Create a ProClock Account from ProPay
ProPay and ProClock share employee and company information to streamline payroll processing. Understanding what data transfers and when helps you manage both systems effectively.
Initial Setup: Export From ProPay to ProClock
This one-time transfer moves all existing employee and company information from ProPay to ProClock.
What transfers:
- All employee records
- Employee names and addresses
- Pay rates and pay types
- Department assignments
- Job codes
- Company information
- Tax settings
Benefits:
- Saves time by eliminating manual data entry
- Ensures consistency between systems
- Speeds up ProClock implementation
How to export:
Watch the video above for a step-by-step demonstration of the export process.
Ongoing Synchronization
After initial setup, ProPay and ProClock sync automatically when changes are made.
ProClock Manager to ProPay (each pay period)
The ProClock Manager transfers time and payroll data to ProPay at the end of each pay period.
What transfers:
- Hours worked (regular, overtime, double time)
- Salaries to be paid
- Bonuses
- Vacation pay
- Holiday pay
- New employees added during the pay period
- Department changes
- Job code updates
- Employee information changes (name, address, pay rates, exemptions)
When it transfers: The manager initiates the transfer from ProClock Manager after approving all time records for the pay period.
ProPay to ProClock (instant)
Changes made in ProPay transfer to ProClock immediately when saved.
What transfers:
- Employee name and address changes
- Pay rate updates
- Tax exemption changes
- Department modifications
- Employee tax status changes
- Job description updates
When it transfers: Instantly when you save changes in ProPay.
Sync Notifications
ProPay displays a sync message in the lower right corner of the screen when data is transferring between systems. This confirms that synchronization is working properly.
Data Management Responsibilities
Some tasks can only be performed in specific systems to maintain data integrity.
Tasks for the ProClock Manager
The employer or manager performs these tasks in ProClock Manager:
- Add new employees
- Update employee names, addresses, pay rates, and exemptions
- Create and modify departments
- Create and modify job codes
- Track time and attendance
- Approve time records
Tasks for the ProPay processor
The payroll processor performs these tasks in ProPay only:
- Change employee tax status
- Configure tax withholding settings
- Modify pay type taxability
- Process payroll
- Generate tax forms and filings
Restricted tasks
Pay type taxability changes:
- Only allowed in ProPay
- Requires payroll tax knowledge
- Employers must request changes through their payroll processor
Employee tax status changes:
- Only allowed in ProPay
- Requires understanding of tax regulations
- Employers must request changes through their payroll processor
These restrictions ensure that complex tax settings are managed by knowledgeable payroll professionals.
Best Practices
For managers:
- Make employee information changes in ProClock Manager
- Review and approve time records before exporting to ProPay
- Contact your payroll processor for tax-related changes
For payroll processors:
- Import time data from ProClock before each payroll run
- Review imported data for accuracy
- Make tax-related changes only in ProPay
- Verify that sync is working by checking for the sync notification