Heartland offers several options for importing payroll data. The simplest option is using our Time Import Spreadsheet. If you have your own file that you want to import, see the Importing Payroll: CSV or Importing Payroll: Fixed Format File.

What is a Time Import Spreadsheet?

• Spreadsheet to use to input payroll processing data (hours, dollars, etc.).
• Spreadsheet can be imported into Heartland, so the payroll does not have to be hand-keyed.
• Can be generated from Heartland at any time with current employee data as well as earning and deduction codes.

When do you need a new spreadsheet?

If there are any of the following changes, you will want to generate a new spreadsheet:

• New Hires
• Changes to Employees
• Earning/Deduction Codes
• Pay Rate / Salary Updates

How to create a Time Import Spreadsheet

1. Go to Payroll → Schedule → Current Payroll

2. Select View Time Import Spreadsheet

3. Select desired Time Entry Template from drop-down (usually Regular)

4. Select View Time Import Spreadsheet

5. The spreadsheet will then download (Excel file) 

Complete the Time Import Spreadsheet

Input the hours and/or dollars under the earnings and deductions listed on the spreadsheet. Don’t modify any of the headers, these tell the system how to read the import, and they must be formatted in a specific way.

Salary Overrides

If you need to override the salary, reach out to your Payroll Support Team for guidance.

Department and Pay Rate Overrides

If you need to override departments or pay rates, reach out to your Payroll Support Team for a customized payroll import file. The Division and Department columns pictured above do not contain the proper headers for importing and are for informational purposes only. 

How to import the Time Import Spreadsheet file

Payroll → Time Card Import → New Time Card Import

Make selections 

• Import Type: Timecard
• Template: Default 
• File Format: Spreadsheet (Excel) 
• Default Pay Group: Choose Pay Group related to file
• Import Key: Will default to employee number
• Attach File: Browse computer and choose saved file
• Select Validate

Validation Results

Payroll → Time Card Import → New Time Card Import

💡 When you get to this screen, review the Validation Results. Any Critical Errors or File Format Errors must be resolved before the system will allow you to finish the import, and Warning Records may identify employees getting paid incorrectly. 

View Validation Details

Always select View Validation Details to see an explanation of any errors/warnings. The warnings below are expected and can be ignored. 

💡 If other errors/warnings appear, contact your Payroll Support Team for assistance.

Complete the Import

If everything looks good after viewing the Validation Details, select Import. 

File Successfully Imported!

Review, Update and Process

Once the file has been successfully imported:

• Verify the Time Entry Grid
• Key any manual entries or additions
• Review the Payroll Register
• Process the payroll