Payroll Exports Explained
A payroll export moves information from your timekeeping system into a format your payroll platform can import. It supports payroll preparation. Your payroll provider handles processing, including the payroll functions provided through your service. A reliable export depends on accurate source records, compatible formatting and a review of the import results.
Confirm what your payroll platform requires
Ask your payroll provider for its current import specifications or a sample file. Confirm the accepted file format, the required columns and their order, employee identifiers and pay codes. Check date and number formats, how the platform expects you to represent hours and other supported values, and how it reports rejected records.
Use your provider's documented specifications. Do not recreate a file from memory.
Map information between systems
Mapping defines how information in your timekeeping system corresponds to information in payroll. Verify that each record matches the correct employee in payroll and that each time category maps to the intended payroll code. Check that hours and other values use the format and units the receiving platform expects, and that the export contains the intended date range. Where the platform requires them, confirm that department or location codes match.
Confirm which system is responsible for calculations and transformations. Avoid applying the same adjustment in both.
Review time records before exporting
Complete your established timecard review process first. Check for missing punches, unresolved corrections, incorrect assignments or codes, incomplete approvals and unexpected differences from scheduled time.
An export can transfer an error just as easily as an accurate record.
Test the file before you rely on it
When you introduce an export or change its format, test representative records using your payroll provider's recommended process. Include different time categories and any relevant departments or locations.
Compare the source information with the imported results, and resolve differences before you use the export for a full payroll cycle.
Verify each import
A successful file upload does not necessarily mean the platform accepted every record correctly. Review rejected records or warnings, employee matches, imported hours and pay codes, and totals by relevant category. Look for unexpected omissions or duplicates.
If a file needs correction, confirm how to replace or reverse the earlier import before you upload it again.
Document the process
Write a short procedure that identifies who prepares the export, who reviews it and who imports it. Note where you securely store approved files, how you resolve errors, and who provides backup when the usual owner is unavailable.
Recheck the process whenever either system's configuration changes.
Your payroll export checklist
Nine items to confirm every cycle:
- Obtain the payroll platform’s import requirements.
- Verify identifiers, codes, and formats.
- Confirm calculation responsibilities.
- Complete timecard reviews.
- Select the correct pay period.
- Test new or changed formats.
- Review import warnings and results.
- Reconcile totals and investigate differences.
- Document corrections and retain records appropriately.
VAIRKKO prepares payroll exports for import into your payroll platform. VAIRKKO can create custom exports to match your platform's import requirements at an additional cost. Your payroll provider handles payroll processing. Simplify the connection between timekeeping and payroll. Book a demo to discuss VAIRKKO's export options.