Integrating with Paychex

NEW! HigherMe is excited to announce our new Paychex integration, available to all clients using our core ATS product or Paperless Onboarding – you just need to have a Paychex account to get started. The Paychex integration streamlines your HR process: we'll send your hired employees right over to payroll, no need for manual exports or data entry. That means fewer errors and more time saved. 💪

📩  How does the integration work?

Once it's set up, this integration works in the background to save you the time and effort of bridging your ATS, HR, and payroll systems.

• If you don't have Onboarding through HigherMe: When you mark an applicant as "hired" on HigherMe, their info is sent to Paychex within a few minutes. You can then find them listed in the Hired applicants tab of our Paychex integration.
• If you do have Onboarding through HigherMe: When you finalize an onboarding employee on HigherMe, their info is sent to Paychex within a few minutes. You can then find them listed in the Hired employees tab of our Paychex integration.

Across the board, HigherMe sends the following values to Paychex for each hired employee:

• Name
• Sex
• Ethnicity
• Phone number
• Email address
• Street address
• Compensation
• Employment type (full- or part-time)
• Store location
• Job and template information (if you choose to attach it)

 If you subscribe to our onboarding product, your exports will also include:

• Hire date
• DOB
• SSN/SIN
• Emergency contact information (name, phone number, relationship)
• Federal tax information (filing status, federal tax exemption, withholding amount)

Our Paychex integration is billed per location, based on the number of locations that you attach in step C below. For billing questions or clarification please reach out to our team at [e-mail].

Visual learner? Watch our set-up video here! 👀

⚙️  Setting up your integration
A. Connect your accounts: Get started by linking your Paychex Flex and HigherMe accounts. Log into your Paychex Flex account. Under your company name at the top, grab your 8-digit company ID. Log into HigherMe, open the Integrations tab, and click on the Paychex logo. You'll be prompted to enter your company ID from Paychex Flex.
B. Confirm your integration: Now you'll need to go back to your Paychex account and give it permission to integrate with HigherMe. In your Paychex Flex sidebar, open Company settings, then click on Integrated apps. In the list of applications, select HigherMe (it'll be labeled "Access requested"). Turn on the HigherMe Integration connection. You’ll need to agree to a legal notice before saving. Back on HigherMe, check whether your approval is complete. If it's complete, you'll see a message that your Paychex account was connected successfully. If you don't see it, refresh the page 🔄 and you should soon!
C. Attach your locations: Once your approval is complete, visit your Locations tab to connect each of your HigherMe store locations to its corresponding Paychex location. This helps ensure that the integration runs smoothly and your new hires' info appears where you expect it to! You will be billed according to the number of locations you've attached on this step. Your billing will automatically update if you attach or detach locations in the future. On the HigherMe Integrations tab, open the Paychex page and click on Locations. Next to each HigherMe store location, click Attach. You’ll see a pop-up window with a dropdown of your locations as they appear in Paychex (as well as a "Default" option). Select the Paychex location that best matches your HigherMe location. Repeat until you have attached all of your HigherMe locations. If you don't see a specific location listed, or if you prefer not to map locations at all, please select "Default" from the dropdown menu as shown above. This is the last required set-up step! 🎉
D. (Optional) Attach your jobs and templates: For the smoothest Paychex sync, we suggest attaching Jobs and Labor assignments via the tabs on the left-hand side. Attaching these fields allows HigherMe to include extra information in the data we send over to Paychex. Skipping this step will not interfere with your sync to Paychex, it will just mean that that extra info is not included. The process is similar to attaching locations. To attach a job: On the HigherMe Integrations tab, open the Paychex page and click on Jobs. Next to each HigherMe job title, click Attach. You’ll see a pop-up window with a dropdown listing any jobs you have set up within your Paychex Flex account. If there's a Paychex job title that corresponds to your HigherMe job title, go ahead and select it and click Attach one last time. If there's no Paychex title that matches, you can exit the pop-up. To attach a template, open the Paychex page and click on Labor assignments. From here, the process will be the same as it was for attaching a job – you're just linking your HigherMe templates to your Paychex Labor assignments.

✍️  Using the Paychex integration

When a new hire is sent over to your Paychex Flex account, you'll see them in a list of in-progress employees. You'll need to finalize these employees for them to be Active within Paychex. To finalize:

1. Locate the People section of your Paychex Flex dashboard.
2. Underneath "People," click on View people list.
3. This will open a sidebar with a list of your employees sorted into two statuses: In progress + Active.
4. Click on an in-progress employee's name and review their information, adding in any info that you might find useful.
5. When you're done, click Finalize to change the employee's Paychex status to Active.

 

Have a question or need assistance? Please reach out to our team at [e-mail] – we'd be glad to hear from you!