Setting up the Paychex Flex export begins with the Payroll Snapshot as it creates the Paychex Flex export. The Payroll Snapshot is a powerful feature that calculates regular and overtime hours for any pay period (including overtime with semi-monthly payroll, over 8 hours in a day, and 7th consecutive day—California overtime).
Easy One-time Payroll Snapshot Setup
Go to Snapshot Settings>Payroll Settings> Default Pay Types
Default Pay Types
For regular and overtime1 and overtime2, all required fields. The names of the Pay Types must match Paychex’s names for pay codes.
Regular Pay Type Description
If you do not pay overtime, check the Overtime Exempt box
Overtime 1 and Overtime2
Work Week Settings
Set which day of the week and time of day the work week starts (12:00am is the default time.) (required)
Check the box for weekly overtime if applicable
Select the Expanded Overtime Settings that apply to your state’s laws.
If timecards are to be split at the work week start time, check the Timecard Settings box to enable splitting time cards.
Export Settings
Payroll Export Type>Manual >Save
Paychex Setup
Client ID
Enter your Paychex Client ID at My Account, Company Setup, External Code 1.
Employee Identifier Codes
Paychex has assigned employee identifiers for each employee (this number should be different than the Chronotek employee access codes). If these unique IDs are not set in your Paychex processor, populate them there and copy/paste them into your Chronotek account.
Go to List Maintenance>Employees >Employee Name >Advanced Tab>Enter Payroll Employee Identifier in the External Code 1 field >Save
Paychex Org/Dept. Code
Enter the Paychex Org/Dept. Code in Chronotek. Go to List Maintenance > Jobs > click on the job name > Advanced tab > enter the job’s Paycom code in the External Code 3 field > Save.
Each Pay Period
Prepare Chronotek Timecards and Create Payroll Snapshot
Go to Payroll Functions >Change Payroll Period > Change date to reflect current payroll processing
Payroll Functions > Edit Time Cards and make necessary corrections to time cards
Payroll Functions > Payroll Snapshot > New Snapshot
Payroll Functions > Payroll Snapshot > Select the generated Snapshot> Exports Tab
Select Paychex Flex from the dropdown list > click the green .csv button to download it. Then, import it into your Paychex software.
Contact your Paychex representative for instructions on importing the Paychex Flex export file into their software.
Other Payroll Snapshot information Tabs
Payroll Functions > Payroll Snapshot > Select the generated Snapshot>
General Tab
If you edit your time cards, delete the Snapshot and run it again. The General tab also shows the snapshot information – status, number of timecards, hours calculated, creation date, and user that created the snapshot.
Summary Tab
Employee Summary of Pay Type hours, Overtime hours, and total hours worked.
Exports Tab
Go here to review the payroll calculations before sending to payroll. Select the Paychex export and download it.
Settings Tab
Shows which Payroll Settings were set at the time the snapshot was created.