FAQs

The following are frequently asked questions about Paychex Flex^® Reporting. Click on a question to view the response.

1. Can the W-2s copies from Report Center be sent to the IRS?

   Yes, it is a file ready copy. If an employee requests a second copy, type Re-issue Statement at the top before it's given to the employee.

2. Can I get W-2s from prior years online?

   W-2s are retained for the past four years.

3. How long will reports remain available in the system?  

   • Most payroll reports are available for two years.

   • W-2s and quarter/year-end reports are available for four years.

   • Customizable Reports are reports generated when you request them. These reports are only stored for 30 days.

   • The output for Customizable Reports for Exporting Data is only stored for seven days. The data used to create a Customizable Reports for Exporting Data is available for four years.

4. How will I know when my reports are available?

   An email notification and/or Message Board message is sent to you when reports are available

   To modify your notification preferences click Options (gear) next to Reports at the top of the Reports Panel, click Set Notification Preferences, then select:

   • Email me when new reports are ready to receive an email when new reports are available.

   • Post to my messages when new reports are ready to receive a notification in your Message Board when new reports are available.

5. Can I opt to get just the online reports and stop the paper reports?

   Yes, for most per pay period reports. Contact your Paychex Representative for additional information.

6. Can I get my reports in a format/application other than PDF?

   If the report is available in any other format, it will be noted in the report information panel under Available Formats.  

   If your computer does not have Adobe Acrobat Reader (or other PDF file reader) installed, use the following link to download Acrobat Reader:

   Get Adobe Acrobat Reader

7. Why am I not seeing the reports I expect to see in Favorites?

   Click the pencil icon next to Favorites in the Reports panel. In the Manage Favorites panel, verify the report is included. If the report is not included, click Add Favorite Report (+), select the report, then click SAVE.

   In any of the Report Packages, select Filter By from the Options (gear) menu, then verify the report is selected (included).

8. Why am I receiving two email notifications for payroll and invoice?

   Click Preferences in the top Options (gear) menu, then clear the Email me when new reports are ready checkbox for either the Payroll: Pay Period package or Payroll: Invoice package.

9. How can I download my reports as individual (separate) reports versus all of the reports displayed in a single PDF file?

   Click Preferences in the top Option (gear) menu, select All Reports as Individual Files to the right of Download, then click SAVE.

10. In Favorite Report Results, why do I see multiple instances of the same report name for the same company?

    If multiple payrolls (or processes) run on the same day, multiple reports may display, but the time in the Run Date column should be different.

11. How do I print a report?

    Select the report, click View to display the report, then print the report from your current application.

    You can also click the report name/custom name link to view the report.

12. How do I save a report to my computer (locally)

    Select the report, then click DOWNLOAD to save the report to your computer or a network location.

13. Is there an online tutorial to walk me through the Paychex Flex® screens and functionality?

    Click Learn More at the bottom of the Reporting screen.

14. Can I look at reports for more than one company at a time?

    Click the drop-down menu at the top of the screen next to Company Desktop, then select Multiple Company Selection. Select the companies to include, then click CONTINUE.

15. In Folder View for Report Packages, how do I change the way the folders (data) is sorted?

    Folder view is only available for standard Report Packages. To arrange the folders:

     

    1. Select Arrange Folders from the Options (gear) menu.

    2. Select one of the available options: Folder By Date or Folder By Company.

    3. Click SAVE.

16. How do I stop receiving emails about reports from Paychex?

    To modify your notification preferences for all reports, select the Options (gear) next to Reports at the top of the Reports panel:
    

    • Clear the Email me when new reports are ready checkbox to stop receiving an email when new reports are available, then click SAVE.

    To modify your notification preferences for a standard Report Package, select Preferences from the Options (gear) menu of the package:
    

    • Clear the Email me when new reports are ready checkbox to stop receiving an email when new reports are available, then click SAVE.

17. Why does a report continue to display in the report table on the lower half of the screen after closing the folder and/or changing Companies?

    Any report with the checkbox selected continues to display in this scenario.

    Select the report, then click Remove.

18. Are Tools and Preferences saved per Company?

    No. Tools and Preferences are saved per user.

19. If I remove a report from the Package Report Results grid by clicking Remove, am I permanently deleting that report?

    No. The report is temporarily removed from the grid. In Folder view, click Close Folder, then click Browse Folder. The report displays again.

20. I changed my Display folder preferences but the changes did not take effect. How do I fix this?

    You must return to the main Reporting home page (click Reporting: at the top Reports panel) for the changes to take effect. Your preferences display the next time you access the filing cabinet.

21. How do I open a ZIP file?

    Verify you have an application that opens a ZIP file (download an application if you do not), then extract the ZIP file contents.

22. Can I time out of the application?

    Yes. After 25 minutes of inactivity, you are prompted to perform a task in Paychex Flex.

    After 30 minutes of inactivity, you are automatically logged off .

23. How do I select an individual check stub to print or send electronically?

    Select Check Stub from the All Reports list. Select the individual employee, then click VIEW or DOWNLOAD.  

    From the Favorite Reports Results or Package Report Results screen, click the arrow next to Check Stub, then select the individual employee to view or download.

24. Where is help information for Report Writer located?

    Help for Build Report is accessible in the Build Report application. Help and training for Report Writer is available by clicking in the Build Report at the bottom of the Reports panel.

    You can then select a help topic or Learn More from the Help and Learning drop-down menu at the top of the Report Writer screen.