Payroll Integration Tab and Paychex Flex® SSO

Admins can edit and manage ExpenseWire integration settings, associate Paychex Flex workers and users to ExpenseWire users, associate Paychex Flex Pay Components to ExpenseWire GL codes from the Payroll Integration Tab. Clients will only see the tab if they have been configured for Payroll Integration. Once a client has been associated at the company level and user level, SSO functionality is enabled in Flex to log into ExpenseWire from Flex using the left navigation panel in Flex and clicking  Expense Management. In addition to the integration, you can upload expense data to Paychex Flex to be used to reimburse workers and for accounting purposes automatically. This is outlined in The Pay Tab Overview.

Please contact ExpenseWire support if you would like to enable this functionality as a Paychex Flex customer: support@expensewire.com

Paychex Flex® SSO

 

SSO will allow clients who have been associated and the Flex registered users and workers in those client companies to log into Flex and access an option inside of Flex in the left navigation panel. Once selected a new tab will open and the user will land inside ExpenseWire on the Home tab.

During the implementation of ExpenseWire each client will be evaluated to determine if they should be a Flex Log in Only client. 

If a client is Flex Log in only they will access ExpenseWire through Flex where they can access all Paychex products in one location manage password resets, user/worker status and profile information. In addition, if a client has multiple ExpenseWire accounts they will link them in Flex and access them using the multi-client drop down in Flex.

Certain functions of ExpenseWire will not be an option, they will be managed from Flex. These will be noted in the help file documentation when appropriate.

 

 

 

Payroll Integration Tab

Settings

Email: Determine which email addresses should be imported from Paychex Flex. These addresses will be used to create new ExpenseWire User IDs. Personal or Business are the selections.

Import Supervisor: Admins can choose to import the worker's supervisor from Paychex Flex. This supervisor, will become the user's approver in ExpenseWire. If this setting is false, there is functionality in ExpenseWire to assign a default approver or manually enter an approver.

Import Org Assignment: Admins can choose to import the worker's org assignment from Paychex Flex. If this setting is false, there is functionality in the ExpenseWire Payroll integration Tab to assign a default organization or the admin can manually assign an ExpenseWire Org.

Default Org: Admins can set a default org for users who do not have an organization importing from Paychex Flex. There is functionality to edit the org when creating a new user if the default org needs to be changed.

Notify Admin: Admins can be set to receive a notification in the "My Task" area of the ExpenseWire home page when new users have come over from Paychex Flex that require action.

Edit Button: The edit button will open the modal that displays the settings where they can be chosen and saved.

Sync Now Button:  The sync now button will initiate a sync from Paychex Flex bringing People and Pay Component data into the ExpenseWire Payroll Integration tab. 

People

Unassociated People: 

The Unassociated People grid is where workers and users display once the data has been brought over through the sync process from Paychex Flex. This area is to review the accuracy of the data. Admins can edit and verify workers, then when complete, they can process the data to make an association to existing ExpenseWire users or create new users.

 

• Worker ID: Employee ID from Paychex Flex once associated will become External ID/Employee ID in ExpenseWire.

When a Paychex Flex user is imported, they will not have a worker ID and will be indicated by the word "User" in the worker ID column.

• Name: Last name, First Name from Paychex Flex
• Email: Email from Paychex Flex, will be business or personal based on  Payroll Integration setting.

 

If a Worker or User is created in Paychex Flex without an email as chosen in settings, "Update in Paychex Flex", will display in the email field. The admin must go back into Paychex Flex and fill in the email field. Once completed, the admin can sync in the settings tab, and the email will come over from Paychex Flex.

• EW User ID: The suggested ExpenseWire User ID  based on User status in the Payroll Integration tab. This field can be edited in the Payroll Integration tab if the User status is New.
• Organization: If import org assignment setting is true in the Payroll Integration tab, the Organization from Paychex Flex will display. If there is a default organization set in the settings tab, and the user has no organization from Paychex Flex, the default organization set in the Payroll Integration settings tab will display. If neither of these settings populate the organization, there is a choice to assign an organization in the Editing User data model.
• Approver: If import supervisor setting is true in the Payroll Integration tab, the supervisor from Paychex Flex will display. If the user has an approver set in ExpenseWire, the parent approver from ExpenseWire will display, this includes the default approver if one is set in ExpenseWire. When there is no approver assigned to the user and one is not required, the words "No Approval Needed" will display. When the user needs to be verified, the words "Click to Assign" will display, clicking will take them to a verification screen, after a choice has been made, there is a choice to assign an approver in the Editing User data model.

An admin can set a default approver for the company in the Admin Tab/System settings. This ensures that all expense reports go to an approver if a user does not have an approver assigned.

• User Status: New will display when there is no match between the worker or user in Paychex Flex to an ExpenseWire user. Existing will display if there is a match between the worker or user in Paychex Flex to an ExpenseWire user. Verify will display when there is a possible match between one or more workers or users in Paychex Flex to an ExpenseWire user. 

A policy icon  will display if the ExpenseWire user in the Existing status is inactive in ExpenseWire indicating the user will be reactivated if they are processed and associated to a Paychex Flex worker or user.

• Accessing the User Verification pop up: If the user status is Verify, click in the line of the user you are wanting to verify and a pop up will open displaying the possible user matches. Select the user displayed that should match the Paychex Flex worker or user. The Editing User Data pop up will display data for the chosen user, any additional data required can be updated in the pop up.
• Accessing the Editing User pop up: If the user status is New or Existing, click in the line of the user you are wanting to view or edit and a pop up will open displaying the users data. Any additional data required can be updated in the pop up.
• Accessing the Editing User pop up: If the user status is New or Existing, click in the line of the user you are wanting to view or edit and a pop up will open displaying the users data. Any additional data required can be updated in the pop up.

Currently there is no way to remove or ignore workers and users in the Unassociated People tab.

Associated People: 

The Associated People grid is where associated users are displayed. The workers and users in this grid have been created new or edited in ExpenseWire, they can be seen in the Admin tab of ExpenseWire under Users and User Groups. If there is reason to unassociate the worker or user, click the check box and click process. The worker or user will move back to the unassociated people grid.

Pay Components 

The pay components grid allows you to select and then associate Paychex Flex® Pay Components to ExpenseWire GL codes. When an expense report is processed for payment the GL/Pay component data will transfer to Paychex Flex for accounting purposes. To review paying a payroll eligible expense: The Pay Tab Overview

 

• GL Code: This is the GL code entered into the ExpenseWire application in the Admin tab under GL Accounts.
• GL Description: This is the GL description entered into the ExpenseWire application in the Admin tab under GL Accounts.
• Reimbursable: The drop down will provide Pay Items by the earnings component type from Paychex Flex that are reimbursable. Select the choice to match to the GL Code individually or use the drop at the top for select all to apply the choice to all GL Codes.
• Non-Reimbursable: The drop down will provide Pay Items by the informational components type from Paychex Flex® that are non-reimbursable. Select the choice to match to the GL Code individually or use the drop at the top for select all to apply the choice to all GL Codes. 
• Comments: This is the GL comment entered into the ExpenseWire application in the Admin tab under GL Accounts.
• Process: To complete the association between ExpenseWire GL Codes and Paychex Flex Pay Components click the process button after applicable choices have been made.

Currently GL Codes in ExpenseWire must be loaded and managed in ExpenseWire. Pay components in Paychex Flex® must be loaded and managed in Paychex Flex.

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