Time Clock import file data structure

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017.

For details, see CSA license expiration 2017 – frequently asked questions.

Some processes documented in the Help & How-To Center are no longer applicable, due to the discontinuation of these CSA modules.

The Time Clock import file is an ASCII file containing records in the following format:

Number fields are 9 characters in length. These may be zero or blank-filled. An illustration is available in the Sample time clock import file topic.

EEEE Employee Number
Employee IDs are restricted to four numeric characters, which must match the employee ID in Payroll CS.
DD Department Number
The first two characters of the department must match those of a Payroll CS department. If there is no match, the amounts will be entered in the home department. The first two characters of the Payroll CS department name must be the same as the department number in the external file.

Wage or deduction number
(For former users of BASS Payroll, this was as defined on BASS display 12.1 or 12.2). The wage or deduction number in the import file must match the corresponding pay or deduction item number in Payroll CS. This is based on the Wage Description number on the Pay Item Properties > Other tab or the Deduction Properties > Deduction Info tab.

111111111 Number of regular hours
The number of regular hours entered in the regular hours field for the pay item.
222222222 Number of overtime hours
The number of overtime hours entered in the overtime hours field for the pay item.
333333333 Number of double-time hours
The number of double-time hours entered in the double-time hours field for the pay item.
L Control character defining amount 444444
  • D - Deduction amount for deduction ##
    Deduction item with a deduction description number corresponding to ##
  • H - Holiday hours
    Regular hours for the Holiday accruable benefit type pay item
  • P - Personal Hours
    Regular hours for the Personal accruable benefit type pay item
  • S - Sick Hours
    Regular hours for the Sick accruable benefit type pay item
  • V - Vacation Hours
    Regular hours for the Vacation accruable benefit type pay item
  • W - New rate for wage ##
    For salaried items, the 444444 amount is annualized and entered as an annual salary. For hourly items, it is assumed to be an hourly rate
444444444 Other (depends on L)
555555555 Reported tips
The amount of reported tips entered in the Reported tips special pay item type.


  • Amount and Number of hours fields are assumed to have two decimal places. For example, 000004000 hours is interpreted as 40.00 hours.
  • There should be a CR/LF (carriage return / line feed) after each record.

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Related topics

Time Clock Import dialog

Sample time clock import file

Setting up a CSA client for time clock import

Importing from Time Clocks to Payroll CS

Importing employee time entry from an Excel spreadsheet

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