Paylocity Guidance
The Paylocity Client Services Team is available Monday through Friday – 8:00 AM to 8:00 PM EST to help answer questions:
- Client Services Telephone Numbers:
- Toll Free: (888) 873-8205 – When prompted, enter your Paylocity Company ID# to be routed to the Diocese Support team
- Fax: (847) 956-1926
- Questions Email:
- service@paylocity.com – Be sure to include your Paylocity Company ID# in the subject line
Below is information specific to the Archdiocese of Cincinnati setup and answers to frequently asked questions.
Paylocity training day
Request for new Business Administrator Access – include all of the following information with advance notice:
- Name of New Business Administrator
- Title – example Business Manager, Bookkeeper
- Work Email address (ensure this is correct)
- Work Phone number
- Paylocity ID# and names for all of the location access needed
- Family Name, example SE-7 Family, NE-1 Family, etc.
- If the new Business Administrator is to be the MAIN CONTACT in Paylocity
- Make the request to mjones@catholicaoc.org
When searching for employees in the Occasional, Leave or Terminated status click on the X before Status to remove the Active filter.
An employee in the Occasional or Terminated status can be added back into the Pay Batch by following these steps:
- Select the Pay Detail screen
- Select No Batches from the Batch dropdown to see employees not currently in a batch
- Select All Emps from the Batch dropdown to see all employees
- Choose All from the Filter dropdown to display employees to add to the batch
- Select the employee from the Employee dropdown or use the Employee search box to select the employee to add to the batch
- Note that the employee will not populate within the batch if the employee is missing a hire date
- Select Add New Check
- Enter the employee’s payroll information
- Select Save
The earliest you can submit a payroll is the Saturday before the next bi-weekly check on Friday. Submissions earlier than six days before a payroll will cause your 401(k) activity to be omitted from the Empower integration file.
Use caution when importing Time & Labor into the batch to ensure the dates correspond to the correct payroll period.
There is a daily demographic data feed file that is sent from Paylocity to MyEnroll.
This daily feed file updates the MyEnroll benefit system in the following categories:
- new hire records
- updates salaries
- updates addresses
- updates email addresses
- terminates employees
When MyEnroll receives a new email address for an employee either due to a change or an addition, their system sends out
an email Verification message to the employee. The email Verification message is sent whether an employee
is eligible or not eligible for benefits. It is very important and helpful for employees who are benefit eligible
to be sure they follow the instructions to verify their email address.
- Navigate to the Employee’s Paylocity Record
- Click on Employment tab then click on the Status & History link
- Click on the orange button titled Manage Status & Seniority
- Click on orange button titled Change Employee Status
- Under Select HR Action select Status Change Termination
- Under Employee Status (required) select Terminated
- Under Change Reason (required) select Terminated
- In the Note section box include additional details
- Additional information can be placed in the Notes box
- Under Termination Date (required) enter date of termination
Form W-2 previews allow you to review all data captured on the W-2 for accuracy before final forms are printed and filed on your company’s behalf with agencies. We recommend you verify all information and immediately contact your account manager if you need assistance making corrections.
We suggest comparing up to as many as 10 employees’ prior year W-2 information against their current W-2 preview to evaluate accuracy. Choose employees with various types of earnings or deductions, as well as a mix of hourly and salary employees, if available, to make your review
comprehensive. We also recommend comparing the amounts against one of our standard reports, such as the Year-to-Date Report, especially if you are a new Paylocity client or have added new earning or deduction codes this year.
Follow these simple steps to access your W-2 previews:
1. Log in to your company’s secured Paylocity website.
2. Hover over the Reports/Analytics menu.
3. Select the Year End Dashboard.
4. Defaults to Current Year to preview
5. To see previous year click on Finals, then dropdown for desired year
Also, download and retain a paper copy of W-2s for your location for 7 years from the date of tax filing per AOC Record Retention Policy.
Direct Questions to:
Mary Jones
Director of Payroll ServicesTom Twilling
ControllerCheryl Engel
Benefits Administrative AnalystBill Maly
Director of Benefits 
