Tips & Tricks

Virtual TimeClock Tips & Tricks - September 2010

I hope some of you have been able to take advantage of the new payroll integration feature now available with Virtual TimeClock ‘10 Release 2. Don’t forget to check out our new partnership with SurePayroll® with special discounts for Virtual TimeClock software users. Fall is the perfect time to gather pricing and information if you’re thinking about a new payroll provider for next year.

Last month we helped you get started with Virtual TimeClock Pro integration with SurePayroll®4. In this month’s newsletter, we’ll discuss payroll integration with Paychex®3, PayChoice®2 and AccountEdge®1. To ensure your payroll processing is efficient and hassle-free, we’ve worked directly with each payroll provider to develop export formats that meet their specific requirements.

Paychex® Online Payroll integration setup
Before you can import your employee hours, you’ve got to do a one-time setup. This allows you to choose the import file format, the fields you want to import, and the order of the fields. Here’s an overview of the steps:
  1. Set up your company for time clock integration by clicking the Import File Setup link in the left-hand navigation area of your Preferences page in Paychex® Online Payroll.
  2. Set up your export defaults and export fields in Virtual TimeClock Pro.
  3. Sync your employee identification numbers.
  4. Create your export file in Virtual TimeClock Pro.
  5. Upload your time clock export file into Paychex® Online Payroll.

Here’s a quick Tip:
Your Paychex® Client Service Representative can help you with configuring your Import File Setup settings (Paychex® can be reached at 1-800-322-7292).

Paychex Preview® payroll integration setup
The first thing you have to do is contact your Paychex® client Service Representative to have the import program TIME0002 added to your company list of reports in Paychex Preview®. Here’s an overview of the other steps:
  1. Verify the TIME0002 import program has been added to your company list of reports in Paychex Preview®.
  2. Set up your export defaults in Virtual TimeClock Pro.
  3. Assign earning codes to your Virtual TimeClock export fields.
  4. Sync your employee identification numbers.
  5. Create your export file in Virtual TimeClock Pro.
  6. Run the import program in Paychex Preview® to upload your time clock export file.

Here’s a quick Tip:
Paychex Preview® will always look for your time clock import file in the Rapid folder that houses the Preview program.

PayChoice® online payroll integration setup
Before you can import your employee hours, you’ve got to do a one-time setup. This allows you to choose what unique identifier is to be used for importing payroll hours for each employee, and assign earning codes to time clock export fields.
  1. Set up your company for time clock integration by clicking the Company Setup link in the left-hand navigation area in PayChoice® online payroll.
  2. Verify your earning codes in PayChoice® online payroll.
  3. Set up your export defaults in Virtual TimeClock Pro.
  4. Assign earning codes to your Virtual TimeClock export fields.
  5. Sync your employee identification numbers.
  6. Create your export file in Virtual TimeClock Pro.
  7. Upload your time clock export file into PayChoice® online payroll.

Here’s a quick Tip:
You can assign multiple export fields to one earning code and PayChoice® will total all assigned fields for the earning code.

AccountEdge® payroll integration setup
Before you can import your employee hours, you’ve got to do a one-time setup. This allows you to use Timesheets for importing payroll hours for each employee. You’ll also need to edit the AccountEdge® payroll category names to match the Virtual TimeClock field names you’ll be exporting.
  1. Set up your company for time clock integration in your AccountEdge® Preferences.
  2. Edit your payroll category names in AccountEdge®.
  3. Set up your export defaults and export fields in Virtual TimeClock Pro.
  4. Sync your employee identification numbers.
  5. Create your export file in Virtual TimeClock Pro.
  6. Upload your time clock export file into AccountEdge® Timesheets.

Here’s a quick Tip:
If you’re enrolled in AccountEdge® Full Service Payroll, then follow the payroll integration steps for SurePayroll®.

I need your feedback!
Are you (or will you be) using payroll integration with Virtual TimeClock? I’d appreciate a reply to this email letting me know which payroll provider you’re using with Virtual TimeClock.

Here’s a quick Tip:
Step-by-step instructions for payroll integration with each of these payroll providers can be found at Payroll Time Clock Software.

Until next month,

Jeff Morrow