Paychex accounts differ, so your template comes from your own account. This guide covers what's almost always true, and where trade show crews trip it up.
Before you start
- Ask Paychex to turn on Standard Payroll Import. Many time systems that export to Paychex Flex require it. If your account doesn't have it, the import option may not appear or the file won't process.
- Get the SPI template and specification for your account. The template sets which columns are allowed and in what order. All columns must be there, in the right order, and the file must be a .csv. A header row usually isn't required.
- Get every crew member's Paychex worker ID. The ID in your file has to be identical to the employee ID in Paychex Flex, or the hours won't import.
- Write down your pay component names exactly. Regular, overtime, double time and each reimbursement are pay components in Paychex. Names are matched exactly, and some systems treat them as case-sensitive. "Double Time" and "Doubletime" are not the same thing.
What the rows look like
Unlike some providers, Paychex usually wants one row per worker per pay component. A man who worked straight time, overtime and double time, and parked, has four rows.
Common columns in a Paychex Flex SPI file include:
| Column | What goes in it |
|---|---|
| Client ID | Your Paychex client (company) number |
| Worker ID | The crew member's Paychex worker ID |
| Org / Job Number | Optional: department, labor assignment or job, if your account uses them |
| Pay Component | The exact pay component name, such as Regular or Overtime |
| Rate / Rate Number | Optional: an override rate, or which stored rate to use |
| Hours | Hours for this pay component |
| Amount | Dollar amount, for reimbursements and other flat pay items |
| Line Date | Optional: the work date, if your account tracks it |
| Check Seq Number | Optional: used to add rows to a specific check |
Your account's template is the final word on column order. Don't rearrange it.
A worked example
Here are two fictional crew members for one pay week. The client ID, worker IDs and pay component names are placeholders; use your own.
| Client ID | Worker ID | Pay Component | Hours | Amount |
|---|---|---|---|---|
| 12345678 | 3901 | Regular | 40.00 | |
| 12345678 | 3901 | Overtime | 6.00 | |
| 12345678 | 3901 | Double Time | 2.00 | |
| 12345678 | 3901 | Parking Reimb | 45.00 | |
| 12345678 | 3902 | Regular | 32.00 | |
| 12345678 | 3902 | Parking Reimb | 30.00 |
If the same man worked two classifications at two rates in one week, add a row per rate, using the rate or job columns your account allows.
Step by step
- Approve the hours first. Check every line's in, lunch and out times, the overtime split under your agreement, and the foreman's page total.
- Match every name to a worker ID. Hold back any line you can't match.
- Total by person, pay component and rate. One row each, summed across the pay period.
- Build the CSV in your template's column order. Keep every column, even empty ones, if your template is fixed-order.
- Import it in Paychex Flex. In many accounts it's under the Payroll area: an import payroll data option, or the Import Pay Period panel with a browse-files button. The exact menu depends on your account setup.
- Fix any errors Paychex shows, then review the imported hours against your approved totals before you submit payroll.
Why imports fail
- Standard Payroll Import isn't turned on. Call Paychex support.
- A pay component name doesn't match. Check spelling and capitalization against your account.
- A worker ID doesn't match. The IDs must be identical to Paychex.
- Columns moved or missing. Fixed-order templates don't forgive a rearranged file.
- Wrong file type. Save it as .csv, not .xlsx.
Where myCrewIQ fits
myCrewIQ builds this file from paper sign-in sheets. The crew signs in exactly like today, the sheets are photographed or uploaded, each line is read beside its scan, and a person approves the batch. The approved hours become a payroll import file laid out for your Paychex account, and the same hours feed your benefit fund reports and labor budget. Crew members are matched by payroll ID; Social Security numbers never go into the payroll console.
myCrewIQ prepares the file and you import it yourself. It never connects to or submits to Paychex, so test-import one file before relying on a new layout.
Frequently asked questions
- Why does my Paychex import need one row per pay type?
- Each row carries one pay component, so a worker with regular, overtime and double time hours needs three rows, plus one for each reimbursement.
- Do I need a header row in the Paychex SPI file?
- Usually not, because the file is read by column position. Follow your account's template.
- What is Paychex Standard Payroll Import?
- It's the Paychex Flex feature that lets you upload payroll hours and amounts from a CSV file. Paychex turns it on for your account.
- Does myCrewIQ submit payroll to Paychex for me?
- No. myCrewIQ prepares the import file and you import it yourself.