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Payroll Exports

This feature enables Finance Administrators to set up custom export formats for Clipboard's Timesheet export.

This feature enables Finance Admin Users to set up payroll export formats for timesheet exports.

This process requires Finance Admin access. If you are unable to complete any of the steps, please check with your IT Admin.

What is it?

Payroll Exports are a valuable feature offered by Clipboard, providing an efficient way to generate data that can be seamlessly uploaded into your existing payroll system. Different payroll systems often require specific data formats, file types, and variations. With Clipboard’s Timesheets module, you have the flexibility to customise your own Timesheet export to suit the unique needs of your school.

Purpose and Benefits:

Customisation for payroll is now super easy!

The primary purpose of Payroll Exports is to empower you with complete control over your timesheet exports for seamless integration with your payroll system. This feature enables Finance Admin Users to set up payroll export formats specific to their school's requirements, ensuring accuracy and efficiency in the payroll process.

Note: It's important to remember that changes made in Payroll Exports solely impact the Timesheet export file format, and not the timesheet data itself. Finance Admin Users have the ability to access and modify the Payroll Export settings at any time.

How to Create a New Payroll Export Format:

To create a new Payroll Export format, follow these steps:

  1. Navigate to Settings and select Timesheets.

  2. Choose Payroll Exports to access the configuration page.

  3. Click on the Create button to begin.

  4. Provide a name for your Payroll Export and select the appropriate type from the available options (e.g., Micropay, Synergetic, Basic Payroll).

  5. In the table below, you will find various types and their corresponding field options.

Payroll Export Types

Option

Field Selections

ADP

No field choices. Standard ADP format.

Basic Payroll
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Activity Code, Activity, GL Account, Employee ID, First Name, Hours, Surname, Laundry Code, Pay Block, Position Code, Rate, Pay Rate Code

Chris21

No field choices. Standard Chris21 format. Option to use the last date of the Pay Cycle (Use the last date of the Pay Cycle).

ConnX Hours

Clocking Type, Time Clock Device Code, Date of Clocking, Time of Clocking, Cost, Account Code

ConnX Pay Allowances

Entitlement Code, Start DateTime, End DateTime, Units, Cost Account, Is Reversal, Comments

Consolidate Timesheets

Activity Code, Activity, Approved, Approver First Name, Approver Last Name, Flagged, Pay Cycle End, Pay Cycle Start, Non-block Hours, Total Duration, Email, Employee ID, First Name, Last Name.

Hours Entries

Activity Code, Activity, Department Payroll Code, Signed off, Signee First Name, Signee Last Name, Approval Date, Approved, Approved First Name, Approver Last Name, Breaks Duration, and more...

In-depth Hours

Activity Code, Activity, Department Payroll Code, Hours, Minutes, Hours End Time, Amount, Pay Grade Code, Pay Rate, Pay Rate Code, and more...

Micropay

Addition and Deductions or Pay Classes (Proprietary .mif format file for Sage Micropay).

Pay Allowances

Primary Cost Code, Allowance Code, Date, Amount, Employee No.

Preceda Pay34T

No field choices. Standard Preceda Pay34T format.

Synergetic

Payment Method, Tax Amount, Tax Code (Specific .xml export format for schools using Synergetic).

TASS

Employee code, Paycode, Hours/Quantity, Rate per hour, Position code, Rate code, Multiplier, and more

To test your new export, please follow the below instructions under: 'How to test and use your Payroll Export:'

How to Add Fields:

To include additional fields in your export, follow these simple steps:

  1. Scroll to the bottom of the rows while setting up your export columns.

  2. Locate the Add Another field option.

  3. Click on this option to add a new field to your export.

  4. Repeat this process as needed to include all the desired fields. By adding fields, you can expand the scope of your exported data and include more valuable information.
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Utilising Static Values:

Instead of selecting fields, you have the option to choose static values for certain columns. One reason you might need to use a static value is to incorporate a hard-coded requirement for your payroll system.

Here's how:

  1. While setting up your export columns, identify the column where you want to utilise a static value.

  2. Select the option to assign a static value.

  3. Enter the specific value you want to assign to that column.

  4. The static value you enter will be populated in the corresponding column for each row in your export.

  5. This feature is useful when you need to include consistent information across multiple rows in your export.
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Customising Column Names:

Customising column names allows you to personalise the column headers that appear at the top of your exported spreadsheet. As you set up your export, take the opportunity to name your columns according to your preferences. Consider the specific information that each column represents and how you want it to be labelled. By customising the column names, you can reflect the desired titles that accurately describe the data within. Once customised, these column names will appear at the top of your exported spreadsheet, enhancing data comprehension for you and others. With personalised column names, understanding and interpreting your exported data becomes easier and more intuitive.

Achieve this by:

  1. Go to the configuration page of your payroll export

  2. Find the column you wish to change the name of

  3. Go to the column titles Column Name and change this to a personalised title
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How to Change the date Formats:

Note: The date format options are only available for date/time fields.

  1. Select the drop-down menu Date format next to the row.

  2. Access the date format options; see the table below for the options and examples.

  3. Choose the desired date format from the available options.

Your selected date format will be applied instantly.

For example, if you select Consolidated Timesheets; you can change the date format for the approval date.

Date Format

Example

DD-MMM-YYYY

03-Jul-2023

DD/MM/YY

03/07/2023

DD/MM/YY HH:mm:ss

03/07/23 14:35:59

DD/MM/YY h:mma

03/07/23 2:35pm

DD/MM/YYYY

03/07/2023

dddd

Monday

h:mma

2:35pm

h:mm a

2:35 pm

How to Rearrange the Columns of the Payroll Export:

  1. Hover your mouse over the two lines located to the left of the field you wish to move.

  2. Click and hold the mouse button to initiate the drag-and-drop feature.

  3. Move the column to your desired position.

  4. Release the mouse button to drop the column into its new place.

  5. The column will now appear in the order you specified.
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How to Change the Casing (e.g., uppercase, lowercase) of a Specific Column:

  1. Locate the row corresponding to the column you want to modify.

  2. Select the tickbox labelled uppercase next to that row to convert the text within the column to uppercase.

Alternatively, when you don't tick uppercase, the text will be displayed as is.

For instance, if the value of the first name is Jack, ticking uppercase will show JACK , whereas unticking uppercase will show Jack.

How to Remove Unwanted Rows:

  1. Find the row you wish to remove.

  2. Click on the trash can icon next to the row.

  3. Confirm your decision by selecting Delete.

How to Edit your Payroll Export:

  1. Navigate to Settings and select Timesheets.

  2. Choose Payroll Exports to access the Payroll Export configuration page.

  3. Locate the Payroll Export you wish to modify.

  4. Click on the blue pencil icon next to the Payroll Export.

  5. Make the necessary changes to the export.

  6. Once you're satisfied with the modifications, select Save to update the export details. Voila! Your Payroll Export is now updated.
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How to Delete Payroll Exports:

  1. Navigate to Settings and select Timesheets.

  2. Choose Payroll Exports to access the Payroll Export configuration page.

  3. Find the Payroll Export row you want to delete.

  4. Click on the red trash can icon located next to the corresponding export.

  5. Confirm your decision by selecting Delete. Your unwanted Payroll Export will be removed from your records.
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How to Test and Use your Payroll Export:

  1. Go to the Timesheets page.

  2. Click on More to reveal additional options.

  3. Select Export

  4. In the file format dropdown menu, choose the format that best suits your export requirements.

  5. Once you've made your selection and confirmed the other filters, proceed with the export. Check out your downloaded export!

For more details, read our article Exporting Timesheets.


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