Paychex Payroll Export

If you are using 7punches for time-clocking, or have a POS integration that includes labor, you can export your worked hours in a Paychex-ready format.

⚠️This feature is only available on The Works plan or higher.
⚠️The Paychex Export currently only supports one Paychex Company Code per 7shifts account.

For more information please contact support at support@7shifts.com.
SKIP AHEAD TO:
Activating the Paychex Export
Mapping Employees and Roles
Export your Timesheets for Paychex
Including Paid Time Off (PTO)


Activating the Paychex Export

To enable the export, you'll need to do the following:

1. Hover over the 'More' menu > Integrations then click on 'Add Integration.'

2. Search and select Paychex, then click 'Next.'

3. Enter your Company Code and click 'Connect.'
4. Next, click on 'I'm Done!'

5. Once you have added the Paychex Export into your account, you will need to enable and customize some of the individual features of the Export. 

To find these settings, go to: the  'More' menu > Integrations > My Integrtions > Paychex > Settings

6. Under the 'Custom Export Codes' tab, you can set the optional codes for Regular, Overtime, Double Overtime, and Holiday hours. 

7. Click on the 'Payroll Mapping' tab and choose whether to enable 'Split Hours by Role' and 'Export Wages.'

Split Hours by Role: Enabling this feature will split Employee hours by role on the CSV. If Employees work more than one role, their hours will be split on the CSV, and the wage codes for those roles will be applied from Paychex.

Export Wages: Enabling this feature will split the hours, as well as overriding the Paychex wage with the wage that is entered in the Employee's 7shifts profile for each role. If wages are correctly entered for each job code in Paychex, this feature can remain off.


Mapping Employees and Roles with Paychex

In order to match employees in 7shifts to those in Paychex, you will need to input your Paychex File Numbers in 7shifts.

⚠️You can come back to this screen to update or edit these codes by going to the ' More' menu > Integrations > My  Integrations  > Paychex > Settings.

1. Under the 'Payroll Mapping' tab click on 'Edit employee IDs' or 'Map Roles.'

2. Select the 'Employees' tab and enter the corresponding Paychex file number for each Employee. 

Remember to scroll down and click 'Save.'

⚠️If you need help locating the file numbers for employees in Paychex, contact your Paychex representative.

3. Select the 'Roles' tab to enable and map Labor Override Codes (optional).

Enter the corresponding Labor Override Codes for each Role in 7shifts.  Be sure to click 'Save' before changing locations.


Preparing your Export File

Before you can run the Paychex payroll export, you'll need to ensure that you've properly approved all punches and closed your timesheet.

1. Click the 'Time Clocking' tab at the top of the screen, then select the appropriate Pay Period.

2. From there, review and 'Approve' or 'Modify' any unapproved punches, or choose to 'Approve All.'

3. For multi-Location users, you can also choose to sort by Location and approve punches by Location.

4. Once you've approved all punches, you're ready to close the Timesheet.

To close the Timesheet, select 'Close Timesheet' in the top right corner. 

⚠️For multi-Location users, you can close Timesheets on a Location basis. However, the Paychex export will export punches from all locations, regardless of if the Timesheet is closed. 

5. With the Timesheet closed, You can export it by selecting 'Export' then 'Paychex.'

5. You can now import your payroll data to Paychex.

The columns included in the Paychex export are:

Client ID
Worker ID
Org
Job Number
Pay ComponentRate
Rate Number
Hours
Units
Line Date
Amount
Check Seq Number
Override State
Override Local
Override Local Jurisdiction
Labor Override
Check Template
Output Type
Net Pay
Check Number
FIT Amt
SS Amt
Medicare Amt
Fed Backup Withholding Amt
State Tax Jurisdiction
SIT Amount
SDI Amt
Fam Leave
Med Leave
SUI Amt
State Misc Amt
State Surcharge Amt
State WC Amt
State Backup Withholding Amt
State Allocation %
Local Tax Jurisdiction
Local Tax Name
Local Amt
Local Allocation %

⚠️Contact your Paychex representative if you have questions about this step.


Including Paid Time Off (PTO)

To include Employees' Paid Time Off and Paid Sick Time hours within the report, you will need to enable these features under your Company Settings.

Click here to enable Paid Time Off (PTO).
After enabling Paid Time Off  and / or Sick Time Off, you can input your custom codes for Paychex by:

1. Going to the 'More' menu > Integrations > My Integrations > Paychex and clicking on 'Settings.'

2. Under the 'Custom Export Codes' tab, scroll down and set the optional codes for 'Paid Time Off', 'Sick Paid Time Off', and 'Unpaid Time Off' hours. 

3. Be sure to hit 'Save.'

These fields are optional. If no code is provided, the default columns for Paid Time Off, Sick Paid Time, and Unpaid Time Off will be exported as:

PTO
SPTO
UPTO

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