PlanSource + Paylocity
Connect PlanSource and Paylocity to Automate Benefits and Payroll Sync
Stop re-entering the same data twice. Keep employee benefits elections in sync with payroll deductions, automatically.
Why integrate PlanSource and Paylocity?
PlanSource handles benefits enrollment and administration. Paylocity handles payroll, HR, and workforce management. When they don't talk to each other, HR teams end up manually reconciling benefits elections with payroll deductions — a process that's slow, error-prone, and nobody's favorite way to spend a week. Connecting PlanSource with Paylocity through tray.ai means every benefits change — new enrollment, life event update, open enrollment election — flows directly into payroll without anyone having to touch it.
Automate & integrate PlanSource & Paylocity
Use case
Open Enrollment Elections Sync to Payroll Deductions
When employees finish open enrollment in PlanSource, their elections — medical, dental, vision, FSA, HSA, and voluntary plans — need to become precise payroll deduction codes in Paylocity before the new plan year starts. Manually exporting and re-importing that data across hundreds or thousands of employees is slow and error-prone. Tray.ai automates the mapping of PlanSource election data to Paylocity deduction records so every deduction is correct on day one.
Use case
New Hire Benefits Enrollment Reflected in Payroll
When a new employee completes benefits enrollment in PlanSource during their onboarding window, those elections need to be active deductions in Paylocity before their first paycheck. Without automation, this hand-off is often delayed or missed, leaving deductions to be caught up later. Tray.ai triggers a workflow the moment a new hire's enrollment is finalized in PlanSource and creates or updates the corresponding deduction records in Paylocity.
Use case
Qualifying Life Event Updates Propagated to Payroll
Marriage, a new child, divorce, loss of other coverage — qualifying life events let employees make mid-year benefits changes in PlanSource outside of open enrollment. Those changes must land in Paylocity deductions with precise effective dates to stay compliant with IRS and carrier requirements. Tray.ai monitors PlanSource for approved life event elections and updates the relevant deduction records in Paylocity with the correct amounts and effective dates.
Use case
Employee Termination Benefits Cessation
When an employee is terminated in Paylocity, their active benefit coverage in PlanSource needs to end promptly to avoid carrier billing discrepancies and trigger COBRA eligibility notifications. If the termination goes through PlanSource first, Paylocity deductions need to stop immediately. Tray.ai can build bi-directional termination workflows that coordinate benefits termination and deduction cessation across both platforms at the same time.
Use case
Dependent and Beneficiary Data Synchronization
Employees add, update, or remove dependents and beneficiaries in PlanSource as part of enrollment or life events, and that information needs to stay consistent with what Paylocity holds for compliance and reporting. Discrepancies between the two systems create problems with FSA/HSA eligibility and dependent verification audits. Tray.ai automates the sync of dependent and beneficiary records between PlanSource and Paylocity whenever changes are submitted.
Use case
Benefits Cost Allocation and Employer Contribution Updates
When employer contribution strategies change — adjusting the company's share of health premiums or updating HSA seeding amounts — those changes need to land in Paylocity payroll calculations, not just the PlanSource plan configuration. Tray.ai can push plan-level contribution changes from PlanSource into Paylocity's deduction and earnings records, keeping employer cost allocations accurate across both systems.
Use case
Benefits Deduction Audit Reconciliation Reporting
Payroll and benefits audits require every active deduction in Paylocity to correspond to a valid, active enrollment in PlanSource. Finding discrepancies manually across two separate platforms is a real compliance burden. Tray.ai can schedule recurring reconciliation workflows that compare active enrollments in PlanSource against active deductions in Paylocity and surface mismatches for HR review, cutting audit prep time dramatically.
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PlanSource & Paylocity Challenges
What challenges are there when working with PlanSource & Paylocity and how will using Tray.ai help?
Challenge
Complex Deduction Code Mapping Between Systems
PlanSource identifies benefit plans using its own internal plan codes and structures, while Paylocity uses its own deduction code taxonomy. Without a reliable mapping layer, automated syncs break down or push incorrect deduction types to payroll — causing calculation errors that are painful to trace after the fact.
How Tray.ai Can Help:
Tray.ai's transformation engine lets teams build and maintain custom mapping tables that translate PlanSource plan identifiers into the exact Paylocity deduction codes required. Those mappings live in tray.ai's data stores and can be updated without redeploying the entire workflow, so HR operations teams stay in control of their own integration logic.
Challenge
Timing and Effective Date Precision
Benefits deductions are time-sensitive. An election that takes effect January 1 can't trigger a deduction in a December payroll run. Mismatched effective dates between PlanSource approval timestamps and Paylocity pay period cutoffs cause premature or delayed deductions that require manual correction.
How Tray.ai Can Help:
Tray.ai workflows can include date logic that calculates the correct Paylocity effective date based on the PlanSource election date, plan year start, and payroll cycle cadence. Conditional branching ensures records are only written to Paylocity when the timing aligns with the appropriate pay period, preventing out-of-window deductions.
Challenge
Handling Mid-Year Plan Changes Without Duplication
When a life event or correction results in a mid-year plan change, the integration needs to end the old deduction and create a new one — not update a single field. If the workflow isn't designed carefully, duplicate deduction records accumulate in Paylocity and employees end up double-deducted.
How Tray.ai Can Help:
Tray.ai supports idempotent workflow design with lookups that check for existing deduction records before creating new ones. When a plan change is detected, the workflow end-dates the existing deduction and creates a replacement with the new amount, keeping deduction history in Paylocity clean.
Challenge
Employee Identifier Matching Across Platforms
PlanSource and Paylocity may use different employee identifiers — PlanSource IDs, Paylocity company-assigned IDs, or SSNs — making it hard to reliably match records across the two systems, especially during onboarding when IDs may not yet exist in both platforms.
How Tray.ai Can Help:
Tray.ai lets integrators build multi-field lookup logic that matches employees across systems using a combination of SSN, email, name, and date of birth, with fallback logic when primary identifiers aren't available. Unmatched records get routed to an HR review queue rather than failing silently.
Challenge
High-Volume Open Enrollment Data Processing
During the annual open enrollment window, thousands of employee elections can finalize within a very short period. Batch processing failures or partial syncs during this window can leave employees starting the new plan year with wrong deductions — not a great situation to walk into on January 1.
How Tray.ai Can Help:
Tray.ai handles high-throughput data processing with parallel execution, retry logic, and detailed execution logging. Open enrollment sync workflows can process elections in batches with checkpointing, so no record gets lost even if a partial failure occurs, and a full sync can be resumed or replayed without reprocessing already-completed records.
Start using our pre-built PlanSource & Paylocity templates today
Start from scratch or use one of our pre-built PlanSource & Paylocity templates to quickly solve your most common use cases.
PlanSource & Paylocity Templates
Find pre-built PlanSource & Paylocity solutions for common use cases
Template
Open Enrollment Election to Paylocity Deduction Sync
Automatically transfers finalized open enrollment elections from PlanSource to Paylocity at the close of open enrollment, creating or updating deduction records for each benefit plan with the correct amounts, deduction frequency, and effective dates for the new plan year.
Steps:
- Trigger when open enrollment window closes or when elections reach a finalized status in PlanSource
- Retrieve all finalized employee benefit elections including plan type, tier, and employee/employer contribution amounts
- Map PlanSource plan codes and deduction types to corresponding Paylocity deduction codes
- Create or update deduction records in Paylocity for each employee with correct effective dates
- Log sync results and flag any employees with mapping errors for HR review
Connectors Used: PlanSource, Paylocity
Template
New Hire Enrollment to Payroll Deduction Activation
Monitors PlanSource for newly completed new hire benefit enrollments and automatically creates the corresponding payroll deduction records in Paylocity, so the new employee's first paycheck reflects all elected benefit deductions accurately.
Steps:
- Trigger when a new hire's enrollment is marked complete or approved in PlanSource
- Extract all elected plans, coverage tiers, and deduction amounts for the new employee
- Look up the employee's record in Paylocity using employee ID or SSN matching
- Create active deduction records in Paylocity with the appropriate start date tied to first pay period
- Send confirmation notification to HR coordinator confirming deductions have been activated
Connectors Used: PlanSource, Paylocity
Template
Qualifying Life Event Deduction Update Workflow
Detects approved qualifying life event elections in PlanSource and updates the affected employee's payroll deduction records in Paylocity with the new benefit amounts and IRS-compliant effective dates, with no manual payroll team notification required.
Steps:
- Trigger when a qualifying life event election is approved in PlanSource
- Identify changed plans and calculate the delta in employee deduction amounts
- Update or replace existing deduction records in Paylocity with new amounts and effective dates
- Notify the payroll team of mid-cycle deduction changes for awareness and review
Connectors Used: PlanSource, Paylocity
Template
Employee Termination Benefits and Deduction Cessation
Coordinates the end of benefits coverage and payroll deductions when an employee is terminated, triggering cessation actions in both PlanSource and Paylocity simultaneously to prevent premium overpayments and ensure COBRA-eligible notifications go out on time.
Steps:
- Trigger on employee termination event in either Paylocity or PlanSource
- Send termination signal to PlanSource to end active benefit enrollments with the correct last day of coverage
- Stop all active benefit deductions in Paylocity effective the final pay date
- Confirm COBRA qualifying event is logged in PlanSource for notification processing
- Alert HR team with a summary of benefits terminated and deductions ceased
Connectors Used: PlanSource, Paylocity
Template
Scheduled Benefits-Payroll Reconciliation Report
Runs on a scheduled cadence to compare active benefit enrollments in PlanSource against active payroll deductions in Paylocity, generating a discrepancy report that surfaces mismatches for HR to investigate and correct before they become compliance issues.
Steps:
- Trigger on a weekly or bi-weekly schedule aligned to payroll cycle
- Pull all active enrollment records from PlanSource including plan, tier, and employee contribution
- Pull all active benefit deduction records from Paylocity
- Compare the two datasets by employee ID and deduction type, flagging mismatches
- Generate and distribute reconciliation report to HR and payroll team via email or Slack
Connectors Used: PlanSource, Paylocity
Template
Dependent Add or Remove Sync Between PlanSource and Paylocity
Automatically synchronizes dependent additions, modifications, or removals made in PlanSource to the corresponding employee record in Paylocity, keeping dependent data consistent across both systems for FSA/HSA eligibility and compliance reporting.
Steps:
- Trigger when a dependent is added, updated, or removed in PlanSource
- Retrieve updated dependent details including relationship, date of birth, and SSN
- Locate the parent employee record in Paylocity
- Create, update, or deactivate the dependent record in Paylocity to match PlanSource
- Log the sync action and notify HR if any validation errors occur
Connectors Used: PlanSource, Paylocity