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Upload a custom timesheet data file on Payroll classic

Updated

Available for the following plans: Employment Lite, Employment Plus
Available for the following Payroll plans: Standard, Premium

You can use the Timesheet Importing feature to import a CSV file of your timesheet entries that you have stored on another platform.

Warning

Timesheets will only flow from your Employment Hero platform to your Payroll classic platform, i.e. this data connection is not bidirectional, and any timesheet submissions made in the Payroll classic platform will not flow through to your Employment Hero platform. We advise you to submit any timesheet via the Employment Hero platform's Timesheet feature.

Interactive steps

Click here for an interactive demo

Written steps

Uploading a custom timesheet data file
  1. Log in to your payroll platform.
  2. Click the Timesheet menu.
  3. Click the Import Timesheets submenu.
  4. Select the Custom File Upload option in the Import Timesheets drop-down.
  5. Click the Select File button.
    Showing the Timesheet Import page with the Custom File option selected and the Select File button highlighted.
  6. Click the Confirm Upload button.
    Showing the Confirm Upload page with the Confirm Upload button highlighted.
  7. In the Date Format drop-down, select either the Australian or USA option.
  8. Choose what columns in the CSV file to map to what field in the Payroll classic platform.
  9. Complete the following fields:
    • Replace a previous timesheet.
    • Approve timesheets.

    Helpful Hint

    The Approve Timesheets option allows you to choose whether the platform automatically approves the timesheets being imported or whether they need to go through your organisation's timesheet approval workflow.

  10. Click the Import button.
    Showing the Import Timesheet page with the Import button highlighted.

    Helpful Hint

    You will now see on your screen a status message showing the successful upload of your custom timesheet data file onto your Payroll classic platform.

    Showing the Timesheet Successful Import screen.

Further Information

File requirements

This Timesheet Importing feature allows you to import timesheets via a CSV file. We have not set a default file format, so you should be able to import most timesheet formats if they meet the following requirements:

  • The file must be in a CSV (comma-separated) or TSV (tab-separated) format.
  • There must be only one timesheet entry per line.
  • Each timesheet line requires, at minimum:
    • Start time.
    • End time.
    • Start date
    • End date.
    • Employee
  • The import will fail if you enter a timesheet date that falls before the employee's start date.
  • If the data file you are importing does not have a location for the timesheet, then the platform will assign the employee's default location to the timesheet when importing the data.
  • If the file you are importing has an employee working at a location they do not have access to, then the platform will automatically enable this location for the employee when importing the data file.

You may use the date/time columns in the following combinations:

  • Start date and time + End date and time.
  • Date + Start time + End time.
  • Date + Units.
Supported column types
Nothing (skip) Select this column type if the data is irrelevant to the timesheet import.
Break end time.

Time only.
Break end date and time.

Date and time.
Break start time.

Time only.
Break start date and time.

Date and time.
Category external ID.

External ID of the leave category or pay category or work type.
Category type

This field shows the type of data that is present in the Category ID or Category external ID fields. Possible values include:

  • L: Shows a leave category.
  • W: Shows a work type.
  • P: Shows a pay category.
Comments. Comments associated with the timesheet.
Date. Date only with no time information. The date may be in US or Australian format.
Employee external ID. External ID of the employee.
End date and time. Date and time.
End time. Time only.
Leave category external ID. External ID of the leave category.
Location external ID. External ID of the location.
Rate The rate you pay the employee this shift.
Start time. Time only.
Start date and time. Date and time.
Units This field can override the number of paid hours for the timesheet. If left blank, the platform will base the employees' hours on the start/end times and the breaks.
Work type external ID. External ID of the work type.

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