Paychex Integration (Beta)

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Applies to ,

Overview

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.

Beta Integration

The Paychex integration is currently in beta. If you’d like to join the beta, please contact us.

Things to know before you begin

  • Your workplace must use Time Clock & Attendance to set up payroll integrations.
  • You must be the account holder or a manager with access to manage payroll to set up the Paychex integration and export payroll data.
  • You must have a Paychex Flex plan to use the integration.

Before you begin

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.

Step 1: Turn on the Paychex integration

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. In the top-right corner of the screen, hover your pointer over Gear menu and select Integrations.
  3. Click See All Integrations.
  4. Under Paychex, click Learn More.
  5. In the upper-right corner of the screen, click Enable.Enable Paychex integration

Step 2: Add your company information

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

Step 3: 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.

Step 4: 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.

Step 5: 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.

Sending payroll data to Paychex

  1. When a pay period has ended, review and finalize payroll.
  2. When it’s time to export your payroll information, select Paychex.Export payroll to 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.
    If you need assistance with this step, contact your Paychex representative.
Updated on August 22, 2018

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