Time clock import overview

Alerts and notices
Leave feedback

Internal Employees: Submit feedback

Contact information (optional):

Leave this blank:

Please tell us how we can make this information more helpful.


Characters left:

Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

For live payroll processing only

Introduction

Use the import feature to import time entry data from your client's time clock application and to create batch payroll checks automatically using data from the imported time clock file. There are some setup steps that must be completed prior to processing.

Note: You cannot use ASCII/TCI format files to import accruable benefit hours.  If you need to import accruable benefit hours, you will need to use an XML import file or use a spreadsheet import

See also

Time clock imports supported by the application

Time clock XML file data structure; Time clock XML file example

Time clock ASCII import file data structure; Time clock ASCII file example

Spreadsheet import - time entry data

Time Rack integration overview

Top of page

Setup steps for using the time clock import feature

Client locations and payroll information

  1. Choose Setup > Clients.
  2. Highlight the existing client name or add the new client as described in the Entering basic client information topic.
  3. In the Main tab of the Clients screen, click the Locations button.
  4. In the Client Locations dialog, make sure the location(s) set up here match those listed in the time clock file.

    Note: For XML format import files, a location description is optional unless a department description is entered, in which case it is required.

  5. Click the Payroll Information tab. In the Payroll Schedules section, select the relevant payroll schedule, as described in the Setting up client payroll information topic, making sure that the payroll schedule is valid and that it corresponds correctly with the period beginning and ending dates included in the time clock file.
  6. In the Time Entry Method section, choose the Import option and then select Time Clock from the Source drop-down list.
  7. Click Enter to save the updated client information.

Departments

  1. Choose Setup > Departments.
  2. Select the client from the drop-down list at the top of the screen.
  3. Enter the description for a new department (as described in the Setting up client payroll departments topic) or highlight an existing department.
  4. If you are using an XML format import file, verify that the department descriptions for the client exactly match the department names used in the XML time clock import file. The names are case-sensitive.

    Note: For XML format import files, a department description is optional unless a location description is entered, in which case it is required.

  5. If you are using an ASCII format import file, enter the department ID into the ASCII Time Clock Import ID field. This ID must match the ID that the client is using in their time clock software for this department.

Payroll items

  1. Choose Setup > Payroll Items and click the Main tab.
  2. Click the Add button to add any payroll items needed for the client, as described in the Creating and adding payroll items for your client topic, or click the Edit button to edit an existing payroll item, if needed.
  3. If you are using an XML format import file, verify that the information in the Description field for each payroll item exactly matches the information used in the XML time clock import file.
  4. If you are using an ASCII format import file, make sure that the two-digit ID entered in the ASCII Time Clock Import ID field for each payroll item matches the payroll item ID that the client is using in their time clock software.

Employees

  1. Choose Setup > Employees.
  2. Set up your employee as usual, as described in the Entering basic employee information topic.
  3. In the Main tab of the Employees screen, make sure the ID entered for the employee matches the ID used for the employee in the time clock file. If you are using an ASCII format import file, the employee's ID is limited to four-digits.

Top of page

Processing steps for using the time clock import feature

  1. Choose Actions > Enter Batch Payroll Checks.
  2. In the Payroll schedule field, select the applicable schedule from the drop-down list.
  3. The Time Clock Import dialog opens automatically. Specify the type and location of the time clock file to import. Click the Import button to continue.

    Notes

    • Time Clock import files must be named xxxxx.TCI (ASCII formatted files) or xxxxx.XML (XML formatted files), where xxxxx is the desired file name.
    • You cannot use ASCII/TCI format files to import accruable benefit hours. If you need to import accruable benefit hours, you will need to use an XML import file or use a spreadsheet import.
    • If you are importing a SwipeClock file, you will need to manually change the TXT file extension to TCI prior to import.
  4. In the Time Clock Entry Import dialog, accept or enter any necessary rate changes on the Rate Changes tab, print the file details from the Time Clock Entry Detail tab if you choose to, and then click the Continue button to proceed with the import.
  5. After the time clock information has been successfully imported into the Enter Batch Payroll Checks screen, process the checks as you normally would, as described in the Entering batch payroll checks procedure.

Notes

  • You can import salaried employee information using the Time Clock import. To create checks for salaried employees via the Time Clock import, the employee ID and the corresponding payroll item must be included in the time clock file. The hours fields are optional for salaried employees.
  • You can enter only one payroll check per employee via timeclock import.

Troubleshooting tips

No checks were found to import. If you get a message that no checks were found to import:

Top of page

Internal notes


Per TFS 858925, a difference in the time zone offset can prevent xml timesheet import.
Solution can possibly be changing the date and time stamp in the file. (changing -5:00 (Eastern time zone) to -6:00 (Central).
A reference table for zone offset: http://www.timetemperature.com/tzus/gmt_united_states.shtml

Zone offset definition.
What is a "zone offset"? A zone offset is the difference in hours and minutes between a particular time zone and UTC. In ISO 8601, the particular zone offset can be indicated in a date or time value. The zone offset can be Z for UTC or it can be a value "+" or "-" from UTC. For example, the value 08:00-08:00 represents 8:00 AM in a time zone 8 hours behind UTC, which is the equivalent of 16:00Z (8:00 plus eight hours). The value 08:00+08:00 represents the opposite increment, or midnight (08:00 minus eight hours)

Share This