Expensify integrates with Paylocity using our custom export formats for users that would rather reimburse reports outside of Expensify.

How to Connect with Paylocity

Step 1: You will need to be an admin on a Control policy.

Step 2: Add payroll codes in Expensify

This step is a little more involved, in the sense that you’ll have to know your organization’s setup in Paylocity. As a generalized example, a basic setup for Paylocity import file includes five columns. In order (from left to right), these columns are: 

  • Employee # - Company defined
  • Earning/Deduction Type - Use Deduction for Expense Reimbursement (Ex: D)
  • Earning/Deduction Code - See the Deductions link under Payroll Setup in Paylocity (Ex: EXPNS)
  • Blank Column
  • Amount 

In Expensify, you can enter the Earning/Deduction Code as a Payroll Code in Settings > Policies > Group > [Policy Name] > Categories.

The Employee # is entered in one of the Custom Field columns in the People section of the policy editor.

Click the settings cog to the right of the employee in order to enter this code. It doesn't matter if you use Custom Field 1 or 2, as long as the CSV export format you create (below) lines up with the correct one.

Step 3: Create Paylocity Export Format

When you’re ready to close your payroll period and export your expense report information from Expensify to Paylocity, you’ll need to have the correct export format setup. Step 3 lists the column order for Paylocity. This step will show you how to create this setup in Expensify.  

The first step is to visit Settings > Policies > Group > [Policy Name] > Export Formats. Create a new export format:

Name your new export, and then change the columns accordingly. Make sure to have the columns in this order to import easily into Paylocity:

Step 4: Export Reports using Your Paylocity Format

Good news! This is the easy part. Just go to your Reports page, choose all the relevant reports you’d like to export, click on the “Export to…” button and select the name of your Paylocity export file format.

And you’re done!

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