Export Payroll Data to Checkwriters

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

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

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

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

You can jump to a section:

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

Before you begin: Configure Checkwriters values in ClickTime

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

• Checkwriters Code (Company custom field) — the code Checkwriters uses to represent regular worked time.
• Leave Type Accounting Package ID — codes that map each ClickTime Leave Type to a Checkwriters earning or time-off code.
• Accounting Package Person ID — the value that links each ClickTime person to the correct employee in Checkwriters (used as the Emp ID in the export).

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

Set the Checkwriters Code for worked time

The Checkwriters Code for worked time is the code Checkwriters uses to represent regular hours. This enables Checkwriters to identify worked time from ClickTime when you import the export file. If you do not know this value, please contact your Checkwriters 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: Checkwriters Code
   • Display Name: Checkwriters Code
   • Type: Text
   • Association: Company
4. Click Save.

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

Next, set the Checkwriters Code value:

1. Go to Company → Preferences.
2. Scroll to the Custom Fields section.
3. Find the Checkwriters Code field and enter your company’s worked-time code from Checkwriters.
4. Click Save.
   

Leave Type Accounting Package IDs

The Checkwriters Payroll Export uses each Leave Type’s Accounting Package ID to populate the Code column for time off rows. This value should correspond to the code for that time off type in your organization’s Checkwriters account.

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 corresponding to the Checkwriters code for this time off type.
5. Click Update to save.
   

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

People: Accounting Package Person IDs

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

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

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

Running the Checkwriters Payroll Export

Once your Checkwriters Code, Leave Types, and Accounting Package Person IDs are configured, you can generate the Checkwriters payroll export.

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

On the report criteria page, you can choose:

• The timesheet period to export.
• Which people, divisions, and 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. To learn more about labeling, see Labels.

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

Columns in the Checkwriters export file

Running the Checkwriters Payroll Export generates a CSV file in a format compatible with Checkwriters. 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 – Name
  • The name of the employee whose time is included in this row.
• Column B – Emp ID
  • Populated from the Accounting Package Person ID field on the Person Details page.
• Column C – E/D
  • Always populated as E to indicate earnings.
• Column D – Code
  • For worked time rows, this is your company’s Checkwriters Code (Company-level custom field). For overtime rows, this is the overtime code defined in Checkwriters. For time off rows, this is the Accounting Package ID from the corresponding Leave Type.
• Column E – Hours
  • The number of hours corresponding to the type of time in that row (worked, overtime, or a specific leave type).
• Column F – Rate
  • Left blank by ClickTime. You may optionally fill this in before importing into Checkwriters.
• Column G – Dept Code
  • Left blank by ClickTime. You may optionally fill this in before importing into Checkwriters.

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

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