Time Clock Integration accepts two file formats: SurePayroll file format and Paychex Preview format. See Appendix A for the specifications for these file formats. The majority of time clock vendors are able to export time and attendance information into one of these formats.
Sure Payroll File Layout
- The export file requires a two-line header
- First line is always: TC
- Second line is always: 00001
- This export file should be a comma-delimited format with the *.csv extension.
The tables below list the fields that are compatible with the SurePayroll file format for Time Clock Integration. A sample file export in Notepad is included. The earning codes are already defined, while the employee numbers are user defined.
Header Record—Must be on two separate lines. Cannot be on one line separated by a space or comma.
| Field Name | Min Length | Max Length | Type | Value |
| File Type | 2 | 2 | Alphanumeric | TC |
| Version | 5 | 5 | Numeric | 00001 |
Detail Record—Separated by comma (comma delimited).
| Field Name | Min Length | Max Length | Type | Value |
| Entry Date | 8 | 10 | Date (mm/dd/yyyy) | 4/15/2009 |
| Employee Number | 1 | 10 | Alphanumeric | 0000000001 |
| Last Name | 1 | 30 | Alphanumeric | Smith |
| First Name | 1 | 30 | Alphanumeric | John |
| Payroll Code | 2 | 2 | Alphanumeric | 01 |
| Hours | 1 | 6 | Numeric, 2 decimals | 30.50 |
Paychex Preview File Layout
The Year, Month, and Day fields are required, as are the Employee Number, the Earning or deduction Code, and the Hours fields. No other fields are required for successful integration with online payroll.
The date will always be the last day of the payroll period in “YYMMDD” format.
The export file needs to be in text (*.txt) format.
| Field Name | Position | Length | Type |
| Employee Number | 1 – 6 | 6 | Alphanumeric |
| Name | 7 – 31 | 25 | Always Blank Filled |
| D/E | 51 | 1 | “D” or “E” |
| Earning or Deduction Code | 52 – 53 | 2 | Alphanumeric |
| Override Rate | 54 – 62 | 9 | *Numeric, 3 decimals |
| Hours | 63 – 70 | 8 | *Numeric, 2 decimals |
| Year | 71 – 72 | 2 | Numeric |
| Month | 73 – 74 (75 – 76) | 2 | Numeric |
| Day | 75 – 76 (77 – 78) | 2 | Numeric |
| Social Security # | 117 – 127 (119 – 129) | 11 | ###-##-#### |