Complete Setup Instructions for Paychex

This guide will outline the steps to complete a Paychex integration with Payroll Integrations Inc. 

 

Please note that the Paychex 'Super User' will be needed to enable to integration connection in Paychex. 

 

Contents: 

Setting Up a Payroll Integrations Account

Setting Up Your Plan

Connecting Your Paychex Account

Mapping Deductions and Earnings Codes

Employee Filtering

Employee Loans

Important Notes

 

Setting Up a Payroll Integrations Account:

1. Navigate to Payroll Integrations through the link provided to you by your 401k recordkeeper.

The link provided should be https://www.payrollintegrationsapp.com/[recordkeeper]. Please note that [recordkeeper] will be unique to your specific 401k recordkeeper. 

 

2. Click 'Create Account' below 'Sign In'. Please note that your Payroll Integrations account is a completely separate account from your 401k account through your recordkeeper. You Payroll Integrations account will be used strictly for the integration. 

 

3. Enter your email address and click 'Create Account'.

 

4. A verification email will be sent to your email within a couple of minutes. Click the link in the verification email to verify your account.

Note: If you do not receive a verification email, repeat steps 1-3 in case there was a typo. 

 

5. Create a password. The Password must be at least 8 characters with 1 lower-case letter, 1 upper-case letter, 1 number, and 1 special character.

6. Log into your Payroll Integrations Account.

 

7. Agree to the Terms and Conditions. 

 

Setting Up Your Plan:

1. Enter the company name and your company ID as indicated by your 401k recordkeeper.

2. Click 'Save'. 

 

Set Up Division

1. Click the blue "Create Division" button. 

 

2. Click on the 'Paychex' logo.

3. Enter your Paychex ID and select ‘Next’.

Your Paychex ID should be an 8-digit code and can be found in the upper left-hand side of your Paychex portal, under the company name. 

 

4. Confirm the information is correct and select ‘Looks Good’

5. Name your division something relevant to the company being setup. Fill in any additional information requested. Additional information may be required than what is pictured below depending on your recordkeepers requirements. 

If your retirement plan allows loans, please select if employees are allowed single loans or multiple loans at one time. If your plan allows no loans, you may leave the loan setting as is.

Once requested information is filled out, please click 'Next' in the bottom right-hand corner. 

6. Select your payroll frequency in the drop down. If a day of the week and/or date of next payroll is requested, please enter based upon check date. If you do not see your payroll frequency listed in the dropdown, you may select 'Custom', the number of payrolls you run in a month, and the check dates. 

7.  Enter the date you would like the integration to start and click ‘Next.’ The integration will begin sending payroll files to your recordkeeper from the activation date onward.

If previous payrolls need to be sent to your recordkeeper, we can send those retroactively. You may set the activation date up to 30 days in the past. If additional payrolls are needed that are more than 30 days in the past, please submit a help desk ticket here. 

8. Confirm your details thus far. If everything is correct, click ‘Create Division’ if there is something that needs editing, click the ‘revisit’ link.

 

 

9. The next step will be to complete subscription details for your integration. Click 'Yes' to setup your subscription. You may either use credit card or ACH bank account as acceptable methods of payments. Select whichever method you prefer and fill in the requested details. 

For ACH bank, you will have two options:

• Preferred: Automatically connect your bank by searching your bank's name. You will be directed to login to your bank account and agree to ACH payments. No additional steps needed with this method.
• Bank Account Number and Routing Number - Click 'Enter Bank Details Manually' below the banks. Enter your bank account number and routing number. You will receive a micro-deposit of $0.01 in about 1-2 business days with a validation code in the format of SM-XXXX. The validation code will need to be input back into the banking details on the Payroll Integrations website once received. Please keep an eye out for this micro-deposit as the code will expire in a couple of business days and the process will need to be repeated. 

Once you have completed your billing information, please click 'Submit Billing Information' then click 'Back to Dashboard'. 

 

Connecting Your Paychex Account:

1. To connect your Paychex account to Payroll Integrations Inc., click 'Finish Setup' on your dashboard. 

 

2. There will be a 'Visit Paychex' button that will redirect you to Paychex. If you are not currently logged into Paychex, please log in. 

The 'Visit Paychex' button should automatically take you to where you need to be to turn on the integration in Paychex. If it does not, you can go to 'Company Settings' then click 'Integrated Apps'. 

 

 

Here you will find Payroll Integrations' access to be pending. Click on 'Payroll Integrations'. 

 

 

3. After clicking ‘Payroll Integrations’, check that you have accepted the Legal Notice and click "Approve" at the top. Once that is done your app is officially connected to Payroll Integrations.

 

If you have multiple Paychex IDs that need to be set up under Payroll Integrations Inc., please repeat the steps outlined in 'Set Up Division' and 'Connecting Your Paychex Account' for each Paychex ID.

 

Mapping Deductions and Earnings Codes:

1. Navigate back to the Payroll Integrations website and click 'Check Connection' or 'Finish Setup' if you are on the dashboard. 

 

 

2 Click ‘Start’ next to 'Division Codes'.

 

3. Scroll through the deduction codes on the left and find any retirement-related deduction codes. Drag and drop the 401k employee deduction codes into their appropriate buckets on the right. Please note that the below codes are only example codes -- the deduction codes you use in payroll may vary.

Once you have mapped the codes to the right, you will be prompted to select each code as either 'All', 'Flat Dollar', or 'Percentage'. Additional notes in regards to 'All', "Flat Dollar", and "Percentage" outlined under 'Multiple Deduction Codes of the Same Type'.

401k Loan codes will need to be prioritized. If you only have one 401k loan code in payroll, please mark this code as "Priority 1". If you have multiple loan codes in payroll, please prioritize them in the order you would like loans to be setup in ADP. 

 

4.  When finished mapping your company’s codes, click ‘Review Changes’.

 

5. Verify that all of your deduction codes have been mapped to the proper deduction sources, If everything is correct, click ‘Save Deduction Codes’. If a change needs to be made, click ‘Back’.

6.  Repeat this process for your company’s earnings codes by clicking 'Start' next to 'Earnings Codes', dragging the appropriate codes from the left to the buckets on the right. Click 'Review and Save' and then 'Save Earnings Codes' when complete.

Please note, the correct earning code for your company contribution might be listed in the "Non-Gross Compensation" section on the bottom right. If so, drag it to the section on the left and then drag it to the appropriate bucket on the right.

 

7. If you have multiple divisions that you have connected, please repeat steps 1-6 under the 'Mapping Deductions and Earnings Codes' section of this guide for each division.  

 

Employee Filtering: 

Payroll Integrations will pull full census for employees active in the current calendar year regardless of the employee type. If you have employees on your census that fall under certain excluded classes defined in your plan documents, you will want to complete the 'Employee Filtering' section. Please see 'How to Use the Employee Filtering Feature in Payroll Integrations App' to complete this. 

Please note, that if a person is excluded only because they have not yet met their eligibility (i.e. age, time employed with company, etc.), you do not need to add them to the employee filter. Your recordkeeper will track your employee's eligibility and send out enrollment information once they have met their eligibility. 

 

Employee Loans:

If there are any existing 401k loans at the time the integration is being set up, a one-time loan mapping will need to be completed to log these existing loans in the Payroll Integrations system. Please see 'How to use the Employee Loans Feature in the Payroll Integrations App' to complete this mapping. 

Please complete this mapping for each division you have connected with a separate template. 

 

Important Notes:

Multiple Deduction Codes of the Same Type:

If you have multiple deduction codes in payroll for a single deduction type, it will prompt you to update that code’s usage type as either All, Percentage, Dollar or None. The definitions are provided below:

•  All: All deduction updates will be updated to this deduction code
• Percentage: Only deductions that are set up to deduct a percentage each pay period will be updated to this deduction code
• Dollar: Only deductions that are set up to a flat dollar amount each pay period will be updated to this deduction code
• Forbid Updates: No deduction updates will be updated to this deduction code

 

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For any further assistance, please submit a help desk ticket here and we will get back to you as soon as possible.