ClickTime’s Paychex Payroll Export offers an easy way to export approved timesheet data out of ClickTime and into Paychex for the purpose of running payroll. Our Paychex Payroll Export generates a comma-separated value (CSV) file that complies with Paychex’s timesheet import format, making the process of running payroll on your ClickTime data as seamless as possible.
In order to use this report, you will need to know your Paychex Company ID and Pay Component, as well as the codes for all Leave Types and all Employees. If you do not know these values, please check with your representative at Paychex (or Paychex Support) so you can enter the correct values into ClickTime.
- Company ID & Paychex Pay Component for Worked Time
- Leave Type Accounting Package ID
- People Accounting Package ID
Running the Report
Report Contents
Please also note that this report can only be run/downloaded by someone with Administrative access to ClickTime.
Before you can run Paychex Payroll Export, you will need to first configure your account with the necessary information.
- Company ID & Paychex Pay Component for Worked Time
- Leave Type Accounting Package ID
- People Accounting Package ID
Company ID and Paychex Pay Component for Worked Time
The first step is to configure your Company ID. The ID should be the ID associated with your organization’s Paychex account. Once you know this number, you can begin the process of creating a Custom Field in ClickTime to store this information.
To begin adding the custom field, go to the Company --> Preferences --> Custom Fields page:
and then click “Add Custom Field” in the upper right hand corner. Once here, set the following fields to these values:
- Custom Field Name: Paychex Company ID
- Display Name: Paychex Company ID
- Type: Text
- Association: Company
The next step is to configure your company's value for worked time, referred to by Paychex as the "Pay Component". This enables Paychex to identify worked time filed in ClickTime when using the export to run payroll . When configuring this value in ClickTime, it should be an exact reflection of the value used in Paychex to indicate worked time. Once you know this value, you can again create a custom field in ClickTime to store this information, following the same process as above.
When creating the custom field for your Paychex Pay Component, set the following fields to these values (as shown in the image below):
- Custom Field Name: Paychex Pay Component
- Display Name: Paychex Pay Component
- Type: Text
- Association: Company
Please note: The values for the Custom Field Name and Display Name must match exactly what is specified above in order for the report to function correctly (these values are case sensitive).
Once you’ve created the Company ID and Pay Component custom fields, you can go to the Company --> Preferences page to enter these values into the custom fields. From the Company --> Preferences page, scroll down to the Custom Fields section, where you will see the newly created fields.
Enter your Paychex Company ID and Pay Component in these fields and click "Save".
Leave Type Accounting Package ID
The next step in order to be able to run the report is to add “Accounting Package ID” values to all your Leave Types you plan on exporting. This step is necessary in order to be able to execute the report.
Please note: the report will not execute if attempting to export a time off entry for a Leave Type that does not have an Accounting Package ID associated with it.
Each Leave Type’s Accounting Package ID should correspond to the value for that time off type in your organization’s Paychex account. This ensures that Time Off in ClickTime will be properly mapped to the corresponding time off type in Paychex.
We recommend configuring all active leave types (Approval Required, Approval Not Required, Company Holidays, Externally Managed) with an Accounting Package ID value. This will ensure the report will successfully generate for any timesheet period it is run on.
To set up an Accounting Package ID for your Leave Types in ClickTime, start by navigating to Company --> Preferences --> Leave Types page:
Once here, find the Leave Type you need to configure, and click the Pencil icon on the right hand side of the screen. Then click "Edit Section" for Basic Information section and you will see the Accounting Package ID field, as shown here:
Enter the value corresponding to the Pay Component for this time off type in your organization’s Paychex account and click "Update". Repeat this for all the leave types you will be exporting from ClickTime.
Last you will need to configure the users in your account so that the export can successfully map employees in ClickTime to their corresponding profiles in Paychex. To do this, start by going to the Company --> People page.
Once you are here, click into the Person Details page by clicking the pencil icon for the user you want to update. Click the “Edit Section” button on the Basic Information page, and scroll down to the Accounting Package Person ID field:
In this field, input the value that corresponds to that user’s identification number in your organization's Paychex account. Please ensure that you input this value for all users you plan on including in the export.
Once you’ve entered your Pay Component for worked time, and the Accounting Package ID values for all leave types and employees, you can now run the Paychex Payroll Export.
To find the Paychex Payroll Export, navigate to the Company --> Reports page, then scroll down to the Miscellaneous section of the page. There you will find the listing for the “Paychex Payroll Export.”
When you’re ready to begin the export, click the name of the report, and then “Run Report.” This will bring you to the Report Criteria Page, where you will be able to filter the export to include exactly the information you are looking for. On this page, you may select the timesheet period, people, divisions, and employment types you would like to be included in the file.
(You'll see the option to "label" your exported entries - more information on using our Labelling option can be found here).
Please note: This report will only include approved timesheet data. You will only be able to run it for an entire timesheet period, only data for an approved timesheet will be included in the export. If you run it for a time period that includes part of a timesheet, the hours for the entire timesheet will be included.
Running the Paychex Payroll Export will generate a CSV file in a format compatible with your Paychex software.
The report generates a file that aggregates all approved Time, Overtime, & Time Off data for the people & timesheet range selected on the Report Criteria Page. Each type of time, worked time, overtime, and each individual leave type is broken out into separate rows.
The column breakdown of the report is as follows:
- Column A → Company ID
- The values in this column correspond to the Paychex Company ID entered when configuring your account to run this report
- Column B → Employee ID
- This corresponds to the Accounting Package Person ID value on each user's Person Details page
- Column C → Pay Component
- The values in this column correspond to the Paychex Pay Component for worked time, Overtime pay component for overtime, or Accounting Package ID for each leave type, depending on the type of time included in that row
- Column D → Hours
- The amount of hours corresponding with the type of time included in that row.
Once you’ve downloaded the report, you are ready to import directly into Paychex! If you need to make manual changes to the report, be sure to not reorder or edit column headers, as this is how Paychex expects the import to be formatted.
For any questions about importing the Paychex Payroll Export CSV into your organization’s Paychex account, please contact your support representative at Paychex. For any questions about running the report, or configuring your account, please contact ClickTime Support.
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