This option only displays for a specific import file type that is controlled by Paychex.
Contact your Paychex representative for your file type.
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This option only displays for a specific import file type that is controlled by Paychex. Contact your Paychex representative for your file type. |
Use Import Setup to import payroll data from a time and attendance system, point-of-sale terminal, or another software package (such as Excel). You must do a one-time setup process that requires you to choose:
the import file format
the fields in your import files, including earnings, and
the order of the fields
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Files cannot be imported unless this setup step is completed. |
File Format
To determine the format of your import file, refer to the documentation accompanying the software that was used to create the file.
Fixed Length Files
A fixed length file is an ASCII file in which each field has a fixed length. For example, if an address field is fixed at 30 characters long, and a particular field only contains 20 characters, 10 blank spaces are inserted in the field so that it has 30 characters.
If a particular field has no data in it, you may need to insert the correct number of spaces in the field. Check the documentation accompanying the application you use to create the file.
Comma Delimited Files
Comma delimited files are ASCII text files in which the values in each record are separated by commas. Files specified as Comma Delimited must follow all of the rules that apply to all files in addition to the following:
If a field is empty, do not fill it with spaces. If you do, it will be read as data when it is converted to a valid import file.
Do not use commas when entering data. The comma indicates the end of a data field and is automatically inserted when saving as a comma delimited file.
Quoted Comma Delimited Files
Comma Delimited files are ASCII text files in which the values in each record are separated by commas. Quotes surround each non-numerical field's data. Files specified as Quoted Comma Delimited files must follow all of the rules that apply to all files and Comma Delimited Files in addition to the following:
Data fields may include quoted fields. However, they do not have to be quoted. This means that a file using Quoted Comma Delimited format must at least conform to the Comma Delimited format rules, plus it may include data fields which are quoted.
In addition to not using commas or a Return/Line feed, note the following rules regarding character sequences:
If you do use quotes, do not use spaces to precede the quotes. Any spaces which precede the beginning quote are ignored.
All characters between a set of quotes will be included with the data. This includes spaces.
Do not include spaces after the last quote. Spaces after the last quote will be ignored.
Header and Trailer Records
Header and trailer records are rows of fixed data on the top and/or bottom of an ASCII file. Not all ASCII files have header or trailer records. If your file has a specific number of header or trailer records, enter those numbers in these fields.
A header record is any record before the actual data records. It may identify the file and contains the file name, date of last update, and other file status data.
A trailer record is any record after the actual data records. It can contain the number of records in the file and other file status data.
Fields
The Available Fields list displays all possible fields that may be in an import file. Choose the fields in your file that you wish to import from this list.
To select a field, highlight the field in the Available Fields list, then click the right arrow to move the field into the Selected Fields section. Employee ID is a required field and is selected for you. The fields must be in the same order as they are in the file you are importing. To modify the order of the fields in the Selected Fields list, highlight the field and click the up and down arrow buttons as needed. To remove a field from the Selected Fields list, click the left arrow button.
