Paychex Flex Integration

ClearCompany supports the Paychex Flex integration by creating a custom CSV. This article will provide information on setting up and supporting the integration for internal use. If you are interested in this integration, reach out to your ClearCompany Representative.

In this article:
Paychex Flex Integration Overview
How the Integration Works
Prerequisites
Paychex Flex Setup Steps
Testing the Paychex Flex Integration

Paychex Flex Integration Overview

This integration is built for clients with Paychex Flex. It will not work for clients with Paychex Oasis. Clients who use "ClearCompanys ATS and/or Onboarding" can utilize this integration. The Paychex Flex integration uses CSV generation to provide you with a file you can upload into the Paychex Flex “People Application”.  You will need to have a conversation with your ClearCompany Representative to discuss the data points available through the CSV and make decisions about where that data comes from. This conversation also includes triggers and CSV filters.

Requires access to Paychex Flex and ClearCompany ATS and/or Onboarding. Onboarding is recommended.

How the Integration Works

1. The integration functions as a manual CSV download/upload from ClearCompany. This is not an automatic integration.
2. You will download the CSV file from a ClearCompany-provided URL.
3. You will then upload it into the “People Application” in Paychex Flex.

Prerequisites

• You are using Paychex Flex.
• You have purchased the integration.
• You have contact with access to the “People Application” for uploading tests and returning error codes.

Paychex Flex Setup Steps

Data Points

Below are all the data points that are available:

Data Points
Company ID	Birth Date	Country	Position	Status Date
Employee ID	Clock ID	Telephone	EEO Job Category	Supervisor
Employee Type	Sex	Cell Phone	Work State	Pay Rate 1
First Name	Ethnic Origin	Work Phone	Office Type	Pay Rate Amount 1
Middle Initial	Address 1	Work Phone Extension	Class Code	Pay Rate 1 Org Unit
Last Name	Address 2	Full/Part Time	Class Code Suffix	Pay Rate #
Preferred Name	Box Number	Eligible for Retirement Plan	Waive Code	Pay Rate # Org Unit
IC Company Name	City	PEO Class Code	Employee Status	Pay Rate Default
SSN	State/Province	Organization Unit	Reason	Standard Pay Hours
Federal ID Number	Zip/Postal Code	Business Location Name	Reason Description	Standard OT Hours
Federal Tax Residency	Federal Allowances	Deductions Amount	Federal Additional Tax Percentage	Standard Hours #
Federal Taxability Status	Multiple Jobs	Other Income	Federal Override Tax Amount	Standard OT Hours #
Federal Filing Status	Dependents Amount	Federal Additional Tax Amount	Federal Override Tax Percentage	Overtime Exempt
EE Sequence	State Income Tax	State Tax Residency	State Percent Worked	State Taxability Status
State Unemployment	Worksite Code	State Disability	State Filing Status	State Allowance Name 1
State Allowance Name 1	State Allowance Number 1	State Allowance Amount 1	State Allowance Name 2	State Allowance Number 2
State Allowance Amount 2	State Allowance Name 3	State Allowance Number 3	State Allowance Amount 3	State Additional Tax Amount
State Additional Tax Percentage	State Override Tax Amount	State Override Tax Percentage	Reduced Withholding Amount	State Withholding %
Dependent Health Insurance Benefits Indicator	Date Dependent Health Ins Benefits are Available	Employee Health Insurance Benefits Indicator	Date Employee Health Ins Benefits are Available	County
Family Owned Business Owner Indicator	Seasonal Indicator	SOC	State Jurisdiction 1	Local Regulation Name 1
Local Tax Residency 1	PA Live/Work Status 1	Local Taxability Status 1	Local Filing Status 1	Local Allowance Name 1
Local Allowance Number 1	% of Earnings Taxed 1	Ohio Local Residence Tax Rate 1	Local Additional Tax Amount 1	Local Additional Tax Percent 1
Local Override Tax Amount 1	Local Override Tax Percent 1	Employee Waiver Indicator 1	State Jurisdiction 2	Local Regulation Name 2
Local Tax Residency 2	PA Live/Work Status 2	Local Taxability Status 2	Local Filing Status 2	Local Allowance Name 2
Local Allowance Number 2	% of Earnings Taxed 2	Ohio Local Residence Tax Rate 2	Local Additional Tax Amount 2	Local Additional Tax Percent 2
Local Override Tax Amount 2	Local Override Tax Percent 2	Employee Waiver Indicator 2	State Jurisdiction 3	Local Regulation Name 3
Local Tax Residency 3	PA Live/Work Status 3	Local Taxability Status 3	Local Filing Status 3	Local Allowance Name 3
Local Allowance Number 3	% of Earnings Taxed 3	Ohio Local Residence Tax Rate 3	Local Additional Tax Amount 3	Local Additional Tax Percent 3
Local Override Tax Amount 3	Local Override Tax Percent 3	Employee Waiver Indicator 3	Job Number	Labor Assignment
Home Email	Work Email	Hired Date	ESR Standard Hours	ESR Standard Hours Same as Standard Hours
Insurance Standard Hours	Insurance Standard Hours Same as Standard Hours

Setup Steps

1. Purchasing the Paychex Integration.
2. Your ClearCompany Representative will schedule a call to discuss the data points with you and document them.
   1. In this call, you will:
      1. Identify the mandatory fields
      2. Collect relevant client data (such as Company ID)
      3. Determine data locations for non-standard fields (custom req fields, offer letter fields, etc)
      4. Discuss CSV trigger (workflow change or packet completion)
      5. Make sure any non-standard fields are created and linked to the export
      6. Update the export to include relevant information
      7. Make sure all fields and data match the formatting of the documentation or the candidate file will fail
3. Your ClearCompany Representative will build out the export based on the information gathered on the call.
4. Once the export is built a call will be scheduled to test out the export and troubleshoot any errors.

Testing the Paychex Integration

You will have to be present for testing since ClearCompany doesn’t have access to the “People Application” or the errors that may result. Testing will happen when ClearCompany provides you with the test file, you upload it into the "People Application", and then return the errors to ClearCompany. As such, consistent communication between you and ClearCompany is a must.

Testing Notes

1. You will need a test requisition and test candidate you want to use. If not, we create a test requisition that is labeled to delete later.
2. You will need to log in as the candidate and the approver (HR Admin) and complete the onboarding packet.
3. We will email you a link with instructions on uploading the file into the People Application.
4. Take a screenshot of any errors that populate when you upload the test file, if there are no errors the export is complete

For more information regarding the Paychex Flex integration, reach out to your ClearCompany Representative