Uploading Timesheets

 

You can upload timesheets from a file or even by simply sending us an email. The Timesheet Upload feature is designed to let you import timesheet information from a file created by another program, or keyed into a spreadsheet.

There are two different file formats available (see below for details). The Spreadsheet format is easier to use if you want to enter timesheets into a spreadsheet yourself for uploading. The Standard format is better suited to another program interfacing directly to CloudPayroll®.

You can upload a file into your payroll using one of these two options:-

Upload via eMail

Send the file as the body of a plain text email to payByMail@cloudpayroll.com.au. e.g.
    From: someone@somewhere.co.nz
    To: payByMail@cloudpayroll.com.au
    Subject: sample 
    Content-Type: text/plain

    boss,T1,40
    boss,T1.5,3.0,2000
  
Notes: Replace 'sample' with your own organisation's id in the email's Subject, and the file appears as the body of the message, not an attachment.

The From address and Subject are recorded on your Audit Trail, so include additional details in the Subject line to identify exactly where an email originated from. (e.g. the branch or office that emailed their own timesheets into one organisation).

Upload via Web

Select the file using the web form at
https://secure.cloudpayroll.com.au/sample/payroll/enter/upload

(Replace 'sample' with your own organisation's id in the above URL).

 

You can import information from any other program, including:-
  • Timeclock Devices
  • Time Recording Programs
  • Rostering Programs
  • Manual Spreadsheets

 

File Formats

Timesheet File Format - Spreadsheet Format

The File must be in the following format:-
  • The file must be a comma delimited, ASCII file. (Note: This can be easily edited in a spreadsheet, ensure the sheet is saved in CSV (Comma Delimited) format).
  • Each transaction starts on a new line.
  • The first line is a header record containing (all on one line):-
    id, name, T1, T1.5, BON, other, quantity, sickDays, from, to, reason, costCentre, message
  • Names are optional and must not contain commas. (They are ignored - the id identifies the person).
  • The columns "T1", "T1.5" and BON" can be replaced with any other elements, in any order.
  • A row can contain several transactions.
  • A person can have many transactions, split across several rows.
  • Empty fields are acceptable.
  • Leave dates may be in dd/mm/yy or dd-mmm-yy format e.g. 15/1/09 or 15-Jan-09 (Year may be 2 or 4 digits e.g. 09 or 2009)
  • Reasons only apply to leave transactions.
  • If leave dates are not entered, then leave history is recorded as at period end date
  • Blank lines in the file are ignored, as are lines beginning with #.
  • A line starting with 'End of File' indicates remaining lines are ignored.
  • Spaces between comma's, and at the beginning and end of each line are ignored.
  • Quantities can have up to 2 decimal places, rates up to 4.
    (eg. quantity 40, 40.0 or 40.00).
  • If a column starts with a dollar sign ($) it is interpreted as a rate override and paid with a quantity of 1.00.
  • Text in the message column is appended to the person's payslip message.
  • The costCentre, reason and message columns are optional.
e.g.-

 ABCDEFGHI
1 idnameT1T1.5MEALotherquantityfromto
2 bossMATTHEWS John243$10.20AL1615-Jan-200916-Jan-2009

  id,name,T1,T1.5,MEAL,other,quantity,from,to
  boss,MATTHEWS John,24,3,$10.20,AL,16,15-Jan-2009,16-Jan-2009

This pays the person who has the id 'boss' 40 hours Ordinary Time (T1), 3 hours Overtime (T1.5), 1 Meal Allowance (MEAL) at a rate of $10.20, and 16 hours Annual Leave (AL) for 15 to 16 Jan, 2009.

Timesheet File Format - Standard Format

The File must be in the following format:-
  • The file must be a comma delimited, ASCII file.
  • Each transaction starts on a new line.
  • Each line contains the following fields: personId, elementId, quantity.
  • Each line can also, optionally, contain one to six additional fields:
    costCentre, rate, leaveFrom, leaveTo, reason and leaveDays.
  • The cost centre field must be included if the rate field is present.
    (An empty cost centre is acceptable - e.g. boss,1,MEAL,,10.20).
  • Empty fields are acceptable, e.g. boss,T1,40,, is the same as boss,T1,40
  • Leave dates may be in dd/mm/yy or dd-mmm-yy format e.g. 15/1/09 or 15-Jan-09 (Year may be 2 or 4 digits e.g. 09 or 2009)
  • If leave dates are not entered, then leave history is recorded as at period end date
  • Leave days are used if sick, alternative holiday and bereavement leave is recorded in days
  • Blank lines in the file are ignored, as are lines beginning with #.
  • A line starting with 'End of File' indicates remaining lines are ignored.
  • Spaces between comma's, and at the beginning and end of each line are ignored.
  • Quantities can have up to 2 decimal places, rates up to 4.
    (eg. quantity 40, 40.0 or 40.00).
e.g.:-
  boss,T1,40
  boss, T1.5, 3, 2000

  boss,MEAL,1,,10.20
  #Here is the timesheet for Chris
  chris,T1.5,0.5
  chris,AL,8,,,15-Jan-2009
This pays the person who has the id 'boss' 40 hours Ordinary Time (T1), 3 hours Overtime (T1.5) costed to cost centre '2000', and 1 Meal Allowance (MEAL) at a rate of $10.20. It also pays the person who has the id 'chris', 1/2 hour Overtime (T1.5) and 8 hours Annual Leave (AL).