Payroll Export Reports
Shiftlab can export approved time card data in a format ready for your payroll provider, including ADP, Paycom, Paycor, Paylocity, UKG and others.
This article explains what each export includes, how overtime and paid time off (PTO) are calculated, and the limitations to know before you send a file to payroll.
To run an export, generate a time cards extract from Timecard and choose the export type that matches your payroll provider. Pick the date range for your pay period, then download the file (CSV or Excel, depending on the format).
Choosing the right export
Start with the export named for your payroll provider. Where a provider has more than one version, use the table to pick the one that includes the hours you need.
Please use the scroll bar at the bottom to view the whole chart:
Export | File type | One row per | Regular hours | Overtime | Double overtime (CA, CO) | Rhode Island Sunday OT | PTO |
ADP | CSV | Punch pair, plus PTO rows | Yes (as total hours) | No | No | No | Yes |
ADP V2 | CSV | Employee per day | Yes | Yes | No (see Limitations) | No | No |
ADP V3 | Excel | Employee totals, plus PTO rows | Yes | Yes | No | No | Yes |
CoAd | Excel | Employee per store | Yes | Yes | No | No (see Limitations) | No |
DailyPay | CSV | Employee per day | Total hours only | No | No | No | No |
Paycom | CSV | Individual punch | No (punches only) | No | No | No | No |
Paycor | Excel | Employee per store | Yes | Yes | No | Yes | No (see Limitations) |
Paylocity | Excel | Employee per day per pay code | Yes (Reg) | Yes (OT) | Yes (DT) | No | No |
Paylocity with PTO | Excel | Employee per day per pay code | Yes (code 2) | Yes (code 3) | Included in OT | No | Yes |
UKG | Excel | Employee per pay code | Yes (REGPY) | Yes (OVT15) | No | Yes (RIMOT) | No |
VAU | Excel | Employee totals, plus PTO rows | Yes | Yes | No | No | Yes |
If you need double overtime reported separately, use Paylocity.
If you need Rhode Island Sunday overtime, use Paycor or UKG.
If you need PTO in the same file as worked hours, use ADP, ADP V3, Paylocity with PTO or VAU.
How hours are calculated
These rules apply to every export that reports the hours involved.
Overtime eligibility: Only roles marked as overtime-eligible in your store's shift length settings earn overtime. Daily and weekly overtime thresholds come from the store's state settings.
Double overtime: Applies only in California and Colorado, for hours over 12 in a day or over 8 on the seventh consecutive day worked.
Rhode Island Sunday overtime: Sunday hours worked at Rhode Island stores are split out from regular and overtime hours.
Daily PTO limit: Each PTO entry counts for a maximum of 8 hours.
Weekly PTO limit: At the end of each week, PTO is reduced so that worked hours plus PTO don't exceed 40 hours. For example, an employee who worked 36 hours and has 8 hours of PTO is paid 4 hours of PTO for that week.
PTO-only employees: Exports that include PTO also include employees who had PTO but no worked hours in the period.
Export details by Type:
ADP lists each punch pair as its own row, plus a row for each PTO entry. It also includes break hours, approval status, non-selling task codes, time card notes and the employee's primary store. Hours are reported as a single total, without an overtime split.
ADP V2 gives one row per employee per day with regular and overtime hours, breaks, Approved and Locked flags, and every punch time for the day. PTO is not included.
ADP V3 uses the same layout as VAU, with two differences: manager hours are included, and the company code column is left blank.
CoAd gives one row per employee per store with regular and overtime hours.
DailyPay gives one row per employee per day with total hours. It flags days with an automatic clock-out, unless that issue has already been reviewed.
Paycom is built from individual punches rather than time cards. It lists clock-in and clock-out punches plus any punches in between, and doesn't calculate hours.
Paycor gives one row per employee per store, with Rhode Island Sunday overtime in its own column.
Paylocity reports hours by pay code (Reg, OT, DT) for each employee and day. The date range is widened to full weeks so overtime is calculated correctly.
Paylocity with PTO adds PTO rows to the Paylocity format and uses numeric pay codes (2 for regular, 3 for overtime). Double overtime is included in overtime rather than reported separately. The date range is widened to full weeks.
UKG reports hours by pay code for each employee: REGPY (regular), OVT15 (overtime) and RIMOT (Rhode Island Sunday overtime). Short paid breaks are reported as REGBR. A short break is 20 minutes or less, or 29 minutes or less in Kansas and North Carolina.
VAU gives employee totals plus a row for each PTO code. Overtime is recalculated for each week. PTO in the banked category isn't included. Hours are hidden for kiosk managers, district team leads and store managers, and a separate tab lists managers' unpaid day-off time.
Limitations
Check these before sending a file to payroll, especially if you have stores in California, Colorado or Rhode Island.
ADP V2 and double overtime: Double overtime hours are removed from the overtime column but aren't reported in another column. If you have California or Colorado employees, add those hours manually or use Paylocity.
CoAd and Rhode Island Sunday hours: Sunday hours at Rhode Island stores are removed from regular and overtime hours but have no column of their own. Add those hours manually or use Paycor or UKG.
Paycor and PTO: The PTO column is always 0. Enter PTO in Paycor separately.
Exports without PTO: ADP V2, CoAd, DailyPay, Paycom, Paylocity and UKG don't include PTO. Enter PTO in your payroll system separately.
Other time card reports
Two other reports appear in the same list of export types but aren't payroll formats:
Punch Edit History: Punch Status (Excel) lists individual punches and their status. It doesn't report payroll hours.
Time Card Details: (Excel) gives a detailed view of each employee's time card per day, including regular and overtime hours. Use it to review time cards, not as a payroll import.