Paychex Integration

From your

Applies to ,


If you use When I Work Time Clock & Attendance, you can easily export your payroll information to a CSV file and upload it to Paychex.


Before you begin

  • Your Paychex account requires the Paychex Standard Payroll Import (SPI) setting to be enabled in order to successfully import the When I Work payroll file. Reach out to your Paychex client support representative to enable this for you.
  • Make sure you have the following information from your Paychex account:
    • Client ID
    • Worker ID for each employee
    • Pay components
    • Labor assignments (optional)

Setting up the Paychex integration

Turn on the Paychex integration and add your Paychex information to configure your payroll exports.

Turn on the Paychex integration

  1. Hover over Gear, then select Integrations Integrations.

  2. Click See All Integrations.
  3. Under Paychex, click Learn More.
  4. In the upper-right corner of the screen, click Enable.Enable Paychex integration screen

Add your company information

On the Company tab, add your Client ID, then click Save.Company tab

Add employees’ worker IDs

On the Employees tab, enter each employee’s Paychex Worker ID. If you want to exclude an employee from the payroll export, leave their ID blank.Employees tab

When you’re finished, click Save.

Add your labor assignments

If you use Paychex’s Labor Distribution product and want to include position information in the CSV export, go to the Positions tab and enter the Labor Assignment that corresponds with a position in When I Work.
Adding labor assignments for your positions is optional. If you don’t use Labor Distribution, skip this step.
Positions tab

When you’re finished, click Save.

Add your pay components

On the Earnings tab, enter the Paychex Pay Component that corresponds with each type of pay in When I Work. If you don’t use a certain type of pay component in Paychex, leave the Paychex Pay Component field blank.Earnings tab

When you’re finished, click Save.

Paychex Overtime Settings

When I Work calculates overtime before the payroll file is exported. Any additional overtime earning codes in Paychex should be set to a value of 1.0 to prevent overpayment.

Sending pay period data to Paychex

  1. When a pay period has ended, close and export pay period hours.
  2. Click Paychex.
  3. Save the CSV file to your computer.
    Do not make changes to the column headers in the CSV file.
  4. Upload the CSV file to Paychex.
Updated on March 26, 2021

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