Time clock ASCII import file data structure

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For live payroll processing only

The Time clock import file is an ASCII file containing records in the following format.

EEEEDD##111111111222222222333333333L444444444555555555

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

Section Position Description
EEEE 1-4 Employee Number
Employee IDs are restricted to four numeric characters and the Employee ID in the import file must match the Employee ID in the application.
DD 5-6 Department ID
The Department ID in the import file must match the Department ID of a department in the application. If the Department ID field is left blank, amounts will be entered in the department associated with the employee's primary work location if a department has been added to the employee.
## 7-8 ASCII Time Clock Import ID
The time clock import ID in the import file must match the corresponding ASCII Time Clock Import ID for pay or deduction items set up in the Main tab of the Setup > Payroll Items screen.
111111111 9-17 Number of regular hours
The number of regular hours to be imported into the Reg Hours field for the pay item.
222222222 18-26 Number of overtime hours
The number of overtime hours to be imported into the OT Hours field for the pay item.
333333333 27-35 Number of double-time hours
The number of double-time hours to be imported into the DT Hours field for the pay item.
L 36 Control character defining amount 444444444
  • D - Deduction amount for the deduction item with ASCII Time Clock Import ID ##
    Deduction item with an ASCII Time Clock Import ID corresponding to ##.
  • W - New rate for the pay item with ASCII Time Clock Import ID ##
    For salaried items, the 444444444 amount is annualized and entered as an annual salary. For hourly items, it is assumed to be an hourly rate.
444444444 37-45 Other (Depends on L)
555555555 46-55 Reported tips
The amount of reported tips to be imported into the Reported Tips pay item.

Notes

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

Related topics

Time clock import overview

Time clock ASCII file example

Time clock imports supported by the application

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