Paychex Integration

From your

Applies to ,


If you use When I Work Time Clock & Attendance, you can easily export your payroll information to a CSV file and upload it to Paychex.


Third-Party Integration Option

Paychex has created an alternative integration to When I Work’s Paychex Flex CSV export. Paychex’s API-based integration is a bidirectional connection in which When I Work is the “system of record” for payroll time keeping data, while Paychex Flex will be the “system of record” for worker information in When I Work.

  • Hours in When I Work sync to Paychex Flex (regular, overtime, double overtime, sick, vacation, holiday, and custom).

  • Paychex Flex syncs workers over to When I Work (name, type, employee code, email, phone, hourly rate).

If you are interested in using this alternative integration instead of the CSV export, please reach out to your Paychex representative for additional information and configuration.

Before you begin

  • Your Paychex account requires the Paychex Standard Payroll Import (SPI) setting to be enabled in order to successfully import the When I Work payroll file. Reach out to your Paychex client support representative to enable this for you.
  • Make sure you have the following information from your Paychex account:
    • Client ID
    • Worker ID for each user
    • Pay components
    • Labor assignments (optional)

Setting up the Paychex integration

Turn on the Paychex integration and add your Paychex information to configure your payroll exports.

Turn on the Paychex integration

  1. Hover over , then select  Integrations.

  2. Click See All Integrations.
  3. Under Paychex, click Learn More.
  4. In the upper-right corner of the screen, click Enable.

Add your company information

On the Company tab, add your Client ID, then click Save.

Add user’s worker IDs

On the Users tab, enter each user’s Paychex Worker ID. If you want to exclude a user from the payroll export, leave their ID blank.

When you’re finished, click Save.

Add your labor assignments

If you use Paychex’s Labor Distribution product and want to include position information in the CSV export, go to the Positions tab and enter the Labor Assignment that corresponds with a position in When I Work.
NOTE: Adding labor assignments for your positions is optional. If you don’t use Labor Distribution, skip this step.

When you’re finished, click Save.

Add your pay components

On the Earnings tab, enter the Paychex Pay Component that corresponds with each type of pay in When I Work. If you don’t use a certain type of pay component in Paychex, leave the Paychex Pay Component field blank.

When you’re finished, click Save.

Paychex Overtime Settings

When I Work calculates overtime before the payroll file is exported. Any additional overtime earning codes in Paychex should be set to a value of 1.0 to prevent overpayment.

Sending pay period data to Paychex

  1. When a pay period has ended, close and export pay period hours.
  2. Click Export Paychex.
  3. Save the CSV file to your computer.
    Do not make changes to the column headers in the CSV file.
  4. Upload the CSV file to Paychex.
Updated on February 14, 2023

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