Payroll export
Payroll timesheet export for any payroll system
Regsta exports approved hours for payroll as a pay summary CSV, a time-entry CSV or an Excel file. Close the pay period first, so the hours cannot change after export. Regsta adds no overtime or supplements and sends nothing to your payroll system: you import the file yourself.
Before you export
The export is only as good as the approvals behind it.
Approve the hours
The payroll file contains approved hours only. Time entries can be exported as approved and locked, which is the default.
A warning on everything else
If you choose all statuses, Regsta warns that the file includes open, awaiting-approval and rejected entries and should not be used for payroll.
Gaps are named
A person without an employee number, or without an hourly rate for a worked day, is left out of the payroll file and named on the screen.
The payroll file
One CSV for every country, with one line per person and hourly rate.
The columns
Employee number, Name, Period start, Period end, Hours, Hourly rate, Currency and Gross pay, in your company's currency.
Rates by day
Each stored hourly rate applies to the days it covers, and a rate change inside the period splits the lines. You can type a rate to override it for one run, which is not saved.
A checksum on the totals
The totals come with a SHA-256 checksum, so you can see that the file is the one that was generated.
Other exports
Under Close period and export you choose the type and the period.
Time entries as CSV or Excel
You can narrow an export to one person or to approved time entries only.
Every export is logged
Each export is logged with who made it and how many rows it has.
Compliance report and Inspection folder
A compliance report as PDF, and the Inspection folder as a ZIP with a SHA-256 file list.
Close the pay period
Closing freezes the hours that payroll received.
When it can be closed
The period has ended, has at least one shift, every shift is approved or locked, and it does not overlap a closed period.
After it closes
Regsta refuses new shifts, clock events and corrections dated inside the period. Admins and Payroll users can reopen it with a reason, and the reopening is kept in the audit trail.
What stays with your payroll system
Regsta supplies hours. Your payroll system supplies pay rules.
Overtime, supplements and tax
None of these are calculated or added. Your payroll system applies your own pay rules to the approved hours.
The import
You download the file and import it yourself. Regsta has no connection to a payroll system.
Your own systems
Regsta also has read-only API endpoints for employees, shifts and the schedule, and signed webhooks.
Questions about payroll export
- Which payroll systems can use the export?
- Any system that imports a CSV file. Regsta has no direct connection to payroll systems: you download the pay summary or the time entries and import them yourself.
- Does Regsta calculate overtime?
- No. The payroll file has hours, hourly rate and gross pay at that rate, with no overtime or supplements. Your payroll system applies your pay rules to the approved hours.
- Can I export one person's hours?
- Yes. When you create an export you can narrow it to one person, and to approved time entries only.
- Can hours change after the export?
- Not once the pay period is closed. A closed period refuses new shifts, clock events and corrections until an Admin or Payroll user reopens it with a reason, and the reopening is written to the audit trail.
- Is every export recorded?
- Yes. Each export is logged with who made it and how many rows it has, and the export history is part of the Inspection folder.
Export your first pay period
Create your company, approve a week of hours and download the payroll file.