Export Payroll Data to TraxPayroll

The TRAXPayroll Export report lets you export approved timesheet data from ClickTime into a CSV file formatted for TRAXPayroll’s timesheet import. Once configured, it provides a repeatable way to move worked time and time off from ClickTime into TRAXPayroll for payroll processing.

Who this is for: Administrators who run payroll and need to move approved time and time off from ClickTime into TRAXPayroll.

Requirements: You must be a ClickTime Administrator to run this report. You will also need your organization’s TRAXPayroll worked-time code, the pay codes for each Leave Type you want to export, and each employee’s TRAXPayroll Employee Number.

Where to find it: Go to Company → Reports, then open the Accounting & Payroll Exports section and choose TRAXPayroll Export.

You can jump to a section:

• Before you begin: Configure TRAXPayroll values in ClickTime
• Set the TRAXPayroll Code for worked time
• Add Accounting Package IDs to Leave Types
• Add Employee Numbers to people
• Running the TRAXPayroll Export
• Columns in the TRAXPayroll export file

Before you begin: Configure TRAXPayroll values in ClickTime

Before you can run the TRAXPayroll Export, your ClickTime account must be configured with the TRAXPayroll values that identify worked time, leave types, and employees:

• TRAXPayroll Code (Company custom field) — the pay code used in TRAXPayroll for regular worked time.
• Leave Type Accounting Package ID — codes that map each ClickTime Leave Type to a pay code in TRAXPayroll.
• Accounting Package Person ID / Employee Number — the value stored in the Accounting Package Person ID field in ClickTime, which is used as the Employee Number in TRAXPayroll.

Once these are set up, you can generate TRAXPayroll-compatible payroll files for any approved timesheet period.

Set the TRAXPayroll Code for worked time

The TRAXPayroll Code for worked time is the pay code TRAXPayroll uses to represent regular hours (for example, a REG or hourly code). If you do not know this value, please contact your TRAXPayroll or Paylocity representative.

In ClickTime, this value is stored in a Company-level Custom Field.

1. Go to Company → Preferences → Custom Fields.
   
2. Click Add Custom Field in the upper-right corner.
   
3. Configure the new field exactly as follows (values are case-sensitive):
   • Custom Field Name: TRAXPayroll Code
   • Display Name: TRAXPayroll Code
   • Type: Text
   • Association: Company
4. Click Save.

Important: The Custom Field Name and Display Name must match the values above exactly (including capitalization) for the TRAXPayroll Export to work correctly.

Next, set the TRAXPayroll Code value:

1. Go to Company → Preferences.
2. Scroll to the Custom Fields section.
3. Find the TRAXPayroll Code field and enter your worked-time pay code from TRAXPayroll.
4. Save your changes.
   

Add Accounting Package IDs to Leave Types

The TRAXPayroll Export uses each Leave Type’s Accounting Package ID to populate the Hour Type for time off rows. This code should match the pay code TRAXPayroll expects for that time off type.

We recommend configuring all active Leave Types you may export (Approval Required, Approval Not Required, Company Holidays, Externally Managed) so the report can run successfully for any approved timesheet period.

To configure Accounting Package IDs for Leave Types:

1. Go to Company → Preferences → Leave Types.
   
2. Find a Leave Type you plan to export and click the edit (pencil) icon.
3. In the Leave Type details, click Edit Section for Basic Information and locate the Accounting Package ID field.
4. Enter the code that matches the pay code for this time off type in TRAXPayroll.
5. Click Update to save.
   

Repeat these steps for every Leave Type you want to include in the TRAXPayroll Export.

Important: The export will fail if it encounters a time off entry for a Leave Type that does not have an Accounting Package ID, even if that Leave Type is inactive.

Add Employee Numbers to people

The Accounting Package Person ID on each person’s record is used as the Employee Number in the TRAXPayroll export. This should match the employee identifier in TRAXPayroll.

If your account also uses ClickTime’s separate Employee Number field, note that the TRAXPayroll Export does not read that field — it only uses the value in Accounting Package Person ID.

To configure this for each person you plan to include in the export:

1. Go to Company → People and click the edit (pencil) icon for a person.
2. On the Person Details page, click Edit Section for Basic Information.
3. Scroll to the Accounting Package Person ID field and enter the employee’s TRAXPayroll Employee Number.
4. Click Update to save.

Make sure you enter this value for every person you plan to export. In the TRAXPayroll export file, this value appears in the Employee Number column.

Running the TRAXPayroll Export

Once your TRAXPayroll Code, Leave Types, and Person IDs are configured, you can generate the TRAXPayroll export.

1. Go to Company → Reports.
2. Open the Accounting & Payroll Exports section.
3. Click TRAXPayroll Export, then click Run Report.

This opens the report criteria page, where you can select:

• The timesheet period to export (for example, a weekly or biweekly period).
• Which people, divisions, or employment types to include.

For more detail on these options, see Understanding the Report Center.

You can also use Labels to avoid exporting the same approved timesheets more than once:

• Mark exported entries as: Apply a label to all timesheets included in this run.
• Don't include entries already marked as: Exclude previously-labeled timesheets from future exports.

For more information on labels, see Labels.

Important: This report only includes approved timesheet data. It can only be run for complete timesheet periods, and only approved timesheets in that period will be included in the export.

Columns in the TRAXPayroll export file

The TRAXPayroll Export generates a CSV file in a format compatible with TRAXPayroll. The report aggregates all approved worked time, overtime, and time off for the people and timesheet period you selected. Each row represents one combination of employee + hour type.

The columns are:

• Column A – Employee Number
  • Populated from the Accounting Package Person ID field on the Person Details page. This value is used as the Employee Number in TRAXPayroll.
• Column B – Hour Type
  • For worked time rows, this is your TRAXPayroll Code (Company-level custom field).
  • For overtime rows, this is the overtime pay code defined in TRAXPayroll.
  • For time off rows, this is the Accounting Package ID from the corresponding Leave Type.
• Column C – Hours
  • The total number of hours for that employee and hour type within the exported timesheet period.
• Column D – Job Code
  • Left blank by ClickTime. You may optionally fill this in before importing the file into TRAXPayroll.

Once you’ve downloaded the CSV file, you can import it directly into TRAXPayroll. If you need to make manual changes, do not rename the column headers or change their order, as TRAXPayroll expects this specific layout.

Need help? For questions about importing the CSV into your organization’s TRAXPayroll environment, please contact your TRAXPayroll / Paylocity support representative. For help configuring the export or troubleshooting issues in ClickTime, please contact ClickTime Support.