Time Import File Specification." The ASCII file must contain fixed-length data elements where no delimiter characters separate record information.** ASCII files can be viewed as text files with programs such as Microsoft® Notepad®.
A sample record appears below:
E00020 REG 88.00 07/02/2013 07/06/2013 0
| # | Field | Start | Length | Type | Required | Description |
|---|---|---|---|---|---|---|
|
1 |
EE Key Indicator |
1 |
1 |
CHAR |
Yes |
Employee Number indicator for value in Field 2: Field 1 indicates SSN = S Field 1 indicates EE # = E Field 1 indicates Card # = C = C |
|
2 |
EE # or SSN |
2 |
10 |
CHAR |
Yes |
Employee Number or employee Social Security number. If Employee Number, Field 1 must be "E". If Social Security number, Field 1 must be "S". If Card number, Field 1 must be "C". |
|
3 |
Labor Segment 1 Code |
12 |
10 |
CHAR |
*** |
Labor distribution code 1 (often corresponds to Location Code) |
|
4 |
Labor Segment 2 Code |
22 |
10 |
CHAR |
No |
Labor distribution code 2 (often corresponds to Department Code) |
|
5 |
Labor Segment 3 Code |
32 |
10 |
CHAR |
No |
Labor distribution code 3 |
|
6 |
Labor Segment 4 Code |
42 |
10 |
CHAR |
No |
Labor distribution code 4 |
|
7 |
Pay Code |
52 |
10 |
CHAR |
Yes |
Pay code for hours worked (or compensation amount) or for deduction, i.e. REGULAR, OVT, LOAN, etc. (See Field 16.) |
|
8 |
Shift Code |
62 |
10 |
CHAR |
*** |
Shift code for hours worked to calculate shift differential pay (i.e. SECOND, WEEKEND, etc.) |
|
9 |
Hours Worked/ Deduction Percent |
72 |
9 |
NUMERIC |
Yes |
Number of hours worked to be paid or the deduction percentage to be processed, i.e. 210.57 or 2.00 (See Field 16.) |
|
10 |
Compensation Amount/ Deduction Amount |
81 |
9 |
NUMERIC |
No |
Fixed dollar compensation amount to pay or fixed deduction dollar amount to process, 10.00, not "hours worked x pay rate." (See Field 16.) |
|
11 |
Pay Rate |
90 |
10 |
NUMERIC |
*** |
Hourly pay rate to pay hours worked, i.e. 12.50 or 10.2100 |
|
12 |
Start Date |
100 |
11 |
DATE |
No |
Payroll period start date for time record, MM/DD/YYYY |
|
13 |
End Date |
111 |
11 |
DATE |
No |
Payroll period end date for time record, MM/DD/YYYY |
|
14 |
Tax Locality Code |
122 |
10 |
CHAR |
*** |
Tax locality code for wage taxation of local taxes |
|
15 |
Tax State Code |
132 |
2 |
CHAR |
*** |
Tax state code for wage taxation of state taxes |
|
Deduct Indicator |
134 |
1 |
NUMERIC |
Yes |
Enter 1 if deduction record; otherwise, enter 0 for earning record |
* To import time via the web-product, the file extension must be .txt and comply with the file format specifications. For import via Enterprise Client, the file extension may be .csv or .txt.
** Left-justify values for fields, especially all values with codes (including Earnings Code, Labor Codes, etc.). In some cases, it may work to right-justify Hours and Compensation Amount; however, the general recommendation is to left-justify all field values in the time import file.
*** If left blank, the import facility may default these values to employee information defined in the system.