Set up Timesheet Import (CSV)
Introduction
It is a crucial capability to import timesheets in CSV file format. Whether you are interested in enhancing workforce management efficiency or simplifying timesheet entry, this guide offers insights into the intricacies of timesheet importation, empowering you to fully utilise this valuable functionality.
How to Prepare/Dependencies
Tip
By default, the integrated timesheets option will be turned on however there are additional settings below you may consider. It should be noted that if you disable this service, employees will not be able to submit timesheets for hours worked.
Require start/end times when entering timesheets - There are some steps required in enabling timesheets services to make it possible to import timesheets. You can read more about this here.
- Log into your Employment Hero payroll platform.
- Navigate to Business>Payroll Settings>Timesheets.
- Check the box “Require start/end times when entering timesheets”
If you do not select this option, employees can input the total hours worked per day instead of specifying the exact start and end times. However, if there are pay conditions or awards in place, it is recommended to mandate using start and end times.
Tip
All the other options on this page are unnecessary since the timesheets are being imported, and employees are not using an Employment Hero integrated solution for clocking in or out.
You can also import timesheets via our many integrations.
- Log into your Employment Hero payroll platform.
- Navigate to Business>Payroll Settings>Timesheets.
- Select the correct integration from the dropdown menu.
- Choose the date range or similar options.
- Click Import.
Read more about importing timesheets with integrations here.
Instructions
This function enables the import of timesheets through CSV files. The file format is not rigid. Most timesheet formats can be imported as long as the following requirements are met:
The file should be in CSV (comma-separated) or TSV (tab-separated) format.
- Each line must contain only one timesheet entry.
-
Each timesheet line must include, at minimum:
- Start/End date/time or Date + Units
- Employee
Tip
Import failure can occur if dates are entered that precede an employee's start date.
The following table contains details about the available columns and their descriptions for clarification when creating your import file.
|
Column Type |
Description |
|
Nothing (skip) |
Select this column type if the data is irrelevant to the timesheet import |
|
Date |
Date only (without time information). The date may be in US or Australian format. |
|
Start time |
Time only |
|
Start date and time |
Date and time |
|
End time |
Time only |
|
End date and time |
Date and time |
|
Break start time |
Time only |
|
Break start date and time |
Date and time |
|
Break end time |
Time only |
|
Break end date and time |
Date and time |
|
Employee ID |
This ID value is currently only available via the API |
|
Employee external ID |
External ID of the employee |
|
Work type ID |
This ID value is currently only available via the API |
|
Work type external ID |
External ID of the work type |
|
Location ID |
This ID value is currently only available via the API |
|
Location external ID |
External ID of the location |
|
Dimension ID 1 |
|
|
Dimenson ID 2 |
|
|
Pay category ID |
This ID value is currently only available via the API |
|
Pay category external ID |
External ID for the pay category Tip: It's recommended to utilise work types that correspond to pay categories or leave categories, rather than directly mapping to pay categories. |
|
Leave category ID |
This ID value is currently only available via the API |
|
Leave category external ID |
External ID for the leave category Tip: It is advisable to employ work types that align with pay categories or leave categories, instead of directly mapping to leave categories. |
|
Classification ID |
This ID value is currently only available via the API |
|
Category type |
This field indicates the type of data that is present in the Category ID or Category external ID fields. L indicates a leave category W indicates a work type P (or empty) indicates a pay category |
|
Category ID |
This ID value is currently only available via the API |
|
Category external ID |
External ID of the leave category or pay category or work type (as indicated by the Category type column) |
|
Rate |
Rate at which the employee is compensated for this shift. This is optional, as the employee's regular rates will be employed. Tip: This column may not function seamlessly alongside pay conditions. |
|
Comments |
Comments associated with the timesheet |
|
Units |
This can be utilised to modify the count of compensated hours for the timesheet. If left empty, the hours will be calculated based on start/end times and breaks. Units might also be necessary for pay categories that are unit-based. |
Tip
Date and time columns can be employed in the subsequent combinations:
- Start date and time + End date
Go back to Time and Attendance.