Paychex Flex is a human resources software solution that integrates an organization’s payroll processes with other HR management functions such as recruitment, retirement and insurance services. It addresses the needs of all industries including professional services and non-profits.
Paychex was founded in 1971 initially as an alternative to RUN Powered by ADP. Paychex Flex was then created to address small to mid-sized business or a workforce with less than 49 employees. It is scalable and provides the capability to help manage HR functions on iPhone or Android mobile devices so HR personnel and business owners are able to access records and transactions while in transit or from any location.
The software solution uses a single data profile for each employee and utilizes a single platform. The company dashboard provides details on previous payroll, including the amount needed for paying the employees on the current pay period.
The HireRight dashboard on Paychex Flex enables users to publish job advertisements not only on career sites but also on social media. Performance reviews and new hire forms can be filled up electronically without the need for printouts. The system produces customizable reports in addition to more than 160 standard reports and dashboards.
Employees are each given an account where they can punch in and out, track their check stubs for an update of their wages and make necessary modifications to their 401k plans. The employee login page offers access to updates on retirement contributions and health insurance and allows viewing of timesheets, time off requests and benefits contributions.
Paychex Flex Features
The features that are available to Paychex Flex users are completely dependent on the chosen pricing package although there are some that can be found in both plans. One of the software’s robust features is the ability to handle even complex payroll calculations from earnings to deductions and even for payroll taxes.
Human resource management
HRMS
The software is equipped with the Human Resource Management System (HRMS), which allows easy sharing of information, as well as management of on-boarding processes and performance reviews. It allows HR to create event calendars for keeping track of key corporate and employee events.
The Learning Management System (LMS) platform enables access to online training courses for skills or performance improvement. This paid feature that is accessible on mobile devices provides five online training courses.
Online Timekeeping and InVision iris recognition time clock
This software application offers online timekeeping and the InVision iris recognition time clock, both addressing ease of use with the complete automation of timekeeping services.
The online timekeeper is available for mobile devices so even those working from home can access it. Paychex Flex Time and Time Essentials provide accurate time recording and enable users to set alerts in case of conflicts in schedules. The separate dashboards for managers and employees allow managers to track employee attendance and at the same time keep a record of their own work hours.
The InVision iris recognition time clock is integrated with the PaychexFlex Time system for a seamless transfer of information from the time clock to the software. All the employees have to do is allow the biometrics system to scan their iris for instant recognition. The system then registers the employee’s attendance for the day, automatically updating all attendance information especially for payroll purposes.
Hiring services
Paychex Flex Hiring enables job seekers to apply for a post via mobile or from desktop without the need to call for application status update. HR can create standard job posts on career sites and even screen the candidates.
Paychex Flex Onboarding automates the processes for new hires including paperwork and checklists. HR can use the software to manage all of the onboarding documents required from the new hires like verifying whether all required forms have been submitted.
Online payroll management
Employees are allowed access to their payroll accounts online for checking their direct deposits, pay stubs and required forms. HR can process payroll fast and efficiently as the system is cloud-based. The application can be accessed on iPhone and Android mobile devices.
The Paychex Flex interface is user-friendly and completely equipped with automatic calculations and records of previous pay periods for quick reference. Users are also provided with data on required cash for the current pay period and reports like tax deposits and the payroll journal.
Workforce analytics and reporting
The software produces over 160 standard reports that users can access through Quick Reports and are available on mobile or desktop. Custom reports can be created based on parameters like employee, date and type. Live reports with immediate feedback can also be viewed on-screen.
Analytics on HR-related issues can be addressed by accessing data like recruitment tracking, employee attrition, attendance tracking and labor costs that are presented on dashboards.
Data are exported as XLS, PDF, or CSV.
Integrations
Paychex Flex is integrated with 27 applications such as QuickBooks Online as a small business accounting software, ApplicantStack as an applicant tracking system, Buddy Punch for online time tracking, Maxwell Health for benefits administration and SubItUp as a workforce management and scheduling system.
Paychex Flex Benefits
Using the software provides payroll tax administration from calculation to payment and filing ensuring the organization does not miss tax duties towards employees. Its scalability allows users to customize the service features according to the needs of the organization.
Ease of use and accessibility
The interface is easy to navigate as the displays on the dashboard are straightforward. The menu bar on the left side of the screen is an access point to all system features and purchased modules offering a quick overview of what the HR software has in store for the user.
Initial setup of the system is handled by Paychex Flex, after which all necessary information such as payroll information will be sent to them through the automated system.
The mobile application is a duplicate of the online application including the dashboard where all information can be entered and reviewed. Users can also submit all necessary information or complete a full payroll process using the mobile feature.
24/7 support
Paychex Flex provides several options for product support. It can be accessed from within the software system by logging into the support page, or through the 24/7 phone and chat support. The latter are available for all users and can be reached through a toll-free number.
All users are provided with a dedicated payroll specialist who can assist in the initial setup and act as support for any payroll or tax issues during the course of the subscription.
Paychex Flex Pricing
The software has two payroll packages with prices that are tailored to the organization’s needs and sent only upon request. The inclusions in the packages are divided into categories that cover HR functions, support and employees’ solutions.
Some of the features offered under the Paychex Flex Select package are online payroll administration, payroll tax administration, time and attendance tracking and the free mobile application. W-2s and 1099 can be provided at additional costs.
Subscribers can also maximize the U.S.-based customer service center and a dedicated payroll specialist who is the point-of-contact for tax needs.
Employees will receive their paycards electronically and be provided with a financial wellness program.
The Enterprise package includes everything in the Flex package plus the accounting software integration, worker’s compensation report and custom analytics reporting. Subscribers can also process and implement wage garnishment.
Employees will benefit from onboarding and screening essentials, as well as the HR administration functions for performance and training management.
Conclusion
Paychex Flex is an all-in-one cloud-based HR management software system that helps maintain seamless HR administrative and employee compensation processes for small to mid-sized organizations. It provides transparency to the workforce by allowing quick access to policies and procedures and enabling them to view their paystubs and employee documents. The software encourages productivity as payroll and taxes are calculated automatically so the HR team is able to focus on other functions or projects.
