This article is subject to change as we continue to enhance this product and must be read before requesting an integration with your partner of choice.
Newly added: Our new Payroll Integration video for HR! This video should help convey the value of this integration for curious clients looking to learn more about how EN and Payroll interact: Employee Navigator's new Payroll Integration video for HR!
So you're looking to learn more about Employee Navigator's integration with Paylocity? Well, you've come to the right spot! Let's take a holistic look at the integration in the following areas:
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Welcome video
- This is the video that a broker & HR would ultimately be sent once they started the integration with our EN Payroll team - but there's no sense in hiding it from you until then! Take an insider's glance at what this integration will look like for you.
- What is the lifecycle of a payroll integration?
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What's in it for me?
- We've tracked data over the last 5 years to show where this integration is providing value you can feel
- Single Sign-On (SSO) with Paylocity
- How do I get started?
- What do you generally need to be aware of with Paylocity?
- What does this integration exchange?
- What does this integration not exchange?
- One-pager overviews for brokers & HR
Welcome video
What is the lifecycle of a payroll integration with Paylocity?
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Talk with HR
- Have a conversation with HR to be sure this integration with Paylocity is the right fit. Our integration one-pagers are commonly helpful, and EN is happy to join a call between you and your customer to discuss the integration together.
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Request the integration
- Follow the steps on our How do I get started section to kick off your request to Paylocity to notify them of your interest to integrate. They will contact HR to have them sign & return an addendum before approving their request.
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Setup
- Complete some minor setup in EN for payroll groups, calendars, and deduction codes. Don't worry! Our EN Payroll team is here to help.
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Audits
- Complete both one-time reconciliations of your employee data: The Demographic Audit and the Deduction Audit. Don't worry! Our EN Payroll team is here to help.
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Live
- Go Live! Experience the benefits from our section, What's in it for me?
What's in it for me?
This payroll integration has three major values to both an agency and HR:
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We're on pace to save agencies and customers using the payroll integration a total of 1,800,000 hours of work in 2024
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You get accurate census data for quoting & no more dual entry into two systems
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We've caught over $10,000,000 and counting in missing or incorrect deductions
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No more remembering to key in deductions manually for new hires, Open Enrollment, or mid-year changes.
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Allowing HR and agency employees to step away from data entry tasks and grow to let their truly valuable skills shine - the ones that cannot be automated like employee relations management, recruiting, and person-to-person support at the agency or company level.
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Single-Sign On with Paylocity
Single Sign-On is an added feature for Paylocity and Employee Navigator payroll integration. The SSO functionality will allow employees to seamlessly log in to Employee Navigator without a username or password when they access the SSO link within their self-service portal in Paylocity. Please see this article for more information on our SSO with Paylocity
How do I get started?
Before requesting an integration, do you have more than one Client Id in payroll for this company? If not, proceed with the steps below. If yes, navigate to our Subscriber Group help article to complete the necessary steps before submitting an integration request.
In order to request an integration with Paylocity for a single Client Id, you will do the following:
1. Go to the Payroll tab within your company in Employee Navigator.
2. Click on 'Add Integration +'
3. Click on 'Add Integration +', and choose Paylocity from the dropdown --> Save and Continue.
Add the contacts you would like to be involved in the integration setup process --> Save and continue.
4. This will send a request to Paylocity, and you will receive an email confirmation of this as well.
5. The partner controls the Approval step of your new request, and they can be reached at EENavSupport@paylocity.com
5. Once your integration request is approved, you and your client will receive a 'Getting Started' email from Paylocity with the EN Payroll team copied in.
6. An analyst from our team will reach out within 3 business days to provide our Welcome Video and your link to schedule your review call where your analyst will outline your responsibilities within the integration setup process.
What do I generally need to be aware of?
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Deduction start dates
- Paylocity's system goes off of a 'Check Date'. If a deduction is inserted into Paylocity, it will appear on the very next upcoming Pay Date in payroll.
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Employee Navigator solely has the benefit effective date stored on our side to pass to Payroll as the start date.
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If the start, change or stop date of your deduction does not fall into the pay period date range that you need based on the start or end date sent to Payroll, it must be manually adjusted in Payroll to fall into the proper pay period range.
- Example: If the start date of your deduction = is 11/1/2024, and the payroll being processed is for dates covering 10/15-10/30, you will need to adjust the start date of the deduction to fall into that range.
- This date will need to be manually adjusted just once and then will continue to be pulled as a recurring deduction moving forward or stop depending on the type of change that occurred.
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If the start, change or stop date of your deduction does not fall into the pay period date range that you need based on the start or end date sent to Payroll, it must be manually adjusted in Payroll to fall into the proper pay period range.
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Demographic changes
- Paylocity's system will auto-send notification emails to employees upon demographic data being changed via the API integration to state that a specific change has been made to their Profile.
What does this integration exchange?
Bi-directional Demographics (**will vary by partner)
With our payroll providers, we are able to exchange bi-directional demographics in real time on a change-only basis. This means that address, email, and other demographic updates can be made in either system, and as soon as the update is made it is pulled into the alternate system within 45-60 seconds.
- New hires and terminations must be added into Paylocity first and will then feed over to EN.
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Employee Navigator will flag all new hires on your Homepage --> 'Complete Employees Missing HR Required Fields' status --> 'Complete Hire' link.
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Employee Navigator will not create nor update any employee records with the below, and they must be managed manually:
- Blank SSNs nor SSNs with all zeros in any digit group (000-##-####, ###-00-####, ###-##-0000, or 000-00-0000).
- A tax form of 1099M, 1099R, or 1099NEC
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Employee Navigator will not create nor update any employee records with the below, and they must be managed manually:
Base Compensation: 1-Way (Payroll to EN only)
Compensation is “owned” by payroll. This means that compensation will always come from Payroll to Employee Navigator and is required within our integration in order for EN to successfully update employee records.
An employee's record in Payroll must have:
- Compensation basis: Hourly or Salary
- Pay effective date
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Hourly rate or Salary value; or both
- Employee Navigator will auto-calculate a Base Salary for employees categorized as 'Hourly' who are sent to us with either a $0 or null Annual Salary value.
Payroll Deductions and Employer Contributions: 1-Way (EN to Payroll only)
Payroll deductions and Employer Contributions are “owned” by Employee Navigator. This means that they will always be sent from Employee Navigator to Payroll.
We will send the following:
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The deduction or Employer memo code that is mapped into the employee's Payroll Group & corresponding plan
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Note: Employer Contributions for the following plan types will not be exchanged (but deductions will be):
- Group Life
- Group AD&D
- HSA
- More information can be found in the How to map and edit your deduction codes article.
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Note: Employer Contributions for the following plan types will not be exchanged (but deductions will be):
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The employee's recurring per-pay cost.
- We do not send catch-up contributions to payroll for missed pay periods. Any adjustments need to be manually added to Paylocity. Retroactive deductions can be found by running the Retroactive Deduction report under Payroll > Reports > Retroactive Deductions.
- Where applicable, the employer's per pay contribution to the benefit
- The effective date of the deduction and employer contribution
- End-date of the benefit (if applicable when an employee drops coverage or is terminated).
We only send employee recurring deductions and employer contributions to payroll one time when an enrollment occurs to insert them initially. We will not send another transmission to payroll for the same benefit unless the employee's cost changes due to the following:
- The employee going through an Open Enrollment
- Plan rates are recalculated due to a Calendar, Class or Payroll Group change
- Employee experiences a Qualifying Life Event
- The employee is terminated and their coverage is dropped
- The enrollment editor is used to adjust an enrollment cost or start date
- Deduction code(s) are updated for a Live group
What does this integration not exchange?
Demographic fields not currently exchanged
- Class structures: Class, Department, Division, Office Location, Business Units
- 1099 employees
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Termination Reason
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All terminated employees will be given the Termination reason: Voluntary Termination.
- This automatically triggers a COBRA event and communicates with providers if they have a COBRA integration.
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To change this if need be, please use the Termination Editor.
- This tool is located on an employee's Employee Management tab > Actions section (right side of the page) > Terminate Editor.
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All terminated employees will be given the Termination reason: Voluntary Termination.
Note: Refer to Paylocity's user guide for additional details.
Deduction types not currently exchanged
The following are current product limitations and must be managed manually in the payroll system.
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Deductions for employees with a Domestic Partner
- Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax. Exchanging deduction data for those with Domestic Partners will result in incorrect deductions in payroll.
- Action to take: Employees in this scenario must have their deductions blocked from their Profile --> Apps --> Manage link --> Block Deductions.
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Commuter Benefits - (Parking & Transit)
- Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax.
- Action to take: None. Our system auto-sets these plan types to 'Never Send'
- 401K
- Universal plans
Note: Refer to your Paylocity's user guide for additional details.
Items to confirm before requesting an integration
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Does your group have an Active open enrollment currently in session?
- If a company in our system has an Active OE, we will grey out the ability to add an integration. You must wait until after the OE has been closed and deductions have been manually updated in payroll before you can request the integration process.
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Your group cannot be within 30 days of their new plan year. If they are, you must wait until after the OE has been closed and deductions have been manually updated in payroll before you can request the integration process.
- If you are seeking to discuss this limitation, please email Payroll@employeenavigator.com
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Is your group new to Paylocity?
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If your group is new to Paylocity, they must have run at least two payrolls before they can begin the integration process.
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Is your group a multi-EIN group with multiple companies built-in Paylocity?
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If so, you will need to create Subscriber groups to account for each company on the payroll side. This will allow you to make multiple integration requests to connect each unique company from Payroll.
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