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Importing Third-party Time Clock Files

Import employee hours from third-party time clock systems into ProPay for automated payroll processing.

Overview

ProPay can import payroll hours from any third-party time clock system that exports data in a properly formatted text file. This eliminates manual entry and reduces errors when processing payroll for clients using time clock systems.

Requirements

To import time clock files:

  • The file must be a text (.txt or .CLK) file
  • Each field must be enclosed in double quotation marks
  • Fields must be separated by commas (CSV format)
  • The file must follow ProPay field format requirements

Recommended File Naming

Use this naming convention for easy identification:

_CODE_BLOCK_0_

Where:

  • XXX: Client ID (example: A03)
  • MM: Month (01-12)
  • DD: Day (01-31)
  • .CLK: File extension indicating a time clock file

Example: `A03_0506.CLK` contains time clock data for client A03 for May 6.

Importing a Time Clock File

To import hours from a third-party time clock:

  1. Go to Imports from the main ProPay menu
  2. Click Edit and Import other time clock files
  3. Select the file to import
  4. ProPay validates the file format

If the file is properly formatted, ProPay displays all employees, hours worked, and other information. If there are formatting errors or missing information, an error list appears.

Error Types

ProPay displays two types of errors:

  • Critical errors: The file cannot be imported until these are corrected
  • Warnings: Information may not be accurate or as expected, but import can proceed

Editing Before Import

Before importing, review and edit the data as needed:

Print report

Print the import file report to review all data before importing.

Edit record

Make changes or add additional pay items not supplied by the time clock file.

Edit deductions

Add deductions such as loans, advances, and other deductions not in the import file.

Delete employee

Remove a particular employee's paycheck hours before importing.

Delete entire file

Discard the entire file if you decide not to import it.

Importing the File

After reviewing and editing:

  1. Click Import File
  2. ProPay checks for new employees
  3. If new employees exist, the New Employee Add/Edit screen appears
  4. Fill in additional employee information required by ProPay
  5. Press F10 to edit the employee master file if needed

At the end of the import procedure, a report shows any rejected records and the reason for rejection.

Field Format Requirements

The import file must contain specific fields in a defined order. Each record (one per employee) includes:

Required fields

  1. Company ID (3 characters)
  2. Employee name (Last First MI format)
  3. Social Security number
  4. Regular hours worked
  5. Pay rate

Optional fields

  • Overtime hours
  • Vacation hours
  • Sick hours
  • Other pay types
  • Deductions
  • Department codes
  • Job codes

For complete field format specifications, see Time clock file format.

Working With Time Clock Vendors

Contact your time clock vendor to:

  1. Request export capability in CSV format
  2. Provide ProPay field format specifications
  3. Test file imports before regular use
  4. Verify all hours and pay types transfer correctly

Most modern time clock systems can export data in the required format or can be configured to match ProPay's specifications.

Related Topics

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