Upload timesheets from Humanforce WFM to Humanforce Payroll

Use this guide to upload processed pay run data from Humanforce WFM directly into Humanforce Payroll using the Direct Upload feature. This removes the need for manual file handling, reduces errors, and speeds up payroll processing.

You must have the appropriate permissions in both systems to complete this task. If you're unsure, contact your system administrator.

Prerequisites

Before uploading, ensure the Humanforce Payroll integration is fully configured in Integration Central.
See: Set up: Humanforce WFM ↔ Payroll integration.

Part 1: Process the pay run

Before you can upload anything to Payroll, the pay run must be processed in WFM.

1. Go to Management > Timesheets > Payroll.
2. Select your Pay Company.
3. Click the relevant Pay Run, or choose Create New > Standard.
4. In the Payroll Processing Settings window:
   • Set minimum shift and rostered hours options.
   • Choose whether to process all employees or filter specific employees.
   • Add comments if needed.
5. Click OK to process the run.

Once WFM completes the run, the pay run will show Completed with a date and time stamp, confirming that the data is ready for review.

Part 2: Review the processed payroll data

Before uploading to Payroll, review the pay run for accuracy.

1. Click the Open icon next to the completed pay run.
2. Review:
   • The Export Pays column
   • Payroll Code values
   • The daily breakdown of pay types
   • Timesheets under each employee’s record
3. Adjust your view using table settings, such as:
   • Hide Unused Pay Types
   • Hide Non-Exported Pay Types
   • Show export codes
4. Review alerts using the Alerts button.

If all employees show the correct export values, no unexpected totals, and no unresolved alerts, the pay run is ready to upload.

Part 3: Upload the pay run to Humanforce Payroll

Once the data is correct, you can upload the processed timesheets directly into Payroll.

1. Open the processed pay run.
2. Click Direct Upload.
3. Choose one of the upload modes:
   • Overwrite all timesheets
     Use when uploading for the first time or when you want to replace all existing timesheets in Payroll for this period.
   • Append to existing payroll
     Use when re-uploading only the employees who haven’t uploaded successfully yet.
     You can also choose to Exclude failed employees if you need to resolve them separately.
4. Click Upload.
5. After upload, click View log from the confirmation modal or from inside the pay run, click View log next to the employee.
6. Review any error messages:
   • Invalid employee number
   • Missing pay element
   • Rate mismatch
   • Leave type issues

WFM will begin sending the data to Payroll. When it finishes, you’ll see a confirmation with links to View log and Review in Payroll. At this stage, most employees should appear as uploaded successfully, with only genuine exceptions needing attention.

Additional information

• Understanding export statuses

  • After uploading, each employee in the pay run will show an export status:StatusMeaningPendingReady to upload. No attempt has been made since the last process.CompletedUploaded successfully.FailedA critical error occurred and nothing was uploaded for this employee. Needs correction.RejectedEmployee passed validation but is in a batch that included a failed employee. Can be re-uploaded without changes.

  • Uploads run in batches of up to 50 employees. If one employee fails in a batch, the rest of that batch are marked as Rejected, but they’re still valid and can be uploaded using Append.

• Reprocessing behaviour
  • If you reprocess an employee’s timesheets, their status resets to Pending, and they’ll be included in the next upload.
  • If you create a new pay run for the same period, the new run will also show employees as Pending. Use Append, not Overwrite, to avoid replacing data that was already uploaded.
• Related guides
  • How do I process payroll?
  • Exporting pay runs to third-party payroll systems