Payroll Integration Setup

Connect Olympus Cloud to your payroll provider to automatically sync approved timesheets, employee data, and earnings codes. This guide covers setup for ADP, Gusto, Paychex, and QuickBooks Payroll.

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Before You Begin

Prerequisites

Requirement	Details
Olympus Cloud role	Organization Admin
Payroll provider account	Admin access to your payroll system
Employee records	Employees must exist in both systems
Pay period alignment	Know your pay period schedule (weekly, bi-weekly, semi-monthly)

General Workflow

All payroll integrations follow this process:

1. Connect to your payroll provider via OAuth or API key
2. Map Olympus Cloud fields to payroll system fields
3. Configure sync schedule and approval workflow
4. Run a test sync with a single pay period
5. Enable automatic sync for ongoing payroll processing

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ADP Integration

Connecting to ADP

1. Go to Settings > Integrations > Payroll
2. Click Connect ADP
3. Sign in to your ADP Workforce Now or RUN account
4. Authorize Olympus Cloud to access your ADP data
5. Select your ADP company code (if you have multiple)
6. Click Complete Connection

ADP Field Mapping

Olympus Cloud Field	ADP Field	Notes
Employee ID	Associate ID	Must match exactly
Regular Hours	REG earnings code	Standard hours worked
Overtime Hours	OT earnings code	Hours over 40/week
Double Overtime	DOT earnings code	If applicable by state
PTO Hours	PTO/VAC earnings code	Approved time off
Sick Hours	SICK earnings code	Approved sick leave
Department	Home Department	Used for cost allocation
Location	Work Location	For multi-location payroll

ADP Sync Configuration

1. Go to Integrations > ADP > Sync Settings
2. Set your pay period type:
   • Weekly (every Friday)
   • Bi-weekly (every other Friday)
   • Semi-monthly (1st and 15th)
3. Set the sync cutoff day (when timesheets must be approved)
4. Choose sync mode:
   • Manual: You trigger each sync
   • Automatic: Syncs on the cutoff day
5. Save settings

ADP Earnings Codes

Verify your ADP earnings codes match the mapping before the first sync. Incorrect earnings code mapping can cause payroll errors. Contact your ADP administrator to confirm the codes used in your company.

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Gusto Integration

Connecting to Gusto

1. Go to Settings > Integrations > Payroll
2. Click Connect Gusto
3. Sign in to your Gusto admin account
4. Authorize Olympus Cloud
5. Select your company if you manage multiple
6. Click Complete Connection

Gusto Field Mapping

Olympus Cloud Field	Gusto Field	Notes
Employee Email	Employee email	Primary match key
Regular Hours	Regular hours	Standard work hours
Overtime Hours	Overtime hours	Calculated by Olympus Cloud
PTO Hours	Time off (Vacation)	Must match Gusto PTO policy name
Sick Hours	Time off (Sick)	Must match Gusto sick policy name
Hourly Rate	Compensation rate	Read-only from Gusto

Gusto Sync Configuration

1. Navigate to Integrations > Gusto > Sync Settings
2. Map your PTO policy names:
   • Match Olympus Cloud leave types to Gusto time-off policies
   • Create policies in Gusto first if they do not exist
3. Set approval deadline (days before payroll runs)
4. Enable or disable automatic new employee sync
5. Save settings

Gusto-Specific Notes

Employee Matching

Gusto uses email address as the primary identifier. Ensure every employee in Olympus Cloud has the same email address as their Gusto profile. Mismatched emails cause sync failures for those employees.

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Paychex Integration

Connecting to Paychex

1. Go to Settings > Integrations > Payroll
2. Click Connect Paychex
3. Enter your Paychex Flex credentials
4. Authorize the Olympus Cloud integration
5. Select your client ID (for multi-company setups)
6. Click Complete Connection

Paychex Field Mapping

Olympus Cloud Field	Paychex Field	Notes
Employee ID	Worker ID	Must match Paychex worker ID
Regular Hours	Regular earnings	Standard hours
Overtime Hours	Overtime earnings	Calculated weekly
Department Code	Labor Assignment	Used for job costing
Location Code	Work Site	Required for multi-state payroll
Job Code	Position Code	Maps to Paychex job classifications
PTO Hours	PTO balance deduction	Syncs with Paychex PTO tracking

Paychex Sync Configuration

1. Navigate to Integrations > Paychex > Sync Settings
2. Configure pay period alignment
3. Map department codes to Paychex labor assignments
4. Map location codes to Paychex work sites
5. Set the payroll submission deadline
6. Enable automatic or manual sync
7. Save settings

Multi-State Payroll

If you operate in multiple states, ensure each employee's work location is correctly set in Olympus Cloud. Paychex uses the work site to determine state tax withholding. Verify location mappings before the first sync.

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QuickBooks Payroll Integration

Connecting to QuickBooks

1. Go to Settings > Integrations > Payroll
2. Click Connect QuickBooks Payroll
3. Sign in to your QuickBooks Online account
4. Authorize Olympus Cloud
5. Select your QuickBooks company
6. Click Complete Connection

QuickBooks Field Mapping

Olympus Cloud Field	QuickBooks Field	Notes
Employee Name	Employee display name	Match by name or email
Regular Hours	Regular pay hours	Hourly employees
Overtime Hours	Overtime pay hours	Auto-calculated
PTO Hours	Vacation pay	Mapped to QBO time-off policy
Sick Hours	Sick pay	Mapped to QBO sick policy
Billable Hours	Billable time	For service businesses

QuickBooks Sync Configuration

1. Navigate to Integrations > QuickBooks > Sync Settings
2. Select your QuickBooks payroll schedule
3. Map Olympus Cloud departments to QuickBooks classes (if used)
4. Configure whether to sync billable hours
5. Set the approval cutoff date
6. Save settings

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Approved Timesheet Workflow

All payroll integrations use the same approval workflow before data is sent to your payroll provider.

Approval Process

Step	Who	Action
1. Employee submits	Employee	Reviews and confirms timesheet
2. Manager approves	Manager	Reviews hours, makes adjustments, approves
3. Admin reviews	Admin	Final review of all approved timesheets
4. Sync triggered	System	Approved data sent to payroll provider
5. Confirmation	System	Sync status reported back to Olympus Cloud

Setting Up the Approval Workflow

1. Go to Settings > Time & Attendance > Approvals
2. Enable Timesheet Approval Required
3. Set approval levels:
   • Single approval: Manager only
   • Dual approval: Manager then admin
4. Set the approval deadline (relative to payroll run date)
5. Configure reminder notifications for pending approvals
6. Save settings

Unapproved Timesheets

Only approved timesheets are synced to your payroll provider. Unapproved timesheets are excluded from the sync and could result in missed pay for employees. Set up reminder notifications to ensure timely approvals.

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Testing Your Integration

Before relying on the integration for a live payroll run, complete a test sync.

Test Sync Steps

1. Approve a small batch of timesheets (2-3 employees)
2. Go to Integrations > [Your Provider] > Sync History
3. Click Run Test Sync
4. Review the sync preview:
   • Hours mapped correctly
   • Earnings codes assigned properly
   • Employee records matched
5. Check the results in your payroll system
6. Verify hours and codes are correct
7. If everything looks good, enable production sync

What to Verify

Check	What to Look For
Employee matching	All employees successfully matched between systems
Hours accuracy	Regular and overtime hours match approved timesheets
Earnings codes	Correct codes applied (REG, OT, PTO, SICK)
Department allocation	Hours allocated to correct departments
Location mapping	Multi-location hours assigned to correct sites

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Troubleshooting

Common Issues

Issue	Cause	Solution
Employee not found	Mismatched ID or email	Verify the employee exists in both systems with matching identifiers
Hours mismatch	Timezone or rounding differences	Check timezone settings in both systems; review rounding rules
Earnings code error	Unmapped or invalid code	Update field mapping in integration settings
Sync failed	Authentication expired	Reconnect the integration in Settings
Duplicate entries	Sync ran twice	Check sync history; contact support to resolve duplicates
Missing overtime	Calculation method mismatch	Verify overtime rules match between systems

Sync Status Codes

Status	Meaning	Action
Success	All records synced	No action needed
Partial	Some records failed	Review error log for failed records
Failed	Sync could not complete	Check connection and retry
Pending	Waiting for approval	Approve remaining timesheets

Re-Syncing Data

If a sync had errors:

1. Go to Integrations > [Provider] > Sync History
2. Find the failed sync
3. Click View Errors to see which records failed
4. Fix the underlying issue (mapping, missing employee, etc.)
5. Click Retry Failed Records
6. Verify the retry was successful

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Disconnecting a Payroll Integration

1. Go to Settings > Integrations > Payroll
2. Click on the connected provider
3. Click Disconnect
4. Confirm disconnection
5. Historical sync data is retained for 12 months

Data After Disconnection

Disconnecting a payroll integration does not delete any data in Olympus Cloud or in your payroll system. It only stops future automatic syncs. You can reconnect at any time.

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Related Guides

• Integrations Overview
• HR Systems Integration
• API Access
• Time Clock Guide
• Reporting Guide