Difference between revisions of "BenSelect:Admin:Paylocity"

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<li>Enabled - When you have completed the setup, enable the integration by clicking Yes. Leave this option set to No until the integration setup is complete.
 
<li>Enabled - When you have completed the setup, enable the integration by clicking Yes. Leave this option set to No until the integration setup is complete.
 
<li>Processing – When all adapter configuration is completed, set Enabled to Yes, then set Processing to Play.
 
<li>Processing – When all adapter configuration is completed, set Enabled to Yes, then set Processing to Play.
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NOTE: If the Enabled setting is set to Yes, but the Processing setting is set to Pause, BenSelect will receive “payloads” (aka decision information), but will not process them. These will be available for viewing on the Integration Dashboard in the Awaiting Approvals section.  
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NOTE: If the Enabled setting is set to Yes, but the Processing setting is set to Pause, BenSelect will receive “payloads” (aka decision information), but will not process them. These will be available for viewing on the Integration Dashboard in the Awaiting Approvals section.
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Caution: Do not turn off the integration once it has started running. This causes any decision information not to be logged into BenSelect; it would have to be re-sent to the system. However, if the integration is “paused”, the decision information is sent to BenSelect, and can then be processed when the Processing option is set to Play.
 
Caution: Do not turn off the integration once it has started running. This causes any decision information not to be logged into BenSelect; it would have to be re-sent to the system. However, if the integration is “paused”, the decision information is sent to BenSelect, and can then be processed when the Processing option is set to Play.
  

Revision as of 19:23, 25 September 2024

Integrating Paylocity into your case takes just a few steps:

  • Request User Role from Selerix Support
  • Request and receive Paylocity setup information
  • Add Paylocity as a Payroll Provider
  • Creating the Paylocity Adapter on the case
  • Configuring the Paylocity Adapter on the case
  • Setting up EDI Deduction Codes

    STEP 1: REQUEST NEW USER ROLE – API INTEGRATION

    Contact Selerix Technical Support (Support@Selerix.com) and request the API Integration role for your user account. This provides access to Integrations via the Data Management menu.

    STEP 2: REQUEST PAYLOCITY SETUP INFORMATION

  • Contact your Paylocity account manager and request API integration with Selerix. Paylocity will charge a nominal fee (typically less than setting up file exchange) for activating this service.
  • Note that you will have to identify the specific site you are using and may be required to provide the webhook URL (/QX/api/payroll/push/Paylocity). See the Webhooks Table for the specific webhook used where your case resides.
  • Sign and return the Paylocity Automated Data Exchange Agreement provided by your account manager. This agreement outlines the terms and conditions for the integration.
  • Paylocity will provide you with a Group Configuration Spreadsheet that provides all the group-specific information you need to complete the setup. Use this information in Steps 5 and 6.

    STEP 3: ADD PAYLOCITY ACCESS TO THE CASE

    1. Select Case Info from the Case Setup menu.
    2. Click the Access tab.
    3. Select PAYLOCITY from the Payroll Administrators list.
    4. Click Save.

    STEP 4: CREATE THE PAYLOCITY ADAPTER

    After receiving the API Integration role, you can then add and configure the Paylocity Adapter.

    To create a Paylocity adapter for API integration with BenSelect:

    1. Login to your BenSelect site and select the case that is integrating with Paylocity.
    2. Go to Data Management >> Integrations. The Integrations page displays options for adding a new integration.
    3. Click to create a new integration. The Add Integration dialog box opens.
    4. Click the Adapter drop-down list and select Paylocity Integration Provider.
    5. Click Add. The Paylocity Adapter Setup page displays options.

    Now you can configure the Paylocity adapter with the case-specific settings. Use the Paylocity Configuration Spreadsheet for each field.

    STEP 5: CONFIGURE THE PAYLOCITY ADAPTER

    Using the information from Paylocity, enter the required information in each section of the Paylocity Adapter Setup. Note that hovering your mouse over the label for each field provides additional information about the field.

    General Settings

  • Name - Enter the name identifying the Paylocity configuration in the list of active integrations. Recommendation: Paylocity Connection for Group_name (# group_number).
  • Company – Select the payroll company identified on the plans. Note: If you have defined Paylocity as a provider, you can set up (in EDI Parameters) deduction codes that are separate from those defined as “Payroll Dept.”
  • Contact User – Select the user who is responsible for the setup of the integration.
  • Default User - Select the user that you want to have associated with changes received from Paylocity.
  • Stability Delay – Select the time, in minutes, for the integration to wait in between events for the same employee. Recommended setting is 0.
  • Deliverable – Associate a deliverable to the integration. This association ensures that any events exchanged via the Paylocity integration are tracked on the employee’s EDI tab. Additionally, it ensures any issues associated with the integration are displayed on the Home page Deliverables widget.
  • Default Company ID – Paylocity provides the value for this field. This can be associated with a location in the Locations section of the adapter.
  • Postpone if After – Set the date after which no data exchange should occur.
  • Enabled - When you have completed the setup, enable the integration by clicking Yes. Leave this option set to No until the integration setup is complete.
  • Processing – When all adapter configuration is completed, set Enabled to Yes, then set Processing to Play.
    NOTE: If the Enabled setting is set to Yes, but the Processing setting is set to Pause, BenSelect will receive “payloads” (aka decision information), but will not process them. These will be available for viewing on the Integration Dashboard in the Awaiting Approvals section.
    Caution: Do not turn off the integration once it has started running. This causes any decision information not to be logged into BenSelect; it would have to be re-sent to the system. However, if the integration is “paused”, the decision information is sent to BenSelect, and can then be processed when the Processing option is set to Play.

    Locations Settings

    The Locations section allows you to configure the source for the location and the department. These are mapped to fields provided by Paylocity.

  • Location Source – Select the source for the location field.
  • Department Source - Select the source for the Department field.
  • Associated Locations - Locations are mapped using Cost Center codes in Paylocity. Enter the Company ID and Cost Center Codes from the Group Configuration spreadsheet by adding each location.

    Options Settings

  • Send employer paid GTL amount in: Select from the drop-down how you want to send over employer paid GTL amounts. Select Amount to send over the specified amount. This works in conjunction with EDI settings; EDI >> Deduction codes >> Deduction Subcode. For GTL, you must enter the code as GTL.
  • Begin/End Date Processing: Select the date used by the payroll provider to process the deduction. Options include: Coverage Effective Dates, Coverage Deduction Dates, Pay Period Start, Pay Period End, Pay Period Start +1 and Pay Period End -1. Choose the relevant option according to your payroll deduction schedule.
  • Send Flex engine employee amounts as: Select from Negative or Positive.
  • Skip Updates if employee is inactive (terminated) :When selected, terminated employees will not be updated.
  • Skip Updates After: Set the number of days after which no updates are made.

    Job Class Settings

  • Job Class Source – Select the source for the Job Class field.

    Connection Settings

  • Connection – Select Production.
  • Auto-sync – Auto-sync – Select Inbound Events and/or Outbound Events, to automatically sync the system with these types of events. These changes will be made without any HR/Admin review.
  • Sync All – If you leave the Auto-sync options deselected, select Sync All will sync all payroll processes.  

    System of Record Settings

  • Set Employees to Paylocity; set Benefits to BenSelect.

    Users Settings

  • Users – Add users to this list if you wish to allow them to change the configuration.
  • A user’s access to events processed by the configuration is controlled by granting the API integration role to the user. Contact Selerix Technical Support for assistance with this task.

    Error Notification Settings

    This section contains options for notifications regarding the integration.

  • Send Error Notifications – Select this option to choose to Send error notifications from the case.
  • Notification Interval – Select how often error notifications should be sent.
  • From – This option is preset, based on the user currently logged into the case, going through setup.
  • To – Select the user to receive the notification.
  • Add – Click this button to add users to the notification.

    STEP 6: SET UP EDI DEDUCTION CODES

    To ensure that the right codes for deductions and earnings are communicated through the Paylocity integration, set up EDI Deduction Codes. This step assumes the following regarding Paylocity (as the Payroll department integration):

  • Paylocity is set up as a Payroll department and selected on the associated Pay Groups
  • Paylocity is assigned access (via Case Info >> Access)
  • Paylocity is selected on the Deduction Processing tab on the Benefit Plan
    To set up the deduction codes:
    1. Go to Case Setup >> EDI. The Electronic Data Interchange (EDI) screen displays tabs for setting up EDI parameters.
    2. Click the Deduction Codes tab.
    3. Select the Payroll Company (typically set up as Paylocity).
    4. Click the Add icon.
    5. For each plan that you are sending, set up the Job Class, Plan, Product, Tier, Pretax/Post-tax, Deduction Code, Deduction Name, Deduction Type, Deduction Subcode, and Deduction Subtype as required by Paylocity.
    6. Ensure that the Deduction Code matches the Deduction Codes on the Deduction Codes tab of the spreadsheet.
    7. Ensure that Deduction Subcodes match the Earning Codes on the Earning Codes tab of the spreadsheet.
    8. Click Save after you have set up all options.
    NOTE: For GTL, you MUST setup the Deduction Subcode as GTL exactly. This in turn uses the special earnings logic for Paylocity to process the earnings correctly.
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