Payroll integration
Dayforce to Paychex Flex integration: new US employees from Dayforce prepared in Paychex Flex
An integration between Dayforce and Paychex Flex prepares a new employee of a US org unit in Dayforce as an in-progress worker in the matching Paychex company, with name and personal email. Paychex then sends the employee an invitation to fill in tax choices and bank account in Flex; tax and bank data from Dayforce do not go across in the first version.
What the integration does
Organisations that use Dayforce for HR but have part of their US payroll processed by Paychex, for example after an acquisition, enter those new employees twice. The Paychex invitation for W-4 and bank details then only goes out once someone has already started.
- KoppelHet requests new employees in Dayforce from the units that are paid through Paychex.
- KoppelHet reads name and contact details and picks the personal email address.
- KoppelHet creates the in-progress worker in that unit's Paychex company.
- Paychex invites the employee; the Flex administrator completes the worker to ACTIVE.
- Failed or blocked creation goes on payroll's list with the error message.
What to watch for with Dayforce and Paychex Flex
- Dayforce has its own entities for US federal tax and for direct deposit, and Paychex has endpoints to set federal taxes and direct deposit on a worker. In the first version KoppelHet does not copy them: the employee fills them in within Flex through the invitation. Copying can be added later as an extension.
- Paychex chooses the invitation channel in the order business email, personal email, business mobile. KoppelHet takes the contact details from Dayforce and only sends the personal email, because a work address often does not exist before the first day.
- Dayforce's hire date filter can also look into the future. KoppelHet creates the worker as soon as the hire is in Dayforce, so the employee has time to complete onboarding in Flex before the first payroll.
- Only units paid through Paychex take part; Dayforce filters by org unit. Each unit belongs to a Paychex company with its own companyId, and per company a Flex Admin approves the app under Company Settings, Integrated Applications.
- If a 423 comes back because the Paychex account is locked, Paychex may still return a workerId that is not valid. KoppelHet discards that ID and retries the Dayforce employee once the account is open again.
- In a request with several new workers each worker must have a workerCorrelationId. KoppelHet uses the XRefCode from Dayforce, so every workerId in the response is stored with the right Dayforce employee.
- Name and contact fields only come from Dayforce when the API account's default role has the authorisation for personal information and the field filters are set correctly. Paychex rejects a worker without given and family name, so KoppelHet treats an empty name as a rights problem.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why not Dayforce's own US payroll?
For most Dayforce customers that is the logical choice. This integration is for organisations that deliberately keep part of the US with Paychex, for example temporarily after an acquisition.
Do leavers also go to Paychex?
Not in the first version. The Flex administrator handles a leaver; a leaver flow can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce through the REST API on /api/{clientName}/v1/Employees with OrgUnitXRefCode and FilterHireStartDate/EndDate, and per XRefCode the details with expand for Contacts and WorkAssignments.
- Paychex through api.paychex.com with KoppelHet's partner app. Access per company through POST /management/requestclientaccess with the displayId and approval in Flex; create with POST /companies/{companyId}/workers (givenName, familyName, workerType, communications, workerCorrelationId).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Paychex Flex | Notes |
|---|---|---|
XRefCode | workerCorrelationId | Links each workerId to the right employee |
FirstName | givenName | Required |
LastName | familyName | Required |
Medewerker (geen contractor) | workerType EMPLOYEE | Required |
Contacts (privé-e-mail) | communications EMAIL, usage PERSONAL | |
OrgUnitXRefCode | companyId | Lookup table |
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