You can easily enter hours for several of your hourly and non-exempt salaried employees at once using the Import Hours tool.
Prepping and Uploading your file
Admins with the 'Manage All Timecards' permission will be able to access the Import Hours tool from the top of the screen of the Timecards tab.
You’ll need to download the import template, and fill in your team’s information accordingly. From that file, pre-populated fields are the following:
- First name (the preferred name as entered in Justworks will also work)
- Last name
- Work email
- Start and end date of week 1 of the pay period
- Start and end date of week 2 of the pay period (if on biweekly)
These fields, as well as the regular hours worked, are required for upload. 
The start and end dates coincide with each week of the pay period. Each week begins on Sunday and ends on the following Saturday. Generally, there are two rows for each employee, matching with both weeks of the pay period. Companies with hourly employees who are paid weekly will only see one row per employee.
You can also choose to add any paid time off, overtime, and/or double time for your team.
Multiple Pay Rates for Hourly Employees
If you need to enter more than one rate for hourly employees, you can do so directly in this file as well. Simply add another row for any employee you need to enter multiple rates in for. Be sure to keep the first five fields (first name, last name, work email, start date & end date) consistent, like so:
Now you can enter in different pay rates for hours worked.
If you enter multiple pay rates, these will also show in the employee’s timecard when you go to review the timecards after upload:
Once you've entered the necessary information, save your file as a .CSV and upload it. You do also have the option to drag and drop a file into the tool directly from your desktop as well.
This multiple rates functionality can only be used with hourly employees. Any employees who are non-exempt salaried should be paid at their normal salary level, unless they’ve worked overtime for any certain week, but you cannot enter multiple standard rates.
There's an error! What do I do?
If there's an error with the file you've uploaded, you'll see a description and location of the error, where applicable. To resolve the error, correct your file and re-upload it.
Common Errors & Questions:
- Any of the cells that come pre-populated when the template is downloaded should not be edited, as those fields are how the Import Hours tool matches the hours to a member’s timecard.
- Admins won’t be able to enter more than 168 hours for each week.
- If you’re trying to make up for another payment, it’s best to schedule an off-cycle payment through that tool.
- If you’re trying to make up for another payment, it’s best to schedule an off-cycle payment through that tool.
- You will be able to add time both in decimal form (ex. 20.5 hours) or by hours:minutes (eg, 25:30) in the template, but the file cannot be accepted if hours & minutes are written out in the cell.
- Make sure your employees are entered into Justworks correctly. For example, if an employee is mistakenly entered with an annual salary of $17.00, instead of an hourly rate of $17.00, the import may fail.
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If there are no hours to enter for one week for any employee, you can simply delete that row.
Reviewing the imported data
You’ll have to review and submit the hours before they are saved. Towards the bottom of the page, you’ll see a confirmation banner that you’ll have to check, ensuring that the hours entered are correct.
Once you submit the data, you will still have the ability to edit an employee's hours until processing time. Admins will be able to go into the ‘Timecards’ tab and edit individual timecards.
More than one file can be uploaded through the Import Hours tool for one pay period. This is especially useful for those with hourly employees at different offices or with different managers. If multiple entries are entered for an employee, the most recently imported data will overwrite what has been previously entered.
Timecards Syncing and Import Hours
If any of your hourly employees have paid time off scheduled, those hours will be synced automatically into the appropriate timecard, if Timecard Sync is enabled for the PTO policy from which they’re taking time from.
The file you upload to Justworks can leave the PTO section for those employees blank if you don’t want those PTO hours to be adjusted. If you do want to override what’s in the timecard for those PTO hours though, you can enter that directly into the file and it will override what’s already been synced.
Preferred Vendors - Justworks Hours
Our preferred vendor is Justworks Hours bring customers a more streamlined process with pre-formatted reports that are ready to be imported into Justworks.
Justworks Hours
Justworks Hours supports time tracking with ‘one-click onboarding’, making it easy for hourly and non-exempt salaried employees to set up and start logging their hours within minutes. Admins can also manage their team with overtime warnings and live notes. The data from Justworks Hours will also be easy to upload into Justworks.
Once you’ve entered all of your hourly employee’s shift for the pay period, you can go to the ‘Integrations’ tab towards the far right of the menu bar.
You can then choose to run a report for the pay dates that correspond with Justworks pay periods. From there, you'll see the option to 'Download for Justworks.'
You'll be able to upload that file seamlessly into Justworks.
TSheets
TSheets helps to eliminate any room for payroll errors with precise time tracking, as well as additional features such as project and job costing and employee alerts and scheduling.
If you’re already using TSheets, you can reach out the their Support team to have them set up a Custom Report that matches our Import Template. Once that’s set up, all you’ll need to do is select ‘Justworks- Custom Report’ from under ‘Reports’ under the left-side menu in TSheets.
Once you select the appropriate date range, you'll be able to download a CSV that will upload into Justworks.
Keep in mind that the you can only pull a date range that runs Sunday through Saturday from the above menu, keeping consistent with the start and end dates of Justworks pay periods.
PAY RATE ENGINE
Justworks companies can use TSheet’s Pay Rate Engine to establish custom rules for non-overtime rates. This is especially useful if you have employees who work at different rates based off of day of the week they work, time of day they work, working on consecutive days, working on holidays, and more.
Please note that you will need to assign a standard rate for your employees in TSheets in order to use the Pay Rate Engine successfully.
To add rules, find the ‘Pay Rate Engine’ under the ‘Feature Add-Ons’ tab from TSheets.
From within that default setting, there, you’ll be able to add your rules.
Keep in mind that if you’re going to be adding a time of day or day of week rule, you must first create a rule that’s based on hours worked per week. In this instance, reiterating that standard of 1.5x a standard rate for anything over 40 hours worked is a good baseline.
Once you’ve set that rule up, you can set more customized rules. For example, if any of your hourly employees make 1.25 their standard rate for any “night shift”, you can create a ‘time of day’ rule to make sure their hours are automatically recorded at that rate.
Once you save that rule, you’ll see any hours for employees who are assigned to that rule have that new rate applied.
Now, when you pull the Justworks Custom Report from TSheets, you’ll see a ‘Rate’ column included. It will include each of the rates at which hours were recorded for your employees.
PAY RATE ENGINE + OVERTIME HOURS
If your company has the Pay Rate Engine enabled, you may need to adjust the Justworks Custom Report to account for overtime hours worked.
This is because additional rates do not ‘stack’ towards overtime. For example, say Sandra works at two regular rates: $18/hour for when she works between 9-6, and $22.50hr for the ‘late shift’, which runs from 7:00 PM-10:00. If she works 37 hours/week from 9-6, and then an additional 4.5 hours at the last shift, those hours would not automatically break into overtime after eclipsing 40 hours:
If you need to break out overtime based on hours worked over 40, you can manually add extra hours over 40 to the OT column.
Keep in mind that when you import hours to Justworks, the default overtime base rate will be the highest of the regular rates. You can adjust this to the weighted average after importing timecards if you wish to do so.
You can also use TSheets’ Payroll Report to help determine how many hours over 40 were worked as well. If your employees work at three or more additional rates, the TSheets Payroll Report may be especially useful.
REMOVING THE PAY RATE ENGINE
If your company removes all the rules from the Pay Rate Engine, the Justworks Custom Report will still pull in that rate column. These rates will be based off of the standard rates you’ve assigned to your employees.
In order to disable the Pay Rate Engine and therefore no longer see that ‘Rate’ column when pulling the Justworks Custom Report, please reach out to TSheets directly for assistance.