There are several steps you'll need to take in order to connect your Paylocity account to Guideline. If you've completed this process before with another integrated provider, please note that there are a few additional step to take, as Paylocity does not connect through an immediate integration.
The process to get the Paylocity integration setup involves two parts: 1) an API setup process that you’ll initiate through the Paylocity Marketplace, 2) and a Benefit setup process that you will complete via a task on your Guideline dashboard.
For the benefit setup process, you will need to go through the setup flow, which will be available through a task in your dashboard. We’ll need to capture certain information in order to pre-populate a PDF. Additionally, you’ll need to take action within your Paylocity account to enable Guideline access to your data via the API.
Below you can find instructions that are necessary to integrate your Guideline account to Paylocity.
Step 1: Start the task
From your plan sponsor dashboard, start the “Sign payroll connection documents” task.
Step 2: Input Paylocity deduction codes
You will first be asked if you have your 401(k) benefits already set up in Paylocity. If not, select that option and move to the next step. If you do, that option, and then will be asked to provide us with the deduction codes so we can set up your plans benefits correctly.
You will be able to find the deductions codes in your Paylocity administrator dashboard by navigating to the Payroll tab.
Step 3: Input Paylocity ID and deferral amounts
Enter your Paylocity company ID in the highlighted field. The ID can be found in the upper, left corner in brackets when you login to your Paylocity account.
Provide the 401(k) deferral codes in the highlighted field. Instructions on how to locate codes included here . Click the purple “Save and continue” button.
Finding 401(k) earning codes
From your Paylocity dashboard, navigate to Configuration on the toolbar and select Company Setup on the dropdown menu.
From there, click the Payroll tab and then select Code Groups.
On the Code Groups page, find the appropriate 401(k) deferral codes that will need to be provided in the Guideline payroll connection task to enable the setup of the plan.
From the available compensation codes, determine which ones are needed for 401(k) purposes.
Move those needed from the "Available" chart to the "Code Group" chart using the "Add" button. Move those not needed from the "Code Group" chart to the "Available" chart using the "Remove" button.
Once the codes are in the correct chart, click "Save" at the bottom left side of the interface.
Enter the 401(k) Earning Codes in Guideline (Step 5b)
Step 4: Submit the information in Paylocity
Once you’ve input your company ID and deferral codes, you will be prompted with the page below.
You will need to enable the Guideline API within the Paylocity Marketplace and submit the information detailed in the task to Paylocity.
From your Paylocity dashboard, you will navigate to the sidebar, and select the Marketplace item.
Search for “Guideline” within the Paylocity Marketplace.
Select the integration card and click the “Begin Integration” button.
Check the box to acknowledge that you agree to be billed at the stated rates for the payroll integration. Then, click the "Continue" button to proceed to a new page where you will be asked to fill in information for the automated data exchange form.
Enter the information regarding your Paylocity account in the fields provided:
Company Name
Primary Contact Name for Setup
Contact Email
Company ID
Contact Phone
Enter the information regarding your Guideline plan in the fields provided:
Vendor: Guideline, Inc.
Contact Name: Guideline, Inc.
Contact Email: clients@guideline.com
Plan ID(s): IDs of the Guideline Plans
Effective Date: Date of form submission
Contact Phone: (888) 228-3491
Fill in the free-form text entry to describe the request. Request should state: “Guideline will use my payroll data to accurately provide a 401(k) plan.” Once completed, you’ll select the check box within your Guideline task to indicate that you’ve sent the data to Paylocity.
Step 5: Sign the document
Electronically sign the document within the Guideline task.
First Name
Last Name
Email
Phone Number
Title
Date
Provide your electronic signature by typing your name in the requested field. By signing, you are affirming you reviewed and understood Guideline’s terms and conditions.
Click the purple “Sign” button.
Step 6: Send the form to Paylocity
Download the Benefit Setup Sign-off Form.
Email the Benefit Setup Sign-off Form form to Paylocity at service@paylocity.com and click the purple “I’ve sent the form” button.
Note: The Benefit Setup Sign-off Form includes all the details on the 401(k) deduction for your 401(k) plan (Guideline prefills the information to ensure there’s no miscommunication between you and Paylocity).
Once you submit the form to Paylocity, they will review and approve the integration. Within the Paylocity Marketplace, you will see that the integration is “Pending” for the Guideline integration listing. Once it is approved, it will turn to “Active,” typically within 4 to 7 business days.
You’ve successfully set up your Paylocity-Guideline integration.