Export approved employee hours as a payroll-ready CSV
No payroll connection needed. The hours by employee report exports as a CSV file for a week, a fortnight, four weeks or a quarter: one row per person, with rostered hours, approved worked hours, the difference and leave days.
The sample uses made-up people and hours, in exactly the shape the export writes.What is in the file
Seven columns, one row per person, then a blank line and the period the file covers.
How to export it
- Approve the periodOnly approved hours are counted, so clear the exceptions and approve before exporting.
- Open ReportsChoose one week, a fortnight, four weeks or a quarter, and the week it starts from.
- Export the tableThe hours by employee table has its own export. The file is named for the table, the start date and the number of weeks.
- Hand it onTo whoever runs the pay run. The record stays in Roster Flow, so the same period can be exported again later.
Every other table on the reports screen exports the same way, including lateness, leave taken and the record of payroll sends.
What it is for, and what it is not
- Payroll systems Roster Flow does not connect to, where hours are keyed in or imported
- A bookkeeper who wants one file per pay period
- Your own copy of rostered against worked hours
- A day by day timesheet: the file is a total per person for the period
- Pay rates, penalties or what anybody is paid
- A layout matched to one payroll product’s import
Time and wage records are a legal obligation for Australian employers, and the Fair Work Ombudsman sets out what has to be kept. A CSV is a copy of the hours; the roster to payroll checklist covers what to check before it leaves.
Questions
Which hours are in the export?
Approved hours only. A timesheet still waiting for approval is not counted, so approve the week first and export after.
Can the file go straight into my payroll system?
That depends on the system. The file has one row per employee with decimal hours and plain column names, and there is no column mapping for any particular product, so check what your payroll import expects before relying on it.
Does the file include pay rates or dollar amounts?
No person’s pay rate is in any export. The only dollar figures anywhere in the reports are the estimated cost per venue, worked out from the rates the business entered, and that table says it is an estimate.
How far back can I export?
Any period of one, two, four or thirteen weeks, starting from the week you choose. The records stay in Roster Flow, so an older period can be exported again whenever it is needed.