TABLE OF CONTENTS

• File import vs automatic Paylocity sync
• Import Workers Compensation
  • When to use it
  • How scheduled import works
  • How manual import works
  • File format and matching rules
• Load Employee Payroll Data (PTO hours) from file
  • When to use it
  • How scheduled import works
  • How manual import works
  • File format and matching rules
• Setup and scheduling (per client)
• How file import compares to standard Paylocity sync
• How to tell the import worked
• Questions & Answers

What this article covers: two optional, file-based tools used by some Paylocity customers when data is not available through the standard Paylocity API sync. They read Excel or CSV exports that Paylocity (or your payroll team) places in a folder, then update FCX. This article explains what each tool does, when to use file import instead of automatic sync, and how these tools differ from the main Paylocity integration.

File import vs automatic Paylocity sync

Most Paylocity integration runs automatically — employees, jobs, pay codes, and payroll cost actuals sync on a schedule through the Paylocity API. The tools on this page are separate: they import from files on disk, not from Paylocity APIs.

Key point: Workers Comp and PTO file import are optional add-ons. They are enabled and configured per client during implementation. The import logic is the same for all clients; what varies is whether the tool is turned on, folder paths, schedule, and settings.

Import Workers Compensation

When to use it

Use this when your Paylocity setup produces a Workers Compensation premium report as an Excel file and you need those employer premium amounts in FCX cost rates on a dedicated payroll check — and there is no automatic import for this data.

Do not use this tool for standard payroll wages, taxes, or benefit costs that are already imported by Paylocity cost-rate sync. That path is described in Import Payroll Costs with Script.

How scheduled import works

Your implementation team configures:

1. A folder path where Paylocity (or payroll) drops the file.

2. A scheduled job that runs the import with the FCX Payroll Item that should receive Workers Comp amounts.

On each scheduled run:

1. FCX looks in the folder for a file matching Workers*<YYMMDD>.XLSX (today’s date, two-digit year). Example: Workers Comp 250611.XLSX.

2. FCX reads the pay date from the Excel sheet (cell A5, or A6 when the file includes a Division header in A4 for multi-division Paylocity clients).

3. FCX finds the payroll period whose default payroll check has that pay date (and, for division layouts, matches the division).

4. FCX finds or creates a non-default payroll check named Workers Compensation (<date from file>) with pay date = file pay date + 1 day.

5. FCX clears the check’s cost-rates table, imports rows from the file, saves the check, and recalculates Cost Rates for the payroll period.

How manual import works

An administrator can run Import Workers Compensation from Administrator Tools:

1. Select the Payroll Item that should receive premium amounts.

2. Pick the XLSX file (file dialog; does not require today’s date in the filename).

3. If a matching non-default check already exists, FCX prompts to rewrite data or open the existing check.

File format and matching rules

The import expects a Paylocity-style Workers Comp Excel export (first worksheet):

On import: existing cost lines on that Workers Comp check are replaced (table cleared, then reloaded).

Load Employee Payroll Data (PTO hours) from file

When to use it

Use this when Paylocity provides PTO and sick bank balances as a CSV export and you need FCX employee cards to show synced available and used hours on the Payroll Info tab.

This is the file-import option for Paylocity PTO. Other payroll systems may sync PTO balances automatically through their API; Paylocity does not offer an equivalent automatic PTO sync in the standard integration.

Some clients instead route the Paylocity report through SFTP into the configured folder; operational steps for that setup are in Paylocity Sync Time-Off Bank Balances via Send Report to SFTP Server. The same import tool processes the CSV once it lands in the folder.

How scheduled import works

Your implementation team configures:

1. A folder path where the PTO CSV file is placed.

2. Optional description filters — comma-separated words; rows whose description does not contain SICK, VACATION, or PTO but matches an acceptable word are skipped without error (client-specific tuning).

3. A scheduled job that runs the import in non-interactive mode.

On each run:

1. FCX looks for PTO*<YYMMDD>.CSV in the folder (today’s date). The published Paylocity export name often starts with PTO  (with a space); the mask allows any filename starting with PTO.

2. For each data row, FCX updates the matching employee record.

How manual import works

A user with access can run Load Employee Payroll Data interactively:

1. Select one or more CSV files (any date in the filename).

2. FCX processes each file and shows a list of row-level errors when finished.

File format and matching rules

Comma-separated CSV (header row skipped). Column positions are fixed (1-based as in the export):

Description → balance type:

• Contains VACATION or starts with PTO → Vacation hours (Vacation Hours Available, Vacation Hours Used (Synced)).

• Contains SICK → Sick hours (Sick Hours Available, Sick Hours Used (Synced)).

• Register name in the file is not used; only the description text matters.

Rows with an unknown description are logged as warnings/errors unless the description matches a configured acceptable-word entry.

For how FCX displays and calculates PTO fields after sync, see Payroll Info — Sick and Vacation / PTO Bank Balances.

Setup and scheduling (per client)

These tools are not self-service in the FCX UI for most users. Implementation typically sets:

If the folder is not configured and the import runs on a schedule, FCX logs that the folder is missing and exits without importing.

How file import compares to standard Paylocity sync

Comparison with other payroll systems:

• Paycom PTO: Similar file-drop pattern — Excel file in a configured folder — but a different file layout.

• Prism PTO: Syncs through the Prism API — no file drop.

• Paylocity cost rates: Pulled from pay statement details via API — not the Workers Comp Excel import.

Enabling standard Paylocity API sync does not automatically enable Workers Comp or PTO file import. Each is a separate implementation decision.

How to tell the import worked

Workers Compensation

• Open the payroll period’s Workers Compensation non-default check (pay date = file date + 1 day).

• Cost-rates lines should list employees and premium amounts for the configured Payroll Item.

• The payroll period Cost Rates should recalculate after import.

PTO from file

• On the employee card Payroll Info tab, check Vacation Hours Available, Vacation Hours Used (Synced), Sick Hours Available, and Sick Hours Used (Synced).

• Values should reflect the latest CSV row for that employee and balance type.

If scheduled runs find no file for today’s date, FCX logs a message and exits — this is normal when payroll did not generate a report that day.

Questions & Answers

Q: What is the difference between file import and standard Paylocity sync?

A: Standard Paylocity integration syncs employees, jobs, pay codes, and payroll cost actuals through the Paylocity API on a schedule. The tools on this page are separate optional add-ons that read Excel or CSV files from a folder on disk — used when Workers Compensation premiums or PTO balances are not available through the API.

Q: When should I use Import Workers Compensation?

A: Use it when Paylocity produces a Workers Compensation premium report as an Excel file and you need those employer premium amounts in Fieldclix cost rates on a dedicated payroll check. Do not use it for standard wages, taxes, or benefits already imported by Paylocity cost-rate sync.

Q: How does scheduled Workers Compensation import work?

A: Your implementation team configures a folder and a Payroll Item for premium amounts. On each run, Fieldclix looks for a file matching Workers*<YYMMDD>.XLSX, reads the pay date from the sheet, finds or creates a non-default check named Workers Compensation (<date>), clears existing cost lines, imports employee premium amounts, and recalculates Cost Rates for the period.

Q: How does PTO file import work?

A: Fieldclix looks for PTO*<YYMMDD>.CSV in a configured folder (or you run Load Employee Payroll Data manually). Each row updates the matching employee's Vacation or Sick hours on the Payroll Info tab based on the description column — VACATION/PTO for vacation balances, SICK for sick balances.

Q: Can I turn on Workers Comp or PTO file import myself in Fieldclix?

A: No. These tools are configured per client during implementation — folder paths, schedules, Payroll Item for Workers Comp, and optional description filters for PTO. Contact your Fieldclix implementation team to enable or change them.

Q: What file format does Workers Compensation import expect?

A: A Paylocity-style Workers Comp Excel export on the first worksheet. Pay date is in cell A5 (or A6 for multi-division layouts). Employee ID is in column C; premium amount is in column I. Only positive premium values are imported — empty, zero, and negative amounts are skipped.

Q: Does enabling standard Paylocity API sync also enable Workers Comp and PTO file import?

A: No. Each is a separate implementation decision. Standard API sync covers employees, jobs, pay codes, payroll export, and cost rates — not Workers Comp Excel or PTO CSV imports.

Q: How do I verify Workers Comp or PTO import succeeded?

A: For Workers Comp, open the period's Workers Compensation non-default check — cost-rate lines should list employees and premium amounts. For PTO, check the employee card Payroll Info tab for updated Vacation and Sick Available and Used (Synced) hours. If no file exists for the scheduled date, Fieldclix logs a message and exits — that is normal when payroll did not generate a report that day.