Export Payroll Data to Paylocity WebPay

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

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

Requirements: You must be a ClickTime Administrator to run this report. You will also need your organization’s Paylocity Company Code / worked-time detCode, the pay codes for each Leave Type you want to export, and each employee’s Paylocity employee identifier.

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

You can jump to a section:

• Before you begin: Configure Paylocity values in ClickTime
• Set the detCode for worked time
• Add Accounting Package IDs to Leave Types
• Add Accounting Package Person IDs to people
• Running the Paylocity Webpay Payroll Export
• Columns in the Paylocity export file

Before you begin: Configure Paylocity values in ClickTime

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

• detCode (Company custom field) — the code Paylocity uses for regular worked time.
• Leave Type Accounting Package ID — codes that map each ClickTime Leave Type to a pay code in Paylocity.
• Accounting Package Person ID — the value that links each ClickTime person to the correct employee in Paylocity (used as the Id column in the export).

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

Set the detCode for worked time

The company-level detCode is the code Paylocity uses to represent regular worked hours. This enables Paylocity Webpay to recognize worked time from ClickTime when you import the export file. If you do not know this value, please contact your 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. Set the following values (these are case-sensitive and must match exactly):
   • Custom Field Name: detCode
   • Display Name: detCode
   • Type: Text
   • Association: Company
4. Click Save.

Important: The Custom Field Name and Display Name must both be exactly detCode (including capitalization) for the Paylocity export to work correctly.

Next, set the detCode value:

1. Go to Company → Preferences.
2. Scroll to the Custom Fields section.
3. Find the detCode field and enter your company’s worked-time detCode from Paylocity.
4. Click Save at the top or bottom of the page.
   

Add Accounting Package IDs to Leave Types

The Paylocity export uses each Leave Type’s Accounting Package ID to populate the detCode for time off rows. This code should match the pay code Paylocity 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 value that corresponds to the Paylocity pay code (detCode or other earning code) for this time off type.
5. Click Update to save.
   

Repeat these steps for every Leave Type you want to include in the Paylocity 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 Accounting Package Person IDs to people

The Accounting Package Person ID on each person’s record is used as the Id column in the Paylocity export. This should match the employee identifier in your Paylocity Webpay account.

If your account also uses ClickTime’s separate Employee Number field, note that the Paylocity Webpay Payroll 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 Paylocity employee identifier.
4. Click Update to save.
   

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

Running the Paylocity Webpay Payroll Export

Once your company detCode, Leave Types, and Accounting Package Person IDs are configured, you can generate the Paylocity Webpay export.

1. Go to Company → Reports.
2. Open the Accounting & Payroll Exports section and locate Paylocity Webpay Payroll Export.
3. Click the report name, then click Run Report to open the criteria page.

On the report criteria page, you can choose:

• The timesheet period or date range to export.
• Which people, divisions, and employment types to include.

You will also see options to label exported entries, so you can avoid exporting the same approved timesheets more than once. For more information on labels, see Labels.

Important: This report only includes approved timesheet data. You can only run it for complete timesheet periods, and only data from approved timesheets in that period will be included. If you run it for dates that overlap part of a timesheet period, hours for the entire approved timesheet will be included.

Columns in the Paylocity export file

Running the Paylocity Webpay Payroll Export generates a CSV file in a format compatible with Paylocity Webpay. 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 + time type (worked, overtime, or a specific leave type).

The columns are:

• Column A – Id
  • Populated from the Accounting Package Person ID field on the Person Details page. This is used as the employee identifier in Paylocity.
• Column B – Det
  • Always populated as E to indicate “Earnings” in Paylocity.
• Column C – detCode
  • For worked time rows, this is your company’s worked-time detCode (Company-level custom field).
  • For overtime rows, this is the overtime pay code defined in Paylocity.
  • For time off rows, this is the Accounting Package ID from the corresponding Leave Type (mapped to a Paylocity time-off code).
• Column D – Hours
  • The number of hours corresponding to the type of time in that row (worked, overtime, or a specific leave type).
• Column E – Amount
  • Left blank by the export. You may optionally fill this in before importing into Paylocity.
• Column F – Rate
  • Left blank by the export. You may optionally fill this in before importing into Paylocity.
• Column G – rateCode
  • For rows containing overtime, this column is populated with the overtime rate code from Paylocity. For non-overtime rows, this field is typically left blank.

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

Need help? For questions about importing the CSV into your organization’s Paylocity Webpay account, please contact your Paylocity support representative. For help configuring custom fields, Accounting Package IDs, or troubleshooting the export in ClickTime, please contact ClickTime Support.