ClockLap + Paylocity: approved hours as a payroll batch

What syncs

Every approved timesheet is split into pay types first (regular, overtime, double time, holidays, break premiums, time off), using each site’s rules. Here’s where each lands in Paylocity.

Each send is one batch with an earning (det = E) line per person and code, for the pay period and a check date a set number of days after it. ClockLap then asks Paylocity for the batch’s status, so a batch Paylocity rejects shows up as failed lines.

Ways to connect

How it works

1. Ask Paylocity for API accessPaylocity issues a client ID and secret per company, with the Pay Entry API switched on. Paste them with your company ID.
2. Match peopleClockLap reads your employees and matches them by email, then employee ID. The match is saved as each person’s Paylocity employee ID.
3. Map earning codesPick from your company’s earning codes for each pay type you use.
4. Choose the check dateHow many days after the period ends people are paid; that’s the check date of the batch.
5. Choose when to send, and reviewEach period yourself, on lock, when everything is approved, or on a schedule. The first send is a preview.

Schedules and review

Choose when hours go to Paylocity. Whatever you pick, nothing is sent twice: each period has one send, and anything after it is a correction.

• Which timesheets. Approved only (default), or approved and submitted.
• Rounding. Hundredths of an hour (default) or quarter hours.
• Split by. None, location, project or department, each mapped to the payroll system’s department or cost centre code.
• Holiday hours worked. As their own pay type (default) or folded into regular hours.
• Empty lines. People with no hours in the period are skipped.
• Unmatched people. Skip them and warn (default), or block the whole send until they’re matched.

Corrections, as changes

Fixed a missed clock-out after payroll went? Send the period again and ClockLap works out what changed since the last send.

Paylocity doesn’t let a submitted batch be edited, so a correction is a new batch named “correction” with only the differences: +1.00 OT for one person, for example.

People

Matched by email, then employee ID. Paylocity’s employee list holds IDs only, so ClockLap reads each employee for names and emails (Social Security numbers in the reply are never logged).

Connect Paylocity a second time for people sync and it becomes the source of truth for your people.

• Employees: name (preferred name first), work email, employee ID, job title, cost center, work location, supervisor, hourly pay rate, hire date, status

Time off balances and approved time off aren’t synced with Paylocity yet.

• Who wins, per field. The HR system by default: ClockLap is updated to match. Set any field to “ClockLap” and it’s only filled in when the person is added.
• New people. Added automatically, without an invite unless you turn invites on. You choose the role they get.
• People who leave. Suggested for turning off (default), or turned off automatically. Their history stays.
• Sites and teams. Map the HR system’s locations or departments to ClockLap sites once; moves follow on every sync.
• Single sign-on users. People your identity provider manages through SCIM keep what SCIM writes; the sync skips those fields and says so.
• Schedule. Hourly, daily (default) or manual. A scheduled sync can apply itself or only prepare a preview for an admin.

The file

Paylocity pay entry (CSV). Columns: Company ID Employee ID Det Det Code Hours Amount Rate Cost Center 1 Begin Date End Date

The columns follow the Pay Entry API’s fields. Check the first file against your Paylocity import template.

Delivered by download (kept with the run), email to up to 20 people, or SFTP: ClockLap checks the server, pins its host key on the first connection and writes under a temporary name before renaming, so a payroll system watching the folder never picks up half a file.

What you need

• Paylocity (US) with API credentials for your company and the Pay Entry API switched on (for the direct connection)
• Your Paylocity company ID
• Earning codes set up at the company level

Every run keeps a history: who and what was sent, per-line results, plain-language errors with a fix, and a redacted request log for admins. Webhooks fire on payroll.run_ready, payroll.run_sent, payroll.run_failed, people_sync.completed.

Questions