Using Payroll Imports - Paychex Time and Attendance Client Training

Using Payroll Imports
This learning aid describes the data import features available in the Paychex® FlexSM Payroll application.
The Payroll import functionality is another way to input payroll data into the application. The Import process provides
an automated method of getting payroll data from a spreadsheet and importing it directly into the Payroll application.
When using import, you have two options. You can use your own spreadsheet, the default non-compliant process, or
use a Paychex-provided template to import your payroll data into the application.
What should I know before I use a new import?
Before the Import Pay Period functionality can be used, a Paychex representative must enable import in the application.
Once that has been done, you must complete some one-time setup steps before you can use the functionality.
Also, before you begin, make sure you:
• handle any exceptions required around employee data
• make any changes or maintenance updates to employee data using People
• verify the payroll processing date, especially when there is a holiday, and
• confirm bank changes. Bank change requests must be reported to
Paychex at least two business days before your payroll processing date.
What information can be imported into Payroll?
Information eligible to be imported into Payroll is detailed in the SPI Specification Sheet.
Using Payroll Imports
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Where is the import template located?
You can download the Standard Payroll Import template from the application Help.
TEMPLATE FOR STANDARD PAYROLL IMPORT
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Click Help.
Click Payroll.
Click Tools.
Click Standard Payroll Import Overview.
Click Template for SPI.
Save the file to your PC as an .xls file type.
Note: File names must be 255 or fewer characters.
Using Payroll Imports
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How do I enter information into a template?
The templates provided are Microsoft Excel files and are completed in the same way as a typical Excel spreadsheet.
The templates provide you with pre-set columns in the order required for the import to be completed successfully.
Columns of the template can be hidden (highlight the column | right-click | Hide) and unhidden (highlight the column |
right-click | Unhide), but columns must never be deleted.
USING A TEMPLATE TO ENTER NEW INFORMATION IN PAYROLL
Note:Row 1 of the template contains the heading for the information to be entered in the column. Hover your cursor
over each column in this row for additional information about what to enter in the cells of the spreadsheet.
1.
Open the Template for SPI Import spreadsheet to enter information to be imported into Payroll.
Note:Refer to the template’s Specification Sheet or hover your cursor over the columns in the first row of the template
for detailed information about the fields in the template.
2.
Enter information into the appropriate column of the template.
a.
b.
3.
Leave a field blank to skip writing to that field in Payroll. (When the field is skipped, processing of
remaining fields continues and the value for the skipped field in People and Payroll is not affected.)
If a required field is skipped, you will receive an error.
Files will be validated for correct format before import.
Once all information has been entered into the template, review the information for accuracy.
Using Payroll Imports
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USING A TEMPLATE TO MODIFY EXISTING INFORMATION IN PAYROLL
Note:Row 1 of the template contains the heading for the information to be entered in the column. Hover your cursor
over each column in this row for additional information about what to enter in the cells of the spreadsheet.
1.
Open the Template for SPI Import spreadsheet to enter information to be imported into Payroll.
Note:Refer to the template’s Specification Sheet or hover your cursor over the columns in the first row of the template
for detailed information about the fields in the template.
2.
Enter information into the appropriate column of the template.
a.
b.
3.
Leave a field blank to skip writing to that field in Payroll. (When the field is skipped, processing of
remaining fields continues and the value for the skipped field in People and Payroll is not affected.)
If a required field is skipped, you will receive an error.
Files will be validated for correct format before import.
Once all information has been entered into the template, review the information for accuracy.
Using Payroll Imports
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What formats are available for the templates?
The imports must be saved in comma-delimited (.CSV) format (with or without quoted strings).
The files are provided as Microsoft Excel files. However, the import process only completes successfully if the file has
been saved as a .CSV file.
HOW DO I SAVE A TEMPLATE AS A .CSV FILE?
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Open the Microsoft Excel file.
Click File | Save as. (1)
Select CSV (Comma delimited) (*.csv). (2)
If the data file needs to be modified after you have saved as a .csv file, the modifications must be completed in the
original Excel (.xls or .xlsx) file. Once modifications are complete, “save as” .csv again before importing or re-importing.
Note: If the .csv file is opened in Excel, it will lose all column formatting and potentially lose leading zeros from
important fields.
Using Payroll Imports
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How do I import the information from the
Standard Payroll Import into Payroll?
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Confirm the Active pay date in the Payroll panel. (1)
From the Import Pay Period panel on the right, click Browse Files. (2) The Select File dialog box displays.
Select the import file and click Open. File information will display in the Import Pay Period panel on the right.
From the Start Payroll panel, select Submit Payroll. (3) Confirm the status of your payroll in Pre-Processing
Reports.
Click Process to import the file.
Review the Errors and Warnings report (and then possibly make corrections to the file and re-import)
Using Payroll Imports
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Non-Compliant Template Setup and Import
You may also choose to use a non-Paychex provided template for importing data into Payroll. To use the manual import,
you must complete some one-time setup steps before you can use the functionality. Having a familiarity with these
terms may help you when setting up the import file. These fields display as part of the available Import File Setup
fields:
• File format - There are two file formats available: Fixed Length and Comma Delimited.
• Number of Header Records - The number of rows in the spreadsheet before the payroll information begins.
This includes column headings and descriptions.
• Number of Trailer Records - The number of rows that display after payroll information ends in the
spreadsheet. Trailer records, including totals, are not entered in Payroll.
Note: Filler fields are used to tell Paychex that there is no payroll information in a column. Filler can be used multiple
times in a file; all other fields can only be selected once.
Using Payroll Imports
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ONE-TIME IMPORT FILE SETUP
To access the Import File Setup within the application:
1.
Navigate to the Payroll icon. In the Views panel (lower left), click
Setup. (2)
Using Payroll Imports
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(1) and then select Tools | Import File
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ONE-TIME IMPORT FILE SETUP - CONTINUED
2.
The Import File Setup panel displays.
3.
In the Import File Setup panel, select the File Format drop-down menu. (1) There are two file formats available:
Fixed Length and Comma Delimited. Fixed Length is data that is in fields that are the same length every time
the file comes in.
Comma Delimited refers to data in a file that is separated by commas. These files may display is two ways:
• Unquoted Strings: data separated by commas (data, separated, by, commas)
4.
• Quoted Strings: data in quotes separated by commas (“data”, “in”, “quotes”, “separated”, “by”, “commas”)
Open your source data and confirm the number of rows that exist before the payroll information begins.
Using Payroll Imports
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ONE-TIME IMPORT FILE SETUP - CONTINUED
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Enter that number in the Number of Header Records field. (1)
Count the number of rows after the payroll information ends, including totals. Enter that number in the Number
of Trailer Records field. (2)
On the spreadsheet, confirm that there is data in each field and that there is a matching field in the Available
Fields column.
• move each field, in the same order as contained in your spreadsheet, from Available Fields to Selected
Fields by using the arrow, and
• make sure the list of columns from left to right on the spreadsheet matches the list in the Selected Fields
column. Make sure that the last field in the Selected Fields column is the Filler column/data.
Note: Not all types of data from your source timekeeping system or spreadsheet
can be brought into Payroll using Import. Please contact your Paychex representative if you have questions
about what can or cannot be imported.
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Click Save. (3) The Import File Setup is complete. Next, confirm that your spreadsheet is converted.
Note: A Warnings & Errors message will display if the setup is incorrect.
Using Payroll Imports
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CONVERT A SPREADSHEET TO AN IMPORT FORMAT
Next, the Excel file must be prepared for Import. Excel files have a .xls or .xlsx extension, but the Import process
requires a file with a .csv extension, or a comma-delimited file.
To convert an Excel file (.xls or .xlsx) to a comma-delimited file (.csv):
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Open the file.
Click Select All (the button between cells A and 1). (1)
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CONVERT A SPREADSHEET TO AN IMPORT FORMAT - CONTINUED
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Right-click and select Format Cells. (1)
Under the Numbers tab, select General, and click OK. (2)
Note: It is a best practice to remove all commas from your file before importing it. This allows Excel to put commas
where they are needed.
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With all the cells still selected, click Ctrl + H. The Find and Replace screen displays.
Type a single comma in the Find what: field. (3) Do not type anything in the Replace with: field.
Click Replace All.
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CONVERT A SPREADSHEET TO AN IMPORT FORMAT - CONTINUED
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Save the file in the CSV (Comma Delimited) (*.csv) format.
Using Payroll Imports
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CONVERT A SPREADSHEET TO AN IMPORT FORMAT - CONTINUED
10. A warning about multiple sheets displays. Click OK.
11. A warning about format features not being compatible will display. Click Yes. Locate the file on your PC. It
should have a .csv extension and be in the same place as the original file. The import functionality can now be
used to enter payroll data.
Using Payroll Imports
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IMPORT NON-COMPLIANT PAYROLL DATA
After the file is set up, use these steps to import payroll.
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Log in to Paychex Flex. Select Payroll. The Import Pay Period panel displays.
Confirm the Active pay date in the Start Payroll panel. (1)
From the Import Pay Period panel on the right, click Browse Files. (2) The Select file to upload dialog box
displays.
Select the import file and click Open. (3) File information will display in the Import Pay Period panel on the
right.
Using Payroll Imports
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IMPORT NON-COMPLIANT PAYROLL DATA - CONTINUED
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Once the file is brought in, the File Status will change to Ready to Process. Select Process in the lower-right
corner of the Import Pay Period panel.
Note: If there is an issue with an import file, the File Status displays “Failed” and a warning
icon displays in the bottom-right corner of the Import Pay Period panel. Other possible statuses
that may display include “Completed” and “Completed with Warnings”.
These, too, should be addressed before moving on.
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If you would like to enter any additional manual data with your payroll, select Payroll Entry from the Views in
the lower-left navigation panel.
If you do not need to enter additional data but would like to confirm your payroll totals. Select Review Payroll
from the Views in the lower left-hand navigation panel.
If you feel no further review of your payroll data is necessary after successfully processing the Import file, from
the Start Payroll panel, click Submit Payroll (1) to release your payroll to Paychex for processing.
Note: For more information on adding or changing payroll checks, refer to the Using Payroll Tutorial – Step 3A –
Working with Checks lesson or the Common Payroll Tasks training aid.
CONFIRM NON-COMPLIANT PAYROLL SUBMISSION
Normally, your payroll will process within an hour after submitting it to Paychex. Paychex will email you and post a
message to the Message Board when your payroll is done processing.
If you have any questions regarding your payroll, reach out to your Paychex representative for assistance.
Using Payroll Imports
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