ClickTime’s Paylocity Webpay Payroll Export offers an easy way to export approved timesheet data out of ClickTime and into Paylocity Webpay for the purpose of running payroll. Our Paylocity Webpay Payroll Export generates a comma-separated value (CSV) file that complies with Paylocity’s timesheet import format, making the process of running payroll on your ClickTime data as seamless as possible.
Please note, this report is only accessible to ClickTime Administrators.\
In order to be able to run the Paylocity Webpay Payroll Export, you will first need to configure your account with the necessary information.
The first step is to configure your company's code for Worked Time, referred to by Paylocity as the "detCode". This enables Paylocity to recognize worked time filed in ClickTime when using the export to run payroll . When configuring this value in ClickTime, it should be an exact reflection of the value used in Paylocity to indicate worked time.
Once you know this value, you can begin the process of creating a custom field (more details here) in ClickTime to store this information.
To add the custom field, go to the Company --> Preferences --> Custom Field page:
and click “Add Custom Field” in the upper right hand corner.
Set the following fields to these values:
- Custom Field Name: detCode
- Display Name: detCode
- Type: Text
- Association: Company
Please note: The values for the Custom Field Name and Display Name must match exactly what is specified above in order for the report to function correctly (these values are case sensitive).
Once you’ve created the detCode custom field, go to the Company --> Preferences page to specify this value. Scroll down to the Custom Fields section, where you will see the newly created “detCode” field:
Enter your detCode and then click "Save" at the top or the bottom of the page
Next you will need to update the “Accounting Package ID” values for all of the Leave Types you plan on exporting.
Please note: the report will not execute if attempting to export a time off entry for a Leave Type that does not have an Accounting Package ID associated with it.
Each Leave Type’s Accounting Package ID should correspond to the code for that time off type in your organization’s Paylocity account. This ensures that Time Off in ClickTime will be properly mapped to time off type in Paylocity.
We recommend configuring all active leave types (Approval Required, Approval Not Required, Company Holidays, Externally Managed) with an Accounting Package ID value. This will ensure the report will successfully generate for any timesheet period it is run on.
To set up an Accounting Package ID for your Leave Types in ClickTime, go to the Company --> Preferences --> Leave Types page:
Once here, click the "edit" pencil icon for the Leave Type want to set up.
Then, click "Edit Section" for the Basic Information section so that you can edit the Accounting Package ID field:
Enter the value corresponding to the detCode for this time off type in your organization’s Paylocity account, and then click "Update". Repeat this for all leave types you plan on exporting from ClickTime.
You will also need to set up each of the users in your account so that the export can successfully map employees in ClickTime to their corresponding profiles in Paylocity Webpay. Start from the Company --> People page, and then click the "edit" pencil icon for the employee you want to update.
Then, click "Edit Section" for the Basic Information section of the page and scroll down to the Accounting Package Person ID field:
In this field, enter the value that corresponds to that user’s identification number in your organization's Paylocity account. Please ensure that you input this value for all users you plan on including in the export.
Once you’ve entered your detCode for worked time on the Company --> Preferences page, and the Accounting Package ID values for all leave types and employees, you can now run the Paylocity Webpay Payroll Export.
To find the Paylocity Webpay Payroll Export, go to the Company --> Reports page and open up the "Accounting & Payroll" section where you will see the "Paylocity Webpay Payroll Export" option:
Click the name of the report and then “Run Report" to go to the criteria page. Here you can enter the date range and which employee's hours you'd like to include in the export.
(You'll see the option to "label" your exported entries - more information on using our Labelling option can be found here).
Please note: This report will only include approved timesheet data. You will only be able to run it for an entire timesheet period, only data for an approved timesheet will be included in the export. If you run it for a time period that includes part of a timesheet, the hours for the entire timesheet will be included.
Running the Paylocity Webpay Payroll Export will generate a CSV file in a format compatible with your Paylocity software.
The report generates a file that aggregates all approved Time, Overtime, & Time Off data for the people & timesheet range selected on the Report Criteria Page. Each type of time, worked time, overtime, and each individual leave type, is broken out into individual rows.
The column breakdown of the report is as follows:
- Column A → Id
- This corresponds to the Accounting Package Person ID value on each user's Person Details page
- Column B → Det
- The values in this column are always populated to “E,” to indicate “Earnings” in Paylocity
- Column C → detCode
- The values in this column correspond to the detCode for worked time, Overtime paycode for overtime, or Accounting Package ID for each leave type, depending on the type of time included in that row
- Column D → Hours
- The amount of hours corresponding with the type of time included in that row
- Column E → Amount
- This column is left blank by the export
- Column F → Rate
- This column is left blank by the export
- Column G → rateCode
- For rows containing overtime, this column is populated with the overtime pay code.
Once you’ve downloaded the report, you are ready to import directly into Paylocity Webpay! If you need to make manual changes to the report, be sure to not reorder or edit column headers, as this is how Paylocity expects the import to be formatted.
For any questions about importing the Paylocity Webpay Payroll Export CSV into your organization’s Paylocity account, please contact your support representative at Paylocity. For any questions about setting up custom fields or Accounting Package Ideas, or generating the report, you can contact the ClickTime Support Team.