Paylocity Integration Guide

Introduction

Paylocity is a Payroll and Human Capital Management software provider for small and medium size businesses.

Sapling’s integration with Paylocity has four options:

1. Paylocity Onboarding only
2. Paylocity Onboarding and Web-Pay (2-way)
3. Paylocity Onboarding and Web-Pay (1-way)
4. Paylocity Web-pay only

Type 1: Paylocity Onboarding Only

For Paylocity customers that have the Onboarding Module only, Sapling can:

1. Create new employees in Paylocity Onboarding

Type 2: Paylocity Onboarding and Two-way Web-Pay Sync

For Paylocity customers that have the Onboarding Module and WebPay Module, , Sapling can:

1. Create new employees in Paylocity Onboarding
2. Send employee data updates from Sapling to Paylocity Web Pay
3. Sync employee data updates from Paylocity Web Pay to Sapling

Type 3: Paylocity Onboarding and One-way to Web-Pay

For Paylocity customers that have the Onboarding Module and WebPay Module, , Sapling can:

1. Create new employees in Paylocity Onbaording
2. Send employee data updates from Sapling to Paylocity Web Pay

Type 4: Paylocity Web-Pay Only

For Paylocity customers that have the WebPay Module only, , Sapling can:

1. Create new employees in Paylocity Web-Pay
2. Send employee data updates from Sapling to Paylocity Web Pay
3. Sync employee data updates from Paylocity Web Pay to Sapling

Setting up the Integration

Outlined below are the key steps to set-up the Sapling<>Paylocity integration.

Initiate projects by visiting Paylocity’s integration marketplace. 

1. Paylocity’s  Client Services & Implementation teams will make sure that all of the proper paperwork and documents are completed, and will perform the appropriate setups.
2. If you are uncertain and have not been trained, you can reach out to service@paylocity.com.

Confirmation from Paylocity to Sapling to set up the integration

1. Paylocity will reach out to you and Sapling team with confirmation once it’s complete.

Upload your employee records in Sapling with Paylocity Unique ID (WebPay only)

1. This ensures that your employee records stay in sync between the two systems

Run a test onboarding with your Sapling Customer Success Manager

1. Once live, it’s best to run a test onboarding with your account

Applicable Paylocity Fees

To ensure a fully supported integration, Paylocity lists two fee types;

1. One-time setup fee of $350.00, and 
2. $10.00 per payroll cycle. 

For example, if your company runs payroll 2x Monthly Paylocity would invoice your company $590 ($350 set-up fee, plus 24 x $10).

How the integrations work

Sapling leverages Paylocity’s APIs to send applicants (and key information collected by Sapling) into Paylocity’s and then allows an Paylocity admin to login, confirm and enrich the applicants data, then complete the new hire in the onboarding wizard itself.

Sapling can also integrate with Paylocity’s WebPay API to create new hires and also sync changes from Paylocity back into Sapling.

The fields available under each integration out outlined here - Sapling<>Paylocity Integration Fields.

The required fields for the set-up of a new employee in Paylocity are:

• First Name
• Last Name
• Hire Date
• Company ID
• Tax Form (1099M etc.)
• Work Email 
• SSN
• Gender
• Birthdate
• Address (address, Zip, County, Country)

Step #1 - A New Hire is invited to onboard by a Sapling Admin

Sapling requires the collection of certain information to provision new accounts in Paylocity. On a new hire record, new employees will be required to complete their First Name, Last Name and Email. 

Step #2 - New Hire receives Onboarding Invitation

Step #3 - New Hire completes Preboarding (employee record and paperwork)

Sapling's Preboarding portal is designed to provide a consistent and informative introduction in your new organization, and collect the data that your team needs for your first day.

The About You section collects all the data and paperwork you need for your employee record. Front-loading this administration is essential work for preboarding and enables Program Leads to ensure day one is exciting and strategically engaging.

Step #4 - New Hire data is sent to Paylocity (Onboarding or Web-Pay)

Step #5 - Changes in Paylocity are synchronized to Sapling daily (Web-Pay only) 

Any changes that are made in Paylocity to the available fields will sync over from Paylocity and be reflected in Sapling.

Changes are synchronized daily at 12:00am and based on the Paylocity ID number stored in Sapling.

Time Off with Sapling and Paylocity

Sapling customers can import their time off accruals and balances into Paylocity through Paylocity’s Time Off Import function. The workflow takes approximately 5 minutes each pay cycle when completed with batch processing

The workflow in Paylocity is: 

1. Navigate to Web Pay's Payroll > Pay Entry page.
2. Choose the check date via the drop down.
3. From the Batch Type drop down, select TimeImprt.
4. Make any other applicable adjustments and click Import.
5. Verify the Batch Totals from the Preprocess Register compared to the Web Time hours on the
6. Submit the payroll as normal.

Benefits with Sapling and Paylocity

For customers using the Sapling and Paylocity integration, employees complete their benefits elections in the Paylocity platform.

The workflow is typically a task in the new hire Onboarding Workflow providing background, details and a timeline about their enrollment. Once enrollment has been completed, they mark the task as completed in Sapling, ensuring Program Leads have visibility of the process.

Other Important Information

Typically Workflow Overview for Program Leads

Employees are sent to Paylocity once they have completed preboarding (i.e. once they have completed their employee record) and is typically pre-start date.

Candidate is hired in ATS

• New hire data is Sapling
• Email handoff off candidate from Recruitment to HR (template email here)

Program Lead initiates onboarding in Sapling

• Profile created (from email information)
• Assigns Activities to stakeholders
• G-Suite account provisioned by Sapling (released on first day)
• Invitation sent to New Hire (Manager Cc’d on invitation)
• Welcome email scheduled for first day

Notifications sent to key stakeholders

• Manager Form can collect input from Manager (software licences etc.)
• Buddy completes adjacent introduction from email template

New Hire completes Preboarding through Sapling (1 - 2 weeks before start)

• New hire data and system preferences collected (and stored in Sapling)
• Key stakeholders notified of Preboarding completed
• New Hire Data sent to Paylocity (field map available here)
• Web-Pay Only) Once New Hire’s data is in Paylocity, their Paylocity ID is created, this ID needs to be added to Sapling for new hire data to sync. Copy and paste the ID into the Paylocity ID field within Sapling. (

Welcome email released to new hire (typically Friday before start)

• Outlines schedule and key activities for first week
• Key tasks completed by internal team

New Hire arrives Day One

• G-Suite account details released to new hire at 8am (by Sapling)
• New Hire Calendar provides visibility of start dates

Tasks and Workflows completed by key stakeholders

• Typically includes workflows for People Ops, IT and Biz Ops

30-60-90 activities released through tasks timeline 

• Includes workflows for Buddy, Managers and other team members

Offboarding with Sapling and Paylocity

While Sapling could offboard employees in  , offboarding from Payroll systems involves a number of assumptions and should be managed separated by Payroll and HR professionals.

The best practice workflow for customers using the Sapling<>Paylocity integration for offboarding is to utilize an offboarding workflow in Sapling, with Paylocity offboarding being a subtask of that workflow.

For example - the Offboarding Workflow in Sapling would be comprised of 20 tasks across multiple stakeholders (including Exiting Employees, Managers, IT and Payroll teams) that are notified of the offboarding.

The task ‘Offboard in Paylocity would be assigned to one of these stakeholders including the new hires information (including termination dates, last day worked, termination type etc.)  

Testing your Paylocity Integration

Once you have configured your Sapling to Paylocity integration, it should be tested before going live with your team.

The key stakeholders for this is your Sapling Admin, your Payroll team and your Sapling Customer Success Manager.

For customers that have the Onboarding Module activated in Paylocity:

1. Complete a test onboarding from Sapling
2. Have the test hire onboarding
3. Confirm New Hire details in Paylocity Onboarding

For customers that have the WebPay Module activated in Paylocity:

1. Ensure no Paylocity IDs are set in your Sapling account
2. Add Paylocity IDs to a test cohort (2 - 3 employees that should be sync’d)
3. Test Sapling to Paylocity by changing an integrated field, and confirming in Paylocity after 1 - 2 minutes
4. Test Paylocity to Sapling by changing an integrated field in Paylocity, and confirming in Sapling the following day

Once confirmed, your Sapling Customer Success manager will be able to add Paylocity IDs to all employees that should be sync’d.

Document management

Sapling can not at this time pass documents to Paylocity.

That said our team strongly suggests third-party storage services such as Dropbox or Google Drive to ensure documents are compliantly stored outside of HR technology (which may evolve over time as your company’s HR technology needs changed).

Timing of data changes

Similar to Sapling Tables, Paylocity relies on Effective dates of job change information.

For Job and Role information, Paylocity only accepts changes that are for dates in the future,(so the effective date must be in the future).

For customers using Sapling tables - the data is sent to Paylocity immediately including the Effective Date of the current row

For customers using profile fields, it'll be updated instantly. Note - when updating two items of data (for example job title and manager), it'll be updated on the next day so the effective date as tomorrow.