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The export in HomeTrak Companion must be performed on the same workstation that has Paychex Preview installed. (Both HomeTrak Companion and Paychex Preview must be installed on this workstation.) |
Start Setup here...
In the Agency Office Module, click on the Settings tool and select Payroll Settings. Click on the Edit tool and select Paychex as the Primary or Secondary External Payroll Package. Click Save.
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For further details on each field click here.
How to export payroll to Paychex; click here.
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The Earnings and Deductions code for regular time should be entered in the Shifts portion of the Paychex Setup screen. |
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Table: Paychex Interface Setup screen information
| Field Name | Field Description |
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| File Name | The File Name and location where HomeTrak Companion will put the file it creates when the Paychex Export is run. If a file already exists the system will ask if you want to overwrite when you export. If you select Yes the file will be overwritten. |
| Company Code | Your four digit company number/code assigned by Paychex. The Company code must be 4 characters long. |
| Per Visit - Holiday | Earning and Deduction Codes must be populated for each item. Your Paychex representative can assist you in determining the code for each of the earnings and deductions. The earnings and deductions codes consist of 3 characters: the first being an' E' to indicate it is an earnings code or a 'D' to indicate a deduction code, then the two character code for the item. The codes may not be less than 2 characters and may not be more than 3 characters. HomeTrak can accept both alphabetic and numeric entries in the 3 digit code. Example: If Mileage is a deduction code, the code may be similar to 'DMI'. If Mileage is an earning code, then the code might be 'EMI' or something similar. Consult with Paychex if you need additional information on the Earning and Deduction Codes. If a user chooses to leave a field blank, the system defaults to "E1" for the code, which is the Paychex default for regular pay. |
| Shifts | Earning and Deduction Codes must be populated for Regular hours in the Shifts portion of this setup screen. Your Paychex representative can assist you in determining the code for each of the earnings and deductions. The earnings and deductions codes consist of 3 characters: the first being an' E' to indicate it is an earnings code or a 'D' to indicate a deduction code, then the two character code for the item. The codes may not be less than 2 characters and may not be more than 3 characters. HomeTrak can accept both alphabetic and numeric entries in the 3 digit code. Example: If Mileage is a deduction code, the code may be similar to 'DMI'. If Mileage is an earning code, then the code might be 'EMI' or something similar. Consult with Paychex if you need additional information on the Earning and Deduction Codes. If a user chooses to leave a field blank, the system defaults to "E1" for the code, which is the Paychex default for regular pay. |
| Use Departments | Check the box to use Departments |
| Call Type Department Codes | If you use Departments you must enter the appropriate Department for each Call Type |
| Ratio | Select the appropriate Ratio for Hourly, Per Visit and Live-in items. Indicate if you want the items to show in Paychex as hours or as a single unit. |
How to add the Paychex Payroll ID to each Caregiver in HomeTrak
If the caregiver ID in HomeTrak Companion and the caregiver/employee ID in Paychex are identical, no additional setup is required on the caregiver records. If the caregiver ID in HomeTrak Companion is different than the caregiver/employee ID in Paychex, then the Paychex ID must be entered in the Caregiver's Profile in the Caregiver Module. In the External ID section, click the Add tool, add 'Paychex' in the Type field and the ID number (must be 6 digits, pad with zeros if less than 6) in the Value field. Click Save.
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How to export Payroll to Paychex Preview
After the required setup is completed, you will see an Export to Paychex tool on the Payroll Module screen.
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