Table of Contents

Importing CSV files into Payroll System

Christopher H Updated by Christopher H

Payroll System can import a wide range of data using CSV files.

What is a CSV file?

CSV stands for Comma-Separated Values but are also called "comma delimited files". They are often used as a universal way to transfer data between unrelated programs. Here are some characteristics of CSV files:

  • Have a .csv extension.
  • Do not have text decoration or formatting; they contain plain text.
  • Each row in the file represents a record.
  • Each record contains fields separated by commas.
  • The first row often contains column headers.

Here is an sample CSV file viewed with the Windows Notepad text editor:

A spreadsheet program can visually display the fields and records as rows and columns:

Exporting CSV data from third-party software

It is common for software to export data as CSV files so it can be imported into other software. But if your software does not export data directly to CSV files, exporting the data to spreadsheet software like Microsoft Excel, OpenOffice Calc or LibreOffice Calc may be possible.

From there it can be edited and ultimately saved as a CSV file, then imported into Payroll System.

Check your software's documentation for the types of data exports available.

Types of data that can be imported using CSV files

Clients cannot be imported using CSV files. New clients will need to be manually added before importing additional data for them.
Clients, employees and paychecks can be imported directly from QuickBooks. Please see Payroll System QuickBooks import.
The values listed below are subject to change as the software and IRS forms change over time. This text can be used as Row 1 in a CSV file to provide column headings and as a data template.

941/940 - Payroll

Employees
CSV values available for import: "SSN","CONTROL","FIRST","MIDDLE","LAST","STREET","CITY","STATE","ZIP","SS-YN","MC-YN","FUT-YN","ST-SDI-YN","ST-UI-YN","WH STATE","UI STATE","INACTIVE YN","DEPT NUM","BIRTH DATE","HIRE DATE","TERMINATE DATE"
1095-B
CSV values available for import:
"RI FIRST NAME","RI M INITIAL","RI LAST NAME","RI SSN","RI BIRTHDATE","RI STREET","RI CITY","RI STATE","RI ZIP","RI COUNTRY","ORIGIN OF POLICY CODE","LINE 9 (LEAVE BLANK)","EMP NAME","EMP EIN","EMP STREET","EMP CITY","EMP STATE","EMP ZIP","EMP COUNTRY","CI FIRST NAME","CI M INITIAL","CI LAST NAME","CI SSN","CI BIRTHDATE","CI COV 12 MOS","CI COV JAN","CI COV FEB","CI COV MAR","CI COV APR","CI COV MAY","CI COV JUN","CI COV JUL","CI COV AUG","CI COV SEP","CI COV OCT","CI COV NOV","CI COV DEC","CORRECTED"
1095-C
CSV values available for import:
"FIRST NAME","M INITIAL","LAST NAME","SSN","STREET","CITY","STATE","ZIP","COUNTRY","EMPLOYEE AGE","PLAN START MONTH","LINE 14 ALL 12 MOS","LINE 14 JAN","LINE 14 FEB","LINE 14 MAR","LINE 14 APR","LINE 14 MAY","LINE 14 JUN","LINE 14 JUL","LINE 14 AUG","LINE 14 SEP","LINE 14 OCT","LINE 14 NOV","LINE 14 DEC","LINE 15 ALL 12 MOS","LINE 15 JAN","LINE 15 FEB","LINE 15 MAR","LINE 15 APR","LINE 15 MAY","LINE 15 JUN","LINE 15 JUL","LINE 15 AUG","LINE 15 SEP","LINE 15 OCT","LINE 15 NOV","LINE 15 DEC","LINE 16 ALL 12 MOS","LINE 16 JAN","LINE 16 FEB","LINE 16 MAR","LINE 16 APR","LINE 16 MAY","LINE 16 JUN","LINE 16 JUL","LINE 16 AUG","LINE 16 SEP","LINE 16 OCT","LINE 16 NOV","LINE 16 DEC","LINE 17 ALL 12 MOS","LINE 17 JAN","LINE 17 FEB","LINE 17 MAR","LINE 17 APR","LINE 17 MAY","LINE 17 JUN","LINE 17 JUL","LINE 17 AUG","LINE 17 SEP","LINE 17 OCT","LINE 17 NOV","LINE 17 DEC","EMP PROV SELF-INSURED COVERAGE","CI FIRST NAME","CI M INITIAL","CI LAST NAME","CI SSN","CI BIRTHDATE","CI COV 12 MOS","CI COV JAN","CI COV FEB","CI COV MAR","CI COV APR","CI COV MAY","CI COV JUN","CI COV JUL","CI COV AUG","CI COV SEP","CI COV OCT","CI COV NOV","CI COV DEC","CORRECTED"
Paychecks
Paychecks are assigned by SSN to employees already in a client's folder. CSV values available for import:
"SSN","DATE","CHECK NUM","REG PAY HOURS","REG PAY HOURLY","REG PAY SALARY","TIPS","FRINGE BEN","OTHER COMP","NONPAYROLL INCOME","401(K)","DEP CARE S125","HEALTHCARE S125","OTHER DEDUCTIONS","FED INCOME TAX","SOC SEC","MEDICARE","ADD MEDICARE","STATE INCOME TAX"
Vendors Payments
CSV values available for import:
"FIRST","INITIAL","LAST","FULL NAME OR COMPANY","1099 2ND NAME LINE","ID NUMBER","CONTROL NO","STREET","CITY OR CITY ST ZIP","STATE","ZIP","DATE","CHECK NO","AMOUNT","REFERENCE","CHECK MEMO","MAIL NAME","MAIL ADDRESS","NONEMP COMP","RENTS","ROYALTIES","OTHER INCOME","FED TAX WH","FISHING BOAT","MED HEALTH CARE","PMTS IN LIEU","CROP INS PROC","EXCESS GP","TO ATTORNEY","409A DEFFERALS","409A INCOME","INCOME TAX STATE","STATE WH TAX","STATE INCOME"

W2/1099 - Information Returns

1095-B
CSV values available for import:
"RI FIRST NAME","RI M INITIAL","RI LAST NAME","RI SSN","RI BIRTHDATE","RI STREET","RI CITY","RI STATE","RI ZIP","RI COUNTRY","ORIGIN OF POLICY CODE","LINE 9 (LEAVE BLANK)","EMP NAME","EMP EIN","EMP STREET","EMP CITY","EMP STATE","EMP ZIP","EMP COUNTRY","CI FIRST NAME","CI M INITIAL","CI LAST NAME","CI SSN","CI BIRTHDATE","CI COV 12 MOS","CI COV JAN","CI COV FEB","CI COV MAR","CI COV APR","CI COV MAY","CI COV JUN","CI COV JUL","CI COV AUG","CI COV SEP","CI COV OCT","CI COV NOV","CI COV DEC","CORRECTED"
1095-C
CSV values available for import:
"FIRST NAME","M INITIAL","LAST NAME","SSN","STREET","CITY","STATE","ZIP","COUNTRY","EMPLOYEE AGE","PLAN START MONTH","LINE 14 ALL 12 MOS","LINE 14 JAN","LINE 14 FEB","LINE 14 MAR","LINE 14 APR","LINE 14 MAY","LINE 14 JUN","LINE 14 JUL","LINE 14 AUG","LINE 14 SEP","LINE 14 OCT","LINE 14 NOV","LINE 14 DEC","LINE 15 ALL 12 MOS","LINE 15 JAN","LINE 15 FEB","LINE 15 MAR","LINE 15 APR","LINE 15 MAY","LINE 15 JUN","LINE 15 JUL","LINE 15 AUG","LINE 15 SEP","LINE 15 OCT","LINE 15 NOV","LINE 15 DEC","LINE 16 ALL 12 MOS","LINE 16 JAN","LINE 16 FEB","LINE 16 MAR","LINE 16 APR","LINE 16 MAY","LINE 16 JUN","LINE 16 JUL","LINE 16 AUG","LINE 16 SEP","LINE 16 OCT","LINE 16 NOV","LINE 16 DEC","LINE 17 ALL 12 MOS","LINE 17 JAN","LINE 17 FEB","LINE 17 MAR","LINE 17 APR","LINE 17 MAY","LINE 17 JUN","LINE 17 JUL","LINE 17 AUG","LINE 17 SEP","LINE 17 OCT","LINE 17 NOV","LINE 17 DEC","EMP PROV SELF-INSURED COVERAGE","CI FIRST NAME","CI M INITIAL","CI LAST NAME","CI SSN","CI BIRTHDATE","CI COV 12 MOS","CI COV JAN","CI COV FEB","CI COV MAR","CI COV APR","CI COV MAY","CI COV JUN","CI COV JUL","CI COV AUG","CI COV SEP","CI COV OCT","CI COV NOV","CI COV DEC","CORRECTED"
1098
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","CORRECTED","1 MORTGAGE INTEREST","2 OUTSTANDING MORTGAGE PRINCIPAL AS OF 1/1","3 MORTGAGE ORIGINATION DATE","4 REFUND OF OVERPAID INT","5 MORTGAGE INS PREM","6 POINTS PAID","7 SAME ADDRESS IS SECURING MORTGAGE","8A ADDRESS OF PROPERTY","8B ADDRESS OF PROPERTY","9 NO. OF PROPERTIES","10A OTHER INFO","10B OTHER INFO","11 MORTGAGE ACQUISITION DATE"
1098-T
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","ID CHECKBOX","CORRECTED","1 PAYMENTS RECEIVED","4 ADJ FOR PRIOR YEAR","5 SCHOLARSHIPS","6 ADJ TO SCHOLARSHIPS","7 INCLUDE AMT FOR JAN-MAR","8 AT LEAST HT STUDENT","9 GRAD STUDENT","10 INS CONTRACT REFUND"
1099-A
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","CORRECTED","1 DATE","2 BALANCE","4 FMV","5 PERSONALLY LIABLE","6A","6B","6C"
1099-B
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","2ND TIN","FATCA","CORRECTED","8949 CHECK BOX","1A DESCRIPTION OF PROPERTY","1B DATE ACQUIRED","1C DATE SOLD","1D PROCEEDS","1E COST OR BASIS","1F ACCRUAL MARKET DISCOUNT","1G WASH SALE LOSS","2A SHORT-TERM","2B LONG-TERM","2C ORDINARY INCOME","3 COLLECTIBLES","3 QOF","4 FED TAX W/H","5 NONCOVERED SEC","6A TO IRS: GROSS","6A TO IRS: NET","7 LOSS NOT ALLOWED","8 P/L REALIZED","9 P/L UNREALIZED LAST YEAR","10 P/L UNREALIZED THIS YEAR","11 AGGREGATE P/L","12 BASIS REPORTED TO IRS","13 BARTERING","14A STATE","15A STATE ID","16A STATE TAX W/H","14B STATE","15B STATE ID","16B STATE TAX W/H","CUSIP"
1099-C
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","CORRECTED","1 DATE","2 AMOUNT","3 INTEREST","4A","4B","4C","5 PERSONALLY LIABLE","6 EVENT CODE","7 FMV"
1099-DIV
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","FATCA","2ND TIN","CORRECTED","1A TOT ORD DIV","1B QUAL DIV","2A TOT CAP GAINS","2B UNRECAP SECT 1250","2C SECT 1202","2D COLLECTIBLES","3 NONDIVIDEND","4 FED TAX W/H","5 SECT 199A DIV","6 INVESTMENT EXP","7 FOREIGN TAX","8 FOREIGN COUNTRY","9 CASH LIQ","10 NONCASH LIQ","11 EXEMPT INTEREST DIVIDENDS","12 SPEC. ACT. BOND INT. DIV.","13A STATE","14A STATE ID","15A STATE TAX W/H","13B STATE","14B STATE ID","15B STATE TAX W/H"
1099-INT
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","FATCA","2ND TIN","CORRECTED","PAYER'S RTN","1 INTEREST INC","2 PENALTY","3 INT ON US SAVINGS BONDS","4 FED TAX W/H","5 INVESTMENT EXP","6 FOREIGN TAX","7 FOREIGN COUNTRY","8 TAX-EXEMPT INT","9 SPEC PRIVATE ACT BOND","10 MARKET DISCOUNT","11 BOND PREMIUM","12 BOND PREMIUM ON TREASURY OBLIGATIONS","13 BOND PREMIUM ON TAX-EXEMPT BOND","14 TAX-EXEMPT BOND CUSIP","15A STATE","16A STATE ID","17A STATE TAX W/H","15B STATE","16B STATE ID","17B STATE TAX W/H"
1099-MISC
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","FATCA","2ND TIN","CORRECTED","1 RENTS","2 ROYALTIES","3 OTHER INCOME","4 FEDERAL TAX W/H","5 FISHING BOAT PROCEEDS","6 MED/HEALTH PMTS","7 DIRECT SALES>5K","8 SUBST PMTS","9 CROP INS PROCEEDS","10 PMTS TO ATTORNEY","12 SEC 409A DEFERRALS","13 EXCESS GOLDEN PARACHUTE ","14 NONQUALFIED DEFERRED COMP","15A STATE TAX W/H","16A STATE","16A STATE ID","17A STATE INCOME","15B STATE TAX W/H","16B STATE","16B STATE ID","17B STATE INCOME"
1099-NEC
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","FATCA","2ND TIN","CORRECTED","1 NONEMPLOYEE COMP","4 FEDERAL TAX W/H","5A STATE TAX W/H","6A STATE","6A STATE ID","7A STATE INCOME","5B STATE TAX W/H","6B STATE","6B STATE ID","7B STATE INCOME"
1099-PATR
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","2ND TIN","CORRECTED","1 PATRONAGE DIV","2 NONPATRONAGE DIST","3 PER-UNIT RETAIN ALLOC","4 FED TAX W/H","5 REDEMPTION","6 SEC 199A(G) DEDUCTION","7 QUALIFIED PAYMENTS","8 SEC 199A(A) QUAL ITEMS","9 SEC 199A(A) SSTB ITEMS","10 INVESTMENT CRED","11 WORK OPP CRED","12 OTHER","12 OTHER DESCRIPTION","13 SPECIFIED COOP"
1099-R
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","12 FATCA","CORRECTED","13 DATE OF PAYMENT","1 GROSS DIST","2A TAXABLE AMT","2B TAXABLE AMT NOT DET","2B TOTAL DIST","3 CAP GAIN","4 FED TAX W/H","5 EMP/ROTH CONTR/INS PREM","6 NET UNREALIZED APPR","7 DIST CODES","7 IRS/SEP/SIMPLE","8 OTHER","8 PERCENT","9A PERCENT OF TOT","9B TOT EMP CONTR","10 AMT ALLOC TO IRR","11 1ST YEAR OF ROTH","14 STATE TAX A","15 STATE A","15 STATE ID A","16 STATE DIST A","17 LOC TAX A","18 LOC NAME A","19 LOC DIST A","14 STATE TAX B","15 STATE B","15 STATE ID B","16 STATE DIST B","17 LOC TAX B","18 LOC NAME B","19 LOC DIST B"
1099-S
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","CORRECTED","1 DATE CLOSED","2 GROSS PROCEEDS","3A","3B","3C","4 TRANSFEROR REC PROP","5 FOREIGN PERSON","6 BUYER'S RE TAX"
1099-SA
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","CORRECTED","CALENDAR YEAR","1 GROSS DIST","2 EARNINGS","3 DIST CODE","4 FMV","5 TYPE"
W-2
CSV values available for import:
"SSN","LAST NAME","FIRST NAME","INITIAL","STREET","CITY","STATE","ZIP","COUNTRY","CONTROL NO.","1 WAGES","2 FED TAX","3 SS WAGES","4 SS TAX","5 MED WAGES","6 MED TAX","7 SS TIPS","8 ALLOC TIPS","10 DEP CARE","11 NQ PLANS","12A CODE","12A AMT","12B CODE","12B AMT","12C CODE","12C AMT","12D CODE","12D AMT","13 STATUTORY","13 RETIREMENT","13 SICK PAY","14A","14B","14C","14D","15 STATE A","15 STATE ID A","16 STATE WAGES A","17 STATE TAX A","18 LOC WAGES A","19 LOC TAX A","20 LOC NAME A","15 STATE B","15 STATE ID B","16 STATE WAGES B","17 STATE TAX B","18 LOC WAGES B","19 LOC TAX B","20 LOC NAME B"
W-2G
CSV values available for import:
"ID","LAST NAME OR COMPANY","FIRST NAME","INITIAL","2ND NAME","STREET","CITY","STATE","ZIP","COUNTRY","ACCOUNT NO.","FILING STATE","CORRECTED","1 GROSS WINNINGS","2 DATE","3 TYPE OF WAGER","4 FED TAX W/H","5 TRANSACTION","6 RACE","7 WINNINGS FROM IDENT WAGERS","8 CASHIER","9 WINNER'S TAX ID","10 WINDOW","11 FIRST ID","12 SECOND ID","13 STATE","13 STATE ID","14 STATE WINNINGS","15 STATE TAX W/H","16 LOCAL WINNINGS","17 LOCAL TAX W/H","18 LOCALITY"

CSV Import Guidelines

  • CSV files be edited using spreadsheet software before they are imported into the Payroll System.
  • Be sure to remove any columns and rows that are not needed.
  • Remove rows that contain any extraneous notation, captions, sub-totals, totals or appear to be blank.
  • Remove any blank rows at the end of the file. Blank rows may appear to have no data in them but if they have spaces, which are invisible, they can cause a problem.
  • The importer will flag any issues in the CSV file that cause parsing problems.
  • Additional CSV import guidelines can be viewed here.

How To Import CSV Data

Backup all clients before importing CSV data.

Follow these steps:

  1. From the menu bar select Utilities > Import Comma Delimited File...
  2. Browse to, Select, then Open the CSV file to import.
  3. Choose the type of data to be imported then click the Next button.
  4. Two vertical columns will be displayed in the lower half of the Import window.
    The left column includes combined information from the first 2 rows from the CSV file. This information includes column headings and a sample row of data.
    The right column includes drop-down menus that list the values inside Payroll System the values in the left column can be matched to.
  5. Once the needed values from both columns are matched up, click the Finish button.
  6. An import confirmation message will be displayed. To continue click the Yes button.
  7. After the import is completed an import summary will be displayed.
  8. The importer will offer to save the current import options set in Steps 4-5.
    Provide a meaningful name to save these options under.
    The next time this type of import is performed simply click the Load button during Step 3 and select the saved import options. Step 4 can then be skipped.

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