Exporting Timesheets to Run Payroll (USA)

TABLE OF CONTENTS

• What is the feature?
• Why is the feature needed?
• How does the feature work?
• Specifications in the formats of different Payroll software

This guide will help you export timesheets in a format that can be uploaded to your third party payroll software.

What is the feature?

For employees working in the USA whose payroll may be run in a third party payroll software, we are providing an option to export Timesheets in the format of the below 5 payroll software:

1. Quickbooks

2. Gusto

3. Paylocity

4. Paychex

5. Paycom

You can select a payroll software, input export codes and generate a report in the selected software's format. This can then be uploaded into the payroll software to run payroll. 

If you use any other payroll software apart from these 5, then you can select the 'Others' option from the drop down and get a download of the timesheet hours along with the employees' job details like Legal entity, Business Unit, Department, Location and Worker type. 

Why is the feature needed?

In the USA, timesheets are used to run payroll for employees. Employees may have annual salary or hourly salary. Employees with hourly salary are paid based on the number of hours of timesheets multiplied by their hourly rate. 

Since organizations in the USA may be using other payroll softwares to run their employee's payroll, we are providing export of timesheets in the format of 5 payroll software, so timesheets from keka can be used to run payroll. 

How does the feature work?

Navigate to Project >> Finances >> Settings >> Timesheet for Payroll and click on 'Export Timesheets'. From this page, select the payroll software from the drop down. 

Once a payroll software is selected, you will then see the option to input export codes to be shown in the timesheets export. The different export code options are given below:

1. You can input export code for regular timesheet hours. By default the code is 'Regular'.

2. You can input the code for over time timesheet hours above a certain number of hours. You can have up to 5 conditions for overtime hours for regular days.

3. To input export code for weekly offs, you need to first check 'Consider hours logged on 'Select days' as overtime and paid as export code '_______'. Then you can select the days which are weekly offs for the employees and input the export code for timesheet hours logged on weekly offs.

4. To input export code for holidays, you need to first check 'Consider hours logged on holidays as overtime and paid as export code '________'. Then you can input the desired export code.

Regular timesheet hours are the hours that are under the overtime hours. For example, if there's a condition that 'Work hours above 8 hours are overtime with export code OT' then timesheet hours up to 8 hours are considered Regular hours. 

The export codes that are input do not get saved. The codes will need to be inputted each time you generate the report. 

Once the payroll software is selected and the export codes are entered, you can preview the report and download it. This can then be uploaded to the respective payroll software. Currently you can download the export in excel or PDF format.

Specifications in the formats of different Payroll software:

1. Quickbooks online: Quickbooks does not take input of leave hours and overtime hours. Hence we have hidden the option to input export codes for Quickbooks.

Quickbooks online does not allow direct import of timesheet hours. To import timesheet hours to Quickbooks online, you will first need to integrate an importer tool with Quickbooks. You can find the list of available importer tools from the Apps section in Quickbooks.                                                                      Once you have selected an importer tool, you will then need to open the tool and upload the timesheets import to the tool. The timesheets will then be uploaded to Quickbooks online from the importer tool.

2. Paylocity: Paylocity has a column called 'Det' which is hard coded to E. Here 'E' means earnings. As salary of an employee is their earnings, and the timesheet hours are used to calculate earnings, we are marking timesheet hours as E. Paylocity export will also contain leave hours along with timesheet hours if the employees are on leave during the selected duration.

3. Paychex: For Paychex export, the customer will need to input a company/client ID which matches with their company ID that they have added in the Paychex software. 

4. Gusto: For Gusto, each timesheet hour type such as Regular hours, overtime, leave etc. will appear as separate columns. The summary of hours under each column will be populated for the selected date range.

5. Paycom: Paycom export will also contain leave hours along with timesheet hours  if the employees are on leave during the selected duration.