IN BRIEF
The Time Clock feature allows authorized staff members to export locked pay period entries for use with Express Payroll Services. This export creates a CSV file designed to map iClassPro time clock data to Express Payroll import fields. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Employee matching
  • Exported Fields
  • Staff role columns
• Troubleshooting & FAQs
• Related Articles/External Links

Overview

Businesses that use Express Payroll Services can export time clock entries from iClassPro after locking the applicable pay period. The exported file uses the Express Payroll export format and includes staff member identifiers, employee names, regular hours by staff role, and estimated overtime hours.

The file generated when the Express Payroll export file type is selected is specifically designed to map to Express Payroll.

For assistance with completing fields in Express Payroll or with the actual import process, contact Express Payroll support directly.

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Accessing the Feature

1. From the main navigation menu, go to Time Clock.
2. Select Pay Periods from the left-hand menu.
3. Choose the calendar year, then select the locked pay period you want to export.

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Step-by-Step Instructions

1. Review the pay period entries that need to be exported.
   • Confirm that staff member time entries are accurate.
   • Confirm that the pay period has already been locked.
   • Confirm that the correct employees are selected for export.
2. Select Export at the top of the pay period details.
3. Choose Express Payroll as the export file type.
   • This creates a CSV file designed for use with Express Payroll.
   • The exported file uses the staff member’s Time Clock ID as the primary employee identifier.
4. Download the CSV file.
5. Import the CSV file into Express Payroll according to the process provided by Express Payroll support.

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Employee matching

• The primary identifying information used to match a staff member in iClassPro with the same employee in Express Payroll is the Time Clock ID entered on the Time Clock tab of the staff member’s staff details.
• The Time Clock ID in iClassPro must match the employee number in Express Payroll exactly.
• If the Time Clock ID does not match, Express Payroll may not be able to match the exported hours to the correct employee.

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Exported Fields

The generated CSV file includes the following fields:

• Period End
  • Format: MM/DD/YYYY
  • Description: The last date of the pay period being exported
  • Data default: Blank
• EE Number
  • Format: String
  • Description: Express Payroll employee number
  • Data default: Time Clock ID
• EE Name
  • Format: String
  • Description: Name of employee
  • Data default: Firstname Lastname
• EmployeeVendorRefName
  • Format: String
  • Description: Name of employee
  • Data default: Firstname Lastname
• [Staff Role Name/Code]
  • Format: Decimal
  • Description: Hours worked in the specified staff role, shown as a decimal value
  • Data default: Hours rounded to the quarter hour
• OT
  • Format: Decimal
  • Description: Overtime hours, shown as a decimal value
  • Data default: Estimated overtime hours rounded to the quarter hour

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Staff role columns

A separate column will be created for each staff role created under Settings > Setup > Staff Settings > Staff Roles, including columns for built-in administrative roles for paid time off.

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Troubleshooting & FAQs

• Why does the exported file not match staff members correctly in Express Payroll?
  • Confirm that the Time Clock ID on the staff member’s Time Clock tab in iClassPro matches the employee number in Express Payroll exactly.
• Who should help with the Express Payroll import process?
  • Contact Express Payroll support directly for assistance with completing fields in Express Payroll or importing the CSV file.
• Why does the CSV include multiple staff role columns?
  • The System creates a separate column for each staff role configured under Settings > Setup > Staff Settings > Staff Roles, including built-in administrative roles for paid time off.
• Why are regular and overtime hours shown as decimal values?
  • The Express Payroll export uses decimal values for staff role hours and overtime hours. These values are rounded to the quarter hour.
• Can I export a pay period before locking it?
  • No. A pay period must be locked before it can be exported.

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Related Articles/External Links

• How Do I Lock and/or Export Time Clock Entries?
• What is the Time Clock?
• How Do I Configure Time Clock Settings for Staff Members?
• What Staff Permissions are Needed to Use the Time Clock?
• Express Payroll Website

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