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.

7shifts automatically sends timesheets to Paychex Flex, saving time on payroll processing and minimizing mistakes. You can easily export your staff's hours as regular, overtime, or holiday hours, helping you make informed decisions for your team and operations every day.

Activating the Paychex Export
Mapping Employees and Roles
Export your Timesheets for Paychex
Including Paid Time Off (PTO)
Including Tips
⚠️ Access to this feature may require an upgrade from your current plan.

Activating the Paychex Export

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

1. In the left navigation bar, head to Apps & Integrations:

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


3. Enter your Company Code and click 'Connect.'

4. Click on 'Complete Set Up" to add the export to your Account.'Screen_Shot_2022-06-06_at_4.49.11_PM.png

5. Alternatively, you can find these settings under Apps & Integrations > My Integrations> 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 override 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 Apps & 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.  In the left navigation bar, select the 'Time Clocking' tab, and the appropriate Pay Period.

2. From there, review and 'Approve' or 'Edit' punches, or choose to 'Approve All.'

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

3. Once you've approved all punches, you can close the Timesheet.

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

⚠️ For multi-Location users, you can close the Timesheet and export it on a Location basis.

If you are using this method, be sure to select the correct Location in the 'Location' dropdown before selecting the 'Export' option.


 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:

Company ID
Worker ID
Job Number
Pay Component
Rate Number
Line Date
Check Seq Number
Override State
Override Local
Override Local Jurisdiction
Labor Override
Check Template
Output Type
Net Pay
Check Number
SS Amt
Medicare Amt
Fed Backup Withholding Amt
State Tax Jurisdiction
SIT Amount
Fam Leave
Med Leave
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 learn about enabling 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 Apps & 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:


Including Tips

Accounts using a supported POS integration will be able to send their tip data to 7shifts. From there, this information can be included with your time-clocking data when processing payroll.

Click here to learn more about syncing your tip data to payroll.

Please review carefully to see if your POS or tip source is compatible with your payroll provider.
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