Configuring a Paychex Payroll Export File

The Paychex payroll export file compiles employee time and attendance information into a single file that you export from Aloha Insight as a fixed length text file. You then import the export file into Paychex.

Paychex Export File Notes

The Paychex time and attendance export file can consolidate employees from multiple stores into a single file, if desired. The Paychex file generates a separate record for employees for the following:

•	Employees that work overtime hours.

•	Employees that have an other wage hours entry. For example, an employee has 20 other wage hours. You configure other wages for Aloha in Maintenance > Labor > Other Wages.

•	Employees with an other wage dollar amount.

•	Employees that work at multiple stores.

•	Employees that work under multiple job codes. For example, an employee works 15 hours under the server job code, and 16 hours under the bartender job code.

•	Employee sales, if configured to include employee sales.

•	Employee declared tips, if configured to include declared tips.

•	Employee credit card sales, if configured to include credit card sales.

•	Employee earned credit card tips, if configured to include credit card tips.

Before generating a Paychex time and attendance file, you must configure each employee with their Paychex employee ID in the Aloha system. You define employee IDs in Maintenance > Labor > Employees > Export ID. If your job code IDs do not match the department IDs in Paychex, type the job code IDs in Maintenance > Labor > Jobcodes > Export code. You can configure the Paychex time and attendance file to not include employees that have a zero dollar pay rate. Select System Setup > Company Setup > Sales Reporting Modules and click Payroll File Export Setup and select ‘Do Not Include Employees with Pay Rate of Zero.’ You can optionally include a separate overtime earning code for tipped employees.

When setting up the Paychex payroll export file, select only the options that apply to your company. For example, predetermine the optional data you want to import into Paychex, such as employee sales, employee declared tips, employee credit card tips, and/or employee credit card sales. This enables you to meet compliance in some states. Coordinate all codes associated with this optional data with your Paychex representative.

Paychex Field Values

A Paychex export file does not contain a header record followed by records containing the actual values passed from Aloha Insight. The following table shows the relationship between the Paychex export file and Aloha Insight:

Paychex Payroll Export Fields
Paychex Field Name	Field Position	Aloha Insight Location
(1) Employee Number	1-6	The Aloha POS system export ID. This is the export ID as entered in Aloha Table Service or Quick Service BOH > Maintenance > Labor > Employees > Employee tab > Export ID text box.
(2) Name	7-31	The last name, first name of the employee being reported. The name can contain up to 25 characters.
(3) Override Dept #	32-37	(Optional Field) Contains the Aloha POS system job code ID that the employee worked for the earnings being reported or the job code export ID. You define job codes in Aloha Table Service or Quick Service BOH > Maintenance > Labor > Jobcodes > Jobcode tab.
(4) Job	38-49	This value is not included.
(5) Shift	50	This value is not included.
(6) D/E	51	Indicates whether the value in the amount column is negative or a positive value. A “D” indicates a negative amount, and an “E” indicates a positive amount.
(7) E/D Codes	52-53	Your Paychex-provided codes in Company Setup > Sales Reporting Modules > Payroll Export Settings. Depending on the information you want included in the file, you can enter a code for the following: regular hours, overtime hours, employee sales, declared tips, credit card sales, tipped overtime hours, and credit card tips. Each earning code appears as a separate record in the file.
(8) Override Rate	54-62	(Optional Field) Contains the base pay rate of the employee for the job code worked. To configure the report to include the base pay rate on the report, select ‘Include Job Code Pay Rate in Export File’ in Company Setup > Sales Reporting Modules > Payroll Export Settings.   Note: The Override Rate always contains the base pay rate for the employee regardless if it is for regular or overtime hours. You will need to inform your Paychex representative, so the Paychex Preview system can calculate the overtime rate.
(9) Hours	63-70	The hours worked by the employee at the specific store. Regular hours, overtime hours, and other wage hours are reflected in separate records within the file.
(10) Year	71-74	This value is not included.
(11) Month	75-76	This value is not included.
(12) Day	77-78	This value is not included.
(13) Filler	79-80	This value is not included.
(14) Filler	81-82	This value is not included.
(15) Amount	83-91	(Optional) The amount for the respective earning code. The Amount column can contain one of the following: employee sales, declared tips, credit card sales, credit card tips, and other wages. You select the type of earnings to include in the export file in Company Setup > Sales Reporting Modules > Payroll Export Settings.
(16) Sequence Number	92	This value is not included.
(17) Override Division	93-98	Contains the value associated with the keyword on the Payroll Store Settings screen. You enter the store specific values associated with the keywords in Site Setup on the Advanced Settings tab in the ‘Payroll Store Setting 1’ or ‘Payroll Store Setting 2’ text boxes.
(18) Override Branch	99-104	Contains the value associated with the keyword on the Payroll Store Settings screen. You enter the store specific values associated with the keywords in Site Setup on the Advanced Settings tab in the ‘Payroll Store Setting 1’ or ‘Payroll Store Setting 2’ text boxes.
(19) Override State	105-106	This value is not included.
(20) Override Local	107-116	This value is not included.
(21) State/Local Misc Field	117	This value is not included.
(22) Rate #	118	This value is not included.
(23) Social Security Number	119-129	The Social Security number of the employee.

Setting Up a Paychex Export File:

You complete the following tasks to configure your stores to export a Paychex payroll export file. The configuration requires setup in Aloha Insight and may require you to configure the Aloha system at the store level.

•	Configure your stores in Site Setup.

•	Configure your payroll settings in Company Setup.

•	Configure Aloha to export the employee export ID.

•	Configure Aloha to export the job code (optional).

To configure your stores in Site Setup:

1.	Select System Setup > Site Setup > Add/Modify Stores.

2.	Click Next.

3.	Select the store from the list box.

4.	Click Edit.

5.	Select Advanced Settings.

6.	Type a value in Payroll Store Setting 1 and Payroll Store Setting 2 to identify the store value you want to insert in either the Override Division or Override Branch fields on the export report.

7.	Click Save.

8.	Repeat steps 3 through 7 for all stores.

To set up a Paychex export file in Company Setup:

1.	Select System Setup > Company Setup > Sales Reporting Modules > Payroll Export Settings.

2.	Select the appropriate employee shift options that apply to your company These correspond to the E/D codes.

When you select ‘Employee Sales,’ ‘Employee Declared Tips,’ ‘Employee Credit Card Tips,’ or ‘Employee Credit Card Sales,’ you activate the corresponding text box where you enter the code prearranged with Paychex. Refer to Company Setup for additional information.

3.	Select the next to the ‘Division’ text box. The Payroll Export Setup - Keywords screen appears.

4.	Select either %PayrollStoreSetting1% or %PayrollStoreSetting2% to enter the store code defined in Site Setup.

5.

Click OK.

6.	Select the next to the ‘Branch’ text box. The Payroll Export Setup - Keywords screen appears.

7.	Repeat steps 4 and 5.

8.	Type your Paychex provided code in the ‘Employee Regular Hours Earnings Code’ text box. This is the code that appears for the employees regular hours.

9.	Type the Paychex provided code in the ‘Employee Overtime Hours Earnings Code’ text box.

10.	Select the Tipped Employee Overtime Earnings Code check box and type your Paychex code in the text box.

11.	Select the job code and pay rate options that apply to your company:

12.	Click Save.

Configuring the Export ID in Aloha Table Service or Quick Service

Paychex requires each employee to have a unique ID and the job codes in Aloha should match Paychex Override department IDs. The export file obtains the unique employee ID from the ‘Export ID’ text box in Maintenance > Labor > Employees in Aloha Table Service or Quick Service. Your store managers must configure each employee to have their own unique ‘Export ID’ in Aloha Table Service or Quick Service.

If your job codes match the Override Department ID codes in Paychex, you can skip the procedure for configuring Aloha to export the job code.

To configure Aloha POS to export the employee export ID:

1.	Log in to Aloha BOH.

2.	Select Maintenance > Labor > Employees.

3.	Select an employee from the ‘Employee’ drop-down list.

4.	Click Edit.

5.	Type the export ID that identifies the employee to your payroll system in the ‘Export ID’ text box. The employee Export ID must correspond to the employee number in your payroll system.

6.	Click Save.

7.	Repeat steps 3 through 6 until all employees have an Export ID.

8.	Click Close to exit the Employees function and continue with the following steps.

Configuring Aloha POS to export the job code:

1.	Log in to Aloha BOH.

2.	Select Maintenance > Labor > Jobcodes.

3.	Select a job code from the ‘Jobcodes’ drop-down list.

4.	Click Edit.

5.	Type the job code ID that associates the job code to your payroll system in the ‘Export Code’ text box. The job code must correspond to the Paychex department ID in your payroll system.

6.	Click Save.

7.	Repeat steps 3 through 6 until all job codes have an ‘Export Code.’

8.	Click Close to exit the Jobcodes function.

Updates do not take place until you process an end-of-day. If you need to force the update, you can select Utilities > POS > Refresh POS & All Installed Products. Remember, this brings down the Front-of-House (FOH) until the refresh completes.

After entering your payroll codes, use Reports Viewer to generate a test export file for your payroll processing software. Continue to Testing the Export File.