In this article, we'll cover
- how to access the CSV import tool
- how to download and fill in the hours template
- how to upload and import your hours
- what to expect after a successful import
- some common FAQs
The CSV import tool lets you add hours for all employees in a pay group at once, saving you from entering hours one by one. It's available during the Hours and incomes step of running payroll.
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On the Hours and incomes page, click the Hours dropdown button in the top-right corner of the employee table.
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Select Import hours (CSV) from the dropdown menu.
This will open the Import hours from a CSV side window.
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Click Download CSV template to get a pre-populated spreadsheet for your pay group.
Open it in Excel, Google Sheets, or any other spreadsheet application.The template will include a row for each employee and their job, with the following columns:
- Employee ID and Employee Name, pre-filled; do not edit
- Job ID and Job Name, pre-filled; do not edit
- All income codes with hours and calculated amounts such as regular pay and overtime — enter the applicable hours for each employee in these columns. You may need to scroll to the right to see all codes.
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Fill in the hours for each employee you want to import hours for, then save the file.
Important rules when filling in the template:
- Do not delete columns or change the column headers
- Do not edit the ID columns. The system uses them to identify employees and jobs
- All numeric values entered will override any existing data for that employee
- Use periods (not commas) for decimal values
- This template is for hours only. It does not include earnings
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Back in the Import hours from a CSV side window, drag your completed file into the upload area, or click Upload from your computer to browse for it.
Supports .csv files up to 5 MB.Wagepoint will automatically check your file for errors. If everything looks good, you'll see a confirmation message showing how many records (Employees with hours) are ready to be imported.
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Click Import hours.
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You'll see an error message identifying the affected row and employee, along with a description of the problem. Fix the issue in your CSV file and re-upload it before continuing.
A common example is entering hours using a colon instead of a decimal point. If an employee worked 8 hours and 30 minutes, the correct format is 8.5. Entering it as 8:30 will result in the above error. Always use a period for decimal values (for example, 7.75 for 7 hours and 45 minutes).
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In the confirmation window, click Import hours again to confirm.
You'll be returned to the Hours and incomes page, where your imported hours will now appear in the table. The Total hours and Regular hours columns will reflect the values from your CSV.
You can hover over an employee's Total hours value to see a breakdown of the hour types that make up that total (for example, Regular Hours and Vacation Hours).
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Review the hours for each employee, then click Continue to continue with your payroll processing.
FAQs: Import hours (CSV)
- Yes! Employees who have multiple jobs will show up in the CSV file with each job on its own line.
- Yes! If you do not enter hours for an employee in the CSV file, nothing will import for that employee, leaving any existing entered hours as is.
- Yes! You can adjust a salaried employee's hours in the CSV file, and their pay will increase or decrease to reflect the change in hours. The same is true for fixed hourly employees.
- Only incomes created as hourly rates with calculated amounts will show on the file. This includes any custom income codes created using hours and calculated amounts, as well as the default calculated codes such as regular pay and overtime.
- No. As long as there have been no changes to your employees or income codes, you can reuse the same template.
Still have questions? You can connect with our friendly Canadian payroll specialists by sending an email to support@wagepoint.com. Another option is phone support at 1-877-757-2272, but we recommend emailing in your question for a quicker response.