Available for the following User Access levels: Admin, Owner
When you send a new employee from HR to your connected payroll, Employment Hero checks payroll for an existing record that looks like the same person. If it finds a possible match, it holds the employee for review and does not create or change a payroll record. This means you choose whether to link the employee to that record or create a new payroll profile.
Select a topic below to go straight to it:
- Understand when Employment Hero holds a new employee for review
- Check whether you can review payroll matches
- Find the employees who need a payroll match review
- Compare the details before you choose
- Choose whether to link an existing record or create a new profile
- Know which employees skip the match review
Understand when Employment Hero holds a new employee for review
The match check applies to legacy HR and payroll connected organisations in all regions. It also applies to Managed Payroll organisations, also known as AutoPay or Intelligent Payroll.
When you send a new employee to payroll, one of two things happens, unless the employee falls under one of the exceptions described further down:
- If Employment Hero finds no match, it creates the employee in payroll automatically.
- If Employment Hero finds a possible match, it holds the employee for review and does not create or change a payroll record.
Employees added through CSV imports or self-onboarding, and employees created through the API, follow the same rule. Employment Hero holds their possible matches for review too.
Check whether you can review payroll matches
Admins and Owners have full access to review matches. Other users need custom security settings that meet the requirements below. The match details you can see depend on your role and permissions.
- Users with custom security settings can review matches when they have full access to all four of these details for all employees: personal details, employment details, pay details, and tax declaration details.
- You can also give these users access to banking and superannuation details on top of the four required details.
- Users with only pay and tax details, or only personal and employment details, cannot review matches. All four are required.
- Users with all four permissions limited to their direct reports cannot review matches, even for those direct reports.
- Managers without custom security settings and regular employees cannot review matches.
If you cannot review a match, you will see the review action disabled and no details of the possible match. Contact your HR admin or payroll admin to get the match sorted out.
Find the employees who need a payroll match review
- Open the profile of the employee who is held for review.
- Look for the banner that reads A payroll match needs review.
- Click Review match.
- Open the Issues summary hub.
- Click the Employee Files tab.
- Find the employee with the status Possible match found.
- Click Review match.
The Issues summary hub also shows a section for employees who need a payroll match review. From that section, you can view the employee's details to open their profile, or review the match directly.
Compare the details before you choose
Check each possible match against these details before you decide:
- Check whether each possible match has a government ID recorded.
- Compare the start dates.
- Compare the email addresses.
- Compare the employing entities.
- Compare the employment statuses.
- Compare the EH Payroll employee IDs.
Helpful Hint
If an employee has more than one possible match, Employment Hero does not preselect any of them. Choose the record that belongs to this employee.
Choose whether to link an existing record or create a new profile
After you click Review match, you have two options. You can link the employee to an existing payroll record, or you can create a new payroll profile.
Important
You cannot select a payroll record that is already linked to another HR employee.
- Select the existing payroll record that belongs to this employee.
- Click Link to existing record.
- Click Create new payroll profile.
- Review the brief overview of your decision that appears on screen.
After Employment Hero sends the employee to payroll, the new profile appears in your payroll employee list alongside the existing record.
Know which employees skip the match review
Some situations follow different rules:
- Reactivated employees in the United Kingdom always get a new payroll profile because of HMRC requirements. They do not go through the match review.
- Reactivated employees in Australia and New Zealand go through the normal match check.
- eOS organisations do not have a review step. New employees always get a new payroll profile.