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 first name, last name, work email, the start and end dates of the weeks of the pay period, and hourly rate. 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, coinciding with both weeks of the pay period. Companies with hourly employees who are paid weekly, though, 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 here.
Multiple Pay Rates for Hourly Employees
If you need to enter more than one rate for certain 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:
Then 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 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.
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.
At this time, the tool will not accept zeroes in any field. For the file to be accepted, each cell for hours either has to have a positive number or be left blank. If there are no hours to enter for one week for any employee, you can simply delete that row.
- 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.
- 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.
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, before they are saved.
Additionally, please keep in mind that currently, the tool won’t automatically factor previously-approved PTO into the template. Those hours will still have to be added to the file manually.
Once you submit the data, you will still have the ability to edit their employees’ 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 had been previously entered.
Preferred Vendors - TSheets & Boomr
Our preferred vendors TSheets and Boomr bring customers a more streamlined process with pre-formatted reports that are ready to be imported into Justworks.
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 help 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 seamlessly into Justworks.
Boomr 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 Boomr 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 upload that file seamlessly into Justworks.