The external timesheet take-on is used to import employee timesheets from sources outside of payroll.

Upload timesheets for the current payroll period before running the payroll validation task. This ensures they appear in the Timesheets Current Period screen.

If you add timesheets after validation, re-run the payroll validation task.

You can enter timesheet data as hours, days, cash values, or units, depending on your pay code setup. Upload files in CSV (recommended) or fixed file format.

To do this, follow the steps in the relevant section below.

Portal

To upload an external timesheet takeon in portal, follow the steps below.

Create your file in CSV (recommended) or a fixed file format.

This table describes the fields available for loading in the external timesheet take-on. The order of the fields is critical and should be aligned with this document. The table highlights which fields are mandatory, conditionally required, or optional.

Order	Field	Comment	Format	Mandatory
1	Pay Group	Must be a valid CorePay pay group.	Integer 4	Yes
2	Employee Number	Employee must be a valid employee who exists in the specified pay group.	Character 10	Yes
3	Transaction Date	Payroll transaction date: this date must be on or before the payroll week end date for the current payroll period, e.g. 05-May-08.	Date DD-MON-YY	Yes
4	Pay Code	Payroll Pay Code: this signifies whether the timesheet is a deduction or an allowance, hours, days or value etc. It must be a valid payroll pay code.	Integer 4	Yes
5	Hours / Days / Value	This field represents the value for value pay codes hours for hourly pay codes days for daily pay codes. By default the value specified here is assumed to contain 4 decimal places e.g. 12.3456 is specified as 123456 but if you want to enter the actual amounts e.g. 12.3456 then this can also be facilitated in Version XXX of the form and would need to be configured using the System Configuration Screen field External Timesheet Taken Divisor. If entering a negative value in column 5, the pay code in question must be set up with a minimum value less than or equal to this e.g. value entered -500000, minimum value on pay code must be -50 or less, otherwise data will not load.	Integer 12	Yes
6	Cost Centre	This should only contain a value if the timesheet cost centre is different to the employee’s home cost centre, i.e. if you were to cost the timesheet for the employee to a different cost centre.	Character 13	No
7	Position	This should only contain a value if the timesheet is not to be valued using the employee’s own position/point. Both POSITION and POINT must contain a value or both must be blank.	Character 6	No
8	Point	This should only contain a value if the timesheet is not to be valued using the employee’s own position/point. Both POSITION and POINT must contain a value or both must be blank.	Integer 4	No
9	Holiday Periods	This should only contain a value if the employee is going on holidays for a number of periods. It should only be specified for holiday pay codes, i.e. pay codes on the payroll with holiday indicator set to ‘H’.	Integer 2	No
10	Status	This field should be zero filled. This field is then used in steps to validate the information passed in. It is subsequently updated on any records where an error occurs during the load.	Integer 2	Yes
11	Project	This is an optional field for project code. This should only contain a value if the timesheet project code is different to the employee’s home project code, i.e. if you were to cost the timesheet for the employee to a different project code.	Character 13	Only Included in file if checked under Data File Columns
12	Expense	This is an optional field for Expense code. This should only contain a value if the option Expense has been checked under Data File Optional Items.	Integer 8	Only Included in file if checked under Data File Columns
13	Sub-Category	This is an optional field for Sub-Category. This should only contain a value if the option Sub-Category has been checked under Data File Optional Items.	Char 4	Only Included in file if checked under Data File Columns
14	Appointment ID	This is an optional field for Appointment ID. This should only contain a value if the option Appointment ID has been checked under Data File Optional Items.	Character 13	Only Included in file if checked under Data File Columns
15	Hourly Rate Of Pay	This is an optional field for Rate of Pay. This should only contain a value if the option Rate of Pay has been checked under Data File Optional Items.	Integer 12	Only Included in file if checked under Data File Columns. If an hourly rate of pay is specified here then the system (Pay300) will not try to derive an employee’s rate but will use this and multiply by hours to give the value.

2. From the dashboard menu, select Payroll Dashboard.

3. Click Uploads then click Employee Uploads.

4. Click External Timesheet Takeon.

5. From the FileFormat drop-down menu, select a file format.

6. Click Data File Columns (Optional).

🤓Tip: This allows you to include optional columns. Any additional data file columns included will need to be added to the file before uploading.

7. To locate and upload the external timesheet file, click Browse.

8. To complete the upload, click OK.

View timesheet report

The system generates a report automatically upon completion. To view your timesheet report, navigate to the Report Centre. The Report Centre displays the most recent version of the file.

Any updates or reloaded versions will overwrite the previous report.

The report includes the following details:

A list of all generated timesheets.
A list of validation errors encountered during processing.
A list of duplicate timesheet entries: The system defines a duplicate as any transaction with the same pay code, value, and transaction date as a previous entry. It rejects all duplicate transactions, even if submitted in a different payroll period.
A list of warning messages that highlight missing or incorrect reference data (e.g., Cost Centre, Project, Pay Group, Pay Code, etc.)

📌NOTE: If you receive the message "An error has occurred, please try again," check the file name; the system does not accept an apostrophe (') in the title.