Heartland offers several options for importing payroll data. If you have your own file that you want to import and it is formatted to meet the Fixed Length specifications, the payroll data can be imported into the payroll system. A Fixed Format File is a .TXT (Notepad) file.

💡 If you need the specifications to format your existing file, please reach out to your Payroll Support Team.

Importing Payroll Data: Fixed Format File

Payroll → Time Card Import → New Time Card Import

Make selections 

• Import Type: Timecard
• Template: Timeclock File Extended
• File Format: Fixed Format File
• Default Pay Group: Choose Pay Group related to file
• Import Key: Select the applicable option
  • Employee Number (most common)
  • Social Security Number
  • TimeClock ID
• 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.

View Validation Details

Always select View Validation Details to see an explanation of any errors/warnings.

💡 If 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