ClickTime’s TRAXPayroll Export offers an easy way to export approved timesheet data out of ClickTime and into TRAXPayroll for the purpose of running payroll. Our TRAXPayroll Export generates a comma-separated value (CSV) file that complies with TRAXPayroll’s timesheet import format, making the process of running payroll on your ClickTime data as seamless as possible.
In order to use this report, you will need to know your TRAXPayroll Code, as well as the codes for all Leave Types and all Employees. If you do not know these values, please check with your representative at Paylocity so you can enter the correct codes into ClickTime.
Please also note that this report can only be run/downloaded by someone with Administrative access to ClickTime.
Before you can run Paychex Payroll Export, you will need to first configure your account with the necessary information.
The first step is to configure your company's code for worked time, which enables TRAXPayroll to identify 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 TRAXPayroll to indicate worked time. Once you know this value, you can create a custom field in ClickTime to store this information.
To begin adding the custom field, go to the Company --> Preferences --> Custom Fields page:
and then click “Add Custom Field” in the upper right hand corner. Once here, set the following fields to these values:
- Custom Field Name: TRAXPayroll Code
- Display Name: TRAXPayroll Code
- 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 TRAXPayroll Code custom field, you can go to the Company --> Preferences page to enter this values into the custom fields. To do so, follow these steps:
- Navigate to Company > Preferences
- Scroll down to the Custom Fields section, where you will see the newly created field
- Enter your TRAXPayroll Code
The next step is to add “Accounting Package ID” values to all your Leave Types you plan on exporting. This step is necessary in order to be able to execute the report.
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 TRAXPayroll account. This ensures that Time Off in ClickTime will be properly mapped to the corresponding time off type in TRAXPayroll.
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, start by navigating to Company --> Preferences --> Leave Types page:
Once here, find the Leave Type you need to configure, and click the Pencil icon on the right hand side of the screen. Then click "Edit Section" for Basic Information section and you will see the Accounting Package ID field, as shown here:
Enter the value corresponding to the Pay Component for this time off type in your organization’s TRAXPayroll account and click "Update". Repeat this for all the leave types you will be exporting from ClickTime.
Last you will need to configure the users in your account so that the export can successfully map employees in ClickTime to their corresponding profiles in TRAXPayroll. To do this, start by going to the Company --> People page.
Once you are here, click into the Person Details page by clicking the pencil icon for the user you want to update. Click the “Edit Section” button on the Basic Information page, and scroll down to the Accounting Package Person ID field:
In this field, input the value that corresponds to that user’s identification number in your organization's TRAXPayroll account. Please ensure that you input this value for all users you plan on including in the export.
Once you’ve entered your TRAXPayroll Code for worked time, and the Accounting Package ID values for all leave types and employees, you can now run the TRAXPayroll Export.
To find the TRAXPayroll Export, navigate to the Company --> Reports page, then scroll down to the Accounting & Payroll section of the page. There you will find the listing for the TRAXPayroll Export.”
When you’re ready to begin the export, click the name of the report, and then “Run Report.” This will bring you to the Report Criteria Page, where you will be able to filter the export to include exactly the information you are looking for.
On this page, you may select the timesheet period, people, divisions, and employment types you would like to filter into the report. More details about filtering options on this page can be found here).
Additionally, on this page you may choose to label exported timesheets, so you can filter out labeled timesheets in future exports. To learn more about labeling, please see this help article).
Please note: This report will only include approved timesheet data. As such, the report can only be run on entire timesheet periods, and only approved timesheets within that period will be included in the export.
Running the TRAXPayroll Export will generate a CSV file in a format compatible with your TRAXPayroll 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 leave type is broken out into separate rows.
The column breakdown of the report is as follows:
- Column A → Employee Number
- This corresponds to the Employee Number value on each user's Person Details page
- Column B → Hour Type
- The values in this column correspond to the TRAXPayroll Code 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 C → Hours
- The amount of hours corresponding with the type of time included in that row.
- Column D → Job Code
- This column is left blank by the export, but can be manually edited prior to importing into TRAXPayroll.
Once you’ve downloaded the report, you are ready to import directly into TRAXPayroll! If you need to make manual changes to the report, be sure to not reorder or edit column headers, as this is how TRAXPayroll expects the import to be formatted.
For any questions about importing the TRAXPayroll Export CSV into your organization’s TRAXPayroll account, please contact your support representative at TRAXPayroll. For any questions about running the report, or configuring your account, please contact ClickTime Support.