This article explains how to set up, test, and maintain a payroll integration between Pace Scheduler and your payroll platform using a custom export file workflow. Because payroll vendors differ in file structure, code requirements, and employee identifiers, your implementation depends on accurate mapping and validation before go-live.

 

You will learn which prerequisites to gather, how to configure codes and identifiers in Pace, how to generate export files from Reports → Totals & Custom Exports, and how to troubleshoot common mapping and import failures across systems such as ADP, Paylocity, BS&A, Tyler Incode, CentralSquare, Edmunds, Harris, and similar file-import payroll tools.

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Prerequisites

• Admin access in Pace with permission to edit configuration and run payroll exports.
• Confirmed payroll platform and import method (CSV/time-file import supported).
• A payroll sample/template file or official import specification from your payroll vendor.
• Defined pay code mapping for all tracked hours (regular, overtime, time off, special assignments, comp bank, etc.).
• A confirmed identifier strategy (for example Payroll ID or Employee ID) that exists in both Pace and payroll.
• A payroll contact who can run import tests and return validation feedback.

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Before you begin

• Confirm your integration model: Pace supports payroll transfer through a custom export file, not a direct automatic API integration.
• Verify your payroll subscription/tier includes file import capability.
• Decide whether scheduling can go live first while payroll integration is finalized later.
• Confirm the source of truth for employee identifiers and ensure values are populated in Pace.
• Collect all required payroll codes from finance/payroll before mapping in Pace.

 

If your vendor requests a specific format (for example a "Time File"), you must provide the exact specification or example file before final export mapping can be completed.

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Steps

Part 1: Confirm integration scope and file requirements

1. Identify your payroll platform and import format.
   • Document the target system (for example ADP, BS&A, Paylocity, Tyler Incode, CentralSquare, Edmunds, Harris, Workday, etc.).
   • Confirm whether import requires strict column order, file naming, or code constraints.
2. Provide a sample file or formal specification.
   • Share the payroll vendor template/spec with your Pace support/payroll team.
   • Use this as the baseline for initial custom export generation.

 

Part 2: Configure required mapping data in Pace

3. Populate payroll codes in Pace configuration areas.
   • Go to Admin Panel → Shift Modifiers → Time Off Types and complete the Code field for each applicable type.
   • Go to Admin Panel → Shift Modifiers → Overtime Types and complete the Code field.
   • If used by your export, complete codes for Special Assignments and relevant shift-related export fields.
   • Match Pace codes to payroll-system pay codes exactly.
4. Set employee payroll identifiers.
   • Go to Admin Panel → Employees → Users, open a user record, and populate the required identifier field.
   • Use one authoritative key consistently (for example Payroll ID).
   • If required by your payroll vendor, ensure Pace Payroll ID matches payroll employee ID exactly.

 

Part 3: Generate and test the export

5. Review and approve the target pay period.
   • Validate time entries before exporting.
   • Remember the export uses the currently selected pay period context.
6. Run the custom payroll export.
   • Navigate to Reports → Totals & Custom Exports.
   • Click your configured export button (for example CSV to Paylocity or system-specific export action).
   • Download the generated file.
7. Import into payroll and capture results.
   • Upload the file using your payroll system's native import process.
   • Record any rejected rows, missing columns, identifier mismatches, or code errors.
   • Send findings back for mapping refinement.
8. Iterate until import is clean.
   • Adjust field mapping, code values, or identifier sources as needed.
   • Repeat export/import validation cycles with payroll reviewers.

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Confirm it worked

• Your payroll system imports the Pace export without structural errors.
• Regular, overtime, time-off, special assignment, and comp-bank hours (if required) appear in the correct payroll buckets.
• Employee records map to the correct payroll profiles with no unmatched identifiers.
• Expected role-based pay code rules are reflected in imported output.
• You can repeat the process for the next pay period with consistent results.

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Troubleshooting

• Import fails because required columns are missing or out of order.
  • Compare the generated export against the payroll template/spec line by line.
  • Provide the latest vendor specification and a failing sample file for remapping.
• Only regular hours are exporting.
  • Verify Code values exist on all overtime/time-off/special-assignment types you need exported.
  • Re-run export after code completion.
• Employees fail to match during payroll import.
  • Confirm which identifier field your export uses (Payroll ID, Employee ID, badge ID, etc.).
  • Ensure every user has that field populated and matching payroll records exactly.
• Payroll vendor says integration must be API-based.
  • Clarify implementation scope: Pace payroll integration is delivered through custom export file workflows.
  • Confirm vendor supports CSV/time-file import from external systems.
• You are transitioning payroll systems and need both exports temporarily.
  • Keep the existing export active while new-system mapping is validated.
  • Switch production process only after successful parallel verification.

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FAQ

• Does Pace offer direct automatic integration to payroll systems?
  Payroll integrations are generally implemented as custom export files that you import into payroll.
• Where do I generate the payroll export in Pace?
  Use Reports → Totals & Custom Exports and run your configured export button.
• Can we start using scheduling before payroll integration is complete?
  Yes. Many agencies launch scheduling first and finalize payroll export mapping in a later phase.
• What should we send to start integration quickly?
  Provide the payroll system name, import template/specification, and your required code/identifier mapping details.