Click: Payroll admin → Export → Payroll export with period management

1. Introduction

BitaBIZ can export registrations to all payroll systems. We call this feature Payroll export with period management.

Purpose:

Payroll export ensures that hours, leave, mileage, and payroll components are correctly imported into your payroll system.
And most importantly: BitaBIZ keeps track of which registrations have been settled in your payroll system.

Payroll export to payroll system is not the same as:

BitaBIZ API – used for exporting raw data and integrations. The API should not be used for payroll system export.
Report library – contains ready-made HR reports. Exporting from the report library should not be used for payroll system export.

👉 For both, export via API or the Report library does not archive settled registrations. Therefore, always use Payroll export with period management for payroll system export, where registrations are imported directly in a format your payroll system understands and settled registrations are archived as payroll processed.

2. How payroll export with period management works

When a registration is exported to the payroll system:

The registration is locked in the employee's calendar.
Employee, manager, and Payroll Admin can see that the registration has been payroll processed.
The registration can then only be deleted by Payroll Admin via calendar access.

All payroll processed registrations are archived in the "Payroll processed" Archive:

Archived registrations can always be found and exported to Excel.
Archived registrations are not included in future payroll exports.
If a registration needs to be exported again, it can be released by deleting the archive entry in Archive (Payroll processed).

3. When is a registration not included in the export?

A registration will not be included in the payroll export if:

The registration is awaiting approval.
The employee has not been assigned a payroll number in BitaBIZ.

💡 Best practice: If you follow the recommended process for payroll export, all registrations will always be included. If not this month – then next month. And a registration is always only included once, even if the same period is imported multiple times.

Registrations awaiting approval

Registrations that are awaiting approval are not included in the payroll export.

If you as payroll admin need an overview of these registrations, you can find them via:

Payroll admin → Logs → Awaiting approval

Here you get a complete list of all registrations that have not yet been approved.

This is the recommended way to follow up on missing approvals before a payroll run.

How do I check why a registration type is missing from the payroll export?

If a registration type is missing from the payroll export, you first need to find out which type of registration was used in BitaBIZ.

Start by opening the employee's calendar and clicking on the registration that is missing from the payroll export. This will show which registration type was used.

Then check:

Which registration type was used?
See if the registration was created as, for example, Sick, Other leave (e.g. types of leave), Custom registration type (e.g. sick hourly employees, on-call shift, working from home, Supplementary balance (e.g. other vacation), Time registration - without hour bank (payroll hours, rates) or another type.
Is the registration approved?
Registrations that are awaiting approval are not included in the payroll export.
Go to Payroll Admin → Logs → Awaiting approval.
Does the employee have a payroll number?
The employee must have a payroll number in BitaBIZ before registrations can be included in the payroll export.
Is the employee on the correct policy?
Some payroll codes are set on the employee's policy. This applies, for example, to sick leave.
Is the payroll code set on the same type as the employee registered?
The payroll code must be set on the type that is actually registered in the calendar.
Is the type set up for payroll export?
For custom registration types, other leave, time registration - without hour bank, job codes for overtime, Add to payroll export must be enabled, and the correct code must be entered in the ID number field.
Has the registration already been payroll processed?
A registration is only included in the payroll export once. If it has already been payroll processed, it can be found in Archive / Payroll processed and will not be included again.
Is the period and policy included in the export?
Check that the registration date is within the selected export period, and that the employee's policy/personnel group is selected in the export.

4. Terminated and inactive employees

Registrations from terminated or inactive employees are included in the payroll export.
Future planned registrations (e.g. vacation or time off) must therefore be deleted manually when an employee's calendar is closed due to termination.
- Otherwise, the registrations will be included in future payroll exports.
Payroll Admin deletes these registrations via calendar access for a terminated employee.

5. How to create an export

Select from and to dates
- To date = last day in the payroll period you want to export.
- From date = several months back (e.g. 3 months), so you also include:
  - Hours that have been registered late in previous payroll periods and not marked as payroll processed.
  - Hours and leave that were approved after the last payroll run.
Select personnel groups (policies) to include in the export:
Click Show result
- If an employee is missing a payroll number, this will be shown, and their registrations will not be included.
- If a previously exported registration has been deleted, this will be shown.
- If you run the payroll export for the same period again, only registrations that have not previously been exported, as well as new or late registrations in the period, will be included.
- Already exported registrations are shown, but will not be included again.
Click Export
- Data is sent to your payroll system (via file or electronic integration).
- The export is archived as payroll run.
- Registrations are locked in the employee's calendar and marked as payroll processed.

Red markings in payroll export

When you click Show result, you may see red markings in the columns.

Red cross in "Payroll number"

The employee is missing a payroll number and therefore cannot be included in the export.

If an employee is missing a payroll number during payroll export, they will not be exported. Once the payroll number is added, you can run the same period again, and the employee's registrations will automatically be included.

You can find and update these employees under Payroll Admin → Employees → Edit payroll number, etc.
Search for “missing” to get an overview of employees without a payroll number.

Red cross in "Payroll run"

The registration was previously exported to the payroll system, but has since been deleted in BitaBIZ.

This means:

The registration has already been sent to the payroll system
But no longer exists in BitaBIZ
There will therefore be a discrepancy between BitaBIZ and the payroll system

These registrations cannot be recreated via export or found in a separate log.

Therefore, Payroll Admin must handle this manually in the payroll system.

6. Payroll file format

⚠️ Important: Do not open the payroll file in Excel before importing it into your payroll system.

Excel can change data in the file (e.g. date formats or numbers).
Therefore, download the payroll file directly and import it without opening it first.

FAQ

How do I set up integration to our payroll system?

Before you can start exporting to your payroll system, the integration must be set up. 📑 Read this guide

Can I use the API for payroll export?

No. The API provides raw data for integrations and reports, but it does not archive payroll processed registrations. Always use Payroll export with period management for payroll system export.

Why is a registration missing from the export?

Typically because:

The registration is not approved.
The employee has not been assigned a payroll number in BitaBIZ.

The payroll file can't be imported, even though the setup hasn't changed

If the payroll file could previously be imported correctly and nothing has changed in the setup since the last payroll export, the problem is often related to file handling itself.

Do this:

Download the payroll file again from BitaBIZ.
Do not open the payroll file in Excel.
Import the file directly into the payroll system from the download folder or wherever the file is saved.
If the file has already been opened in Excel, export the period again from BitaBIZ.
Go to the archive for payroll-processed exports.
Find the relevant export.
Click the delete icon to remove the export from the archive.
Then export the same period again.
Import the new file directly into the payroll system without opening it first.

Important: When a payroll file is opened in Excel, Excel can change the file's format, dates, numbers, or punctuation. The file may then look different and, in some cases, can no longer be imported correctly into the payroll system.

Removing the archive allows you to export the period again. This does not mean that employees' registrations are deleted from the calendar.

Is leave included in the payroll export?

Leave such as vacation and sick leave is included in the payroll export on days that are treated as workdays in the system.

This means that:

Leave on weekends and public holidays is not included
Leave on days marked as days off is not included
Leave on days with standard hours set to 0 (zero days) is still included if the day is not marked as a day off

For a day to be treated as a day off, it must be created via a custom registration type marked as a day off. It is not enough to just set the standard hours to 0.

Solution:
If a day is actually a fixed day off, it should be set up as a recurring registration via custom registration types. Otherwise, the day will be treated as a workday, and leave may be included in the payroll export.

Why are sick hours included in the payroll export on days when the employee wasn't supposed to work?

If an employee is registered as sick over a period, the system will by default distribute the sick leave across all days in the period that are considered workdays.

If there are days without scheduled work hours (e.g., standard hours 0), but the day is not marked as a day off, the system will still treat the day as a potential workday.

In these cases, a daily average of the employee's weekly standard hours is assigned to the day. These hours will therefore be included in the payroll export as sick hours.

No sick hours are registered on days that are not workdays, such as weekends and public holidays. The same applies to days that are set up as days off.

Solution:
To avoid this, set up a fixed day off on the relevant days. When a day is marked as a day off, it is treated as a non-workday—just like weekends and public holidays—and no sick hours will be assigned or exported for that day.

An employee wasn't included in the payroll export – what should I do?

You can't do a payroll export for just one employee.

Instead, you need to run the payroll export again for the same period. When you do this, the system will automatically only include:

registrations that haven't previously been exported
as well as any new or subsequently registered entries in the period

If an employee wasn't included in the first export (for example, because a payroll number was missing), their registrations will automatically be included once you've fixed the error and run the export again.

Registrations already exported for other employees will not be included again.

Why aren't hourly paid employees' hours included in the export to the payroll system?

If hourly paid employees' work hours are not included in the export to the payroll system, it's typically because their time registrations aren't linked to job codes.

Hourly paid employees who are paid based on the hours they've worked (and therefore don't have an hour bank) must register their time on job codes with pay rates.
If an employee isn't linked to a job code, their work hours won't be exported to the payroll system. In these cases, the export will often only include registrations such as vacation and sick leave, which can make it seem like work hours are missing.

To ensure that hourly paid employees' hours are correctly included in the export, you need to:

Create relevant job codes with pay rates
Make sure hourly paid employees register their work hours on these job codes

You can find a step-by-step guide here:
Create job codes with pay rates for payroll

Why can't I export the same registrations again?

Once a registration has been exported, it is archived as “payroll processed” and won't be included in future exports. If you want to export it again, you need to remove the archive status in Payroll Processed.

The payroll file can't be imported into our payroll system

Never open the payroll file in Excel before importing it into the payroll system. Excel can change formats (such as dates and numbers). Download the file directly and import it without opening it first.

What are Payroll Export, Calendar Access, and the Report Library used for?

Payroll Export is used to export approved registrations to the payroll system and to keep track of which registrations have been processed for payroll.
Calendar Access is used for reconciliation and checking balances per employee, and here balances can be adjusted manually.
Report Library is used for follow-up and overview across employees, periods, and registration types.

Together, they cover the entire process from follow-up and reconciliation to payroll processing and analysis.

Are notes from vacation and other vacation included in the payroll export?

No, notes are never included in the payroll export—neither from vacation nor other vacation.

If you need a report that includes employees' notes, you should instead go to Payroll admin and select Create report. Here you can create a report where notes are included—read more about it here.

Can payroll-processed hours be edited or deleted?

Payroll-processed registrations are locked for employees and approvers.

However, payroll-processed registrations can be edited or deleted by payroll admin if necessary.

Can I export the red markings in the payroll export to Excel?

It depends on what the marking is for:

If the marking is due to a missing payroll number, you can find the employees via Payroll Admin → Employees → Edit payroll number, etc. and update them.
When filtered by "missing," the list can be exported to Excel.
If the marking is because a registration was previously exported and then deleted, there is no log or Excel report for these.
These are only shown in the payroll export result view and must be handled manually in the payroll system.

Why aren't sick hours for our students included in the payroll file?

If sick leave for students isn't included in the payroll file, it's typically because of the following:

Check which registration method the employee uses to register sick hours:
1. Standard sick leave enabled on the policy
2. Custom registration type created as "Sick hours"
3. Time registration – without hour bank –> job code created as "Sick hours"
Check that the correct payroll code is set for sick leave.
Check that the specific registration is actually created in the employee's calendar.
Check that the registration is approved, the employee has a payroll number, and the date is within the export period.

Why aren't our leave types included in the payroll file?

If leave isn't included in the payroll file, it's typically because of the following:

Check which registration method the employee uses to register leave:
1. Custom registration type created as "leave type"
2. Other leave is used to create "leave type" (recommended)
Check that the correct leave code is set for the leave type. And that the type is marked with "Add to payroll file".
Check that the specific registration is actually created in the employee's calendar.
Check that the registration is approved, the employee has a payroll number, and the date is within the export period.

Can I lock registrations without sending them to the payroll system?

Yes.

Registrations in BitaBIZ are locked when they are payroll processed via payroll export with period control—regardless of which format is exported to.