Time Clock File Format Specifications
Technical specifications for creating time clock import files that work with ProPay.
File Format Overview
ProPay time clock import files must be CSV (Comma Separated Values) text files with these characteristics:
- File type: Plain text (.txt or .CLK extension)
- Delimiter: Comma (,)
- Field enclosure: Double quotation marks ("")
- One record per line: Each employee's data appears on a separate line
Sample File Structure
_CODE_BLOCK_0_
Each line represents one employee's payroll data for the pay period.
Required Fields
These fields must appear in every record:
| Field # | Field Name | Type | Length | Format | Example |
|---|---|---|---|---|---|
| 1 | Company ID | Text | 3 | Client file ID | "A03" |
| 2 | Employee Name | Text | 30 | Last First MI | "Smith John R" |
| 3 | Social Security | Text | 11 | 123-45-6789 | "123-45-6789" |
| 4 | Regular Hours | Number | 8.2 | Hours with 2 decimals | "40.00" |
| 5 | Pay Rate | Number | 8.2 | Dollars with 2 decimals | "15.50" |
Optional Fields
These fields can be included when needed:
| Field # | Field Name | Type | Length | Format | Notes |
|---|---|---|---|---|---|
| 6 | Overtime Hours | Number | 8.2 | Hours | Time and a half overtime |
| 7 | Double Time Hours | Number | 8.2 | Hours | Double time overtime |
| 8 | Vacation Hours | Number | 8.2 | Hours | Paid vacation time |
| 9 | Sick Hours | Number | 8.2 | Hours | Paid sick time |
| 10 | Holiday Hours | Number | 8.2 | Hours | Paid holiday time |
| 11 | Other Rate 1 Hours | Number | 8.2 | Hours | Custom pay rate 1 |
| 12 | Other Rate 2 Hours | Number | 8.2 | Hours | Custom pay rate 2 |
| 13 | Other Rate 3 Hours | Number | 8.2 | Hours | Custom pay rate 3 |
| 14 | Department Code | Text | 10 | Code | Job costing department |
| 15 | Job Code | Text | 10 | Code | Job costing job number |
Field Formatting Rules
Text fields
- Enclose in double quotes
- Remove any internal quotes
- Maximum length as specified
- Leave blank if no data: ""
Numeric fields
- Enclose in double quotes
- Use decimal point for cents/fractions
- Two decimal places for hours and rates
- No commas in numbers
- Use 0.00 for zero values
Social Security numbers
Format with hyphens: "123-45-6789" ProPay validates the format during import.
Creating Compliant Files
To create files that ProPay accepts:
From Excel or spreadsheets
- Arrange data in columns matching the field order.
- Format all cells as text to preserve leading zeros.
- Save As > CSV (Comma delimited) (*.csv).
- Open in text editor to verify quote formatting.
- Add quotes around each field if not present.
- Save with .CLK extension.
From time clock software
- Configure export to CSV format.
- Map time clock fields to ProPay fields.
- Set delimiter to comma.
- Enable quote enclosure.
- Test with sample data before regular use.
Using custom programming
Example Python code for creating a compliant file:
_CODE_BLOCK_1_
Field Validation
ProPay validates these requirements during import:
Critical validations (must pass)
- Company ID must match existing client
- Social Security number format must be valid
- Numeric fields must contain valid numbers
- Required fields must not be blank
Warning validations (can proceed)
- Employee name doesn't match existing record
- Hours exceed expected range
- Pay rate differs from employee master
Deduction and Benefit Fields
Advanced implementations can include:
| Field # | Field Name | Purpose |
|---|---|---|
| 20-30 | Deduction Codes | Employee deductions |
| 31-40 | Benefit Codes | Fringe benefits |
| 41-50 | Memo Fields | Additional information |
Contact Paysoft technical support for complete field specifications beyond field 15.
Troubleshooting Import Errors
File won't open
- Check file extension (.CLK or .TXT)
- Verify file isn't locked by another program
- Ensure file size isn't zero bytes
Format errors
- Verify all fields are quoted
- Check for missing commas
- Look for embedded quotes within data
- Confirm line endings (Windows CRLF format)
Data validation errors
- Verify Company ID matches ProPay client
- Check Social Security number formatting
- Ensure numeric fields contain only numbers and decimals
- Verify employee names match master records
Testing Procedure
Before using time clock imports in production:
- Create a test file with 2-3 employees.
- Use known employees from employee master.
- Import the test file.
- Verify all hours imported correctly.
- Check paycheck calculations match expectations.
- Print test paychecks to verify formatting.