What syncs
Every approved timesheet is split into pay types first (regular, overtime, double time, holidays, break premiums, time off), using each site’s rules. Here’s where each lands in Foundation.
| ClockLap | Sent as | Notes |
|---|---|---|
| Employee | Employee number | Linked record, else employee number |
| Project / activity | Job / phase | Project and activity codes |
| Labour | Cost class | L unless you set another |
| Regular, overtime, double time | Pay type | Your Foundation pay types (1, 2, 3 by default) |
| Time off, holidays | Pay type, no job | Or leave them out |
One row per person, day, job, phase and pay type (or per shift). Changeable layout: delimited or fixed width, any column order.
How it works
- Match peopleBy Foundation employee number (saved as each person’s linked record), then employee number.
- Map pay typesYour Foundation pay types for regular, overtime and double time (and time off, if the file carries it).
- Codes on projects and activitiesEach project’s code is the job; each activity’s code is the phase or cost code. Set the labour cost type once (L by default).
- Match the layoutStart from Foundation’s usual import layout, then change any column, header, width or date format to match your template.
- Pick deliveryDownload, email or SFTP, each period or when you choose. The first file is a preview.
Schedules and review
Choose when hours go to Foundation. Whatever you pick, nothing is sent twice: each period has one send, and anything after it is a correction.
I’ll send each period myself
Nothing goes until an admin presses Send. The default.
When the pay period is locked
Locking the period in Timesheets starts the send.
When every timesheet is approved
The last approval in the period starts the send.
On a schedule
A set number of days after the period ends (0 to 14), at a local time you pick.
- Which timesheets. Approved only (default), or approved and submitted.
- Rounding. Hundredths of an hour (default) or quarter hours.
- Split by. None, location, project or department, each mapped to the payroll system’s department or cost centre code.
- Holiday hours worked. As their own pay type (default) or folded into regular hours.
- Empty lines. People with no hours in the period are skipped.
- Unmatched people. Skip them and warn (default), or block the whole send until they’re matched.
Corrections, as changes
Fixed a missed clock-out after payroll went? Send the period again and ClockLap works out what changed since the last send.
A second file for the same period carries only the differences, line by line, so importing it on top of the first gives the right totals.
People
Files use each person’s Foundation employee number (a linked record), else their ClockLap employee number.
People who can’t be matched are listed in the preview: skip them with a warning (default) or block the send until they’re matched.
The file
Foundation time card import (CSV). Columns: Employee Date Job Phase Cost Class Pay Type Hours Department
Every column can be renamed, moved, removed or added (fixed text and connection settings too).
Delivered by download (kept with the run), email to up to 20 people, or SFTP: ClockLap checks the server, pins its host key on the first connection and writes under a temporary name before renaming, so a payroll system watching the folder never picks up half a file.
What you need
- Foundation payroll and job cost
- Codes on your ClockLap projects (jobs) and activities (phases)
- Your Foundation pay type numbers
Every run keeps a history: who and what was sent, per-line results, plain-language errors with a fix, and a redacted request log for admins. Webhooks fire on payroll.run_ready, payroll.run_sent, payroll.run_failed.
Questions
Is this Foundation’s official import specification?
Foundation doesn’t publish its import layout openly, so the file follows the general layout its help documents describe. Every column, header, width and date format can be changed to match the template your Foundation import uses; check the first file before importing.
Where do job and cost code come from?
The project’s code becomes the job and the activity’s code the phase or cost code, from what people picked when they clocked in. Time without a project goes to the overhead job you choose (or no job).
How is overtime split across jobs?
Overtime is worked out per person per week with your rules, then falls on the day’s last shifts in order, so each hour carries the job it was worked on.
Is the Foundation connection included in the price?
Yes. Payroll and HR connections are part of every ClockLap plan: $1 per staff member and $2 per manager or admin a month, with no add-ons.
Is ClockLap affiliated with Foundation?
No. ClockLap connects to Foundation using files it can import; it isn’t affiliated with or endorsed by Foundation. The connection is in beta while we verify it with live accounts.