How do I Integrate with Employment Hero Payroll via the HR platform

When you integrate your HR platform with your payroll platform, the HR platform becomes your source of truth for all information such as company settings, payroll settings, and employee file data. When you connect the two platforms, the HR platform will import your organisation details, payroll settings, and employee files from your payroll platform automatically.

After this initial connection, the data will only flow automatically from the HR platform to your payroll platform, as this data connection is not bidirectional. Meaning the HR platform becomes your source of truth, where you and your employees update details as they change and once saved, those changes would automatically reflect in your payroll platform.

Warning

To see a complete breakdown of what fields and data points sync between the HR and Payroll platforms, refer to the following article. To make sure no interruption with the connection when you offboard the original Admin, you need to add another Admin with full access to both the HR platform and payroll platform who will need to disconnect and reconnect the two platforms. Following this proactive step helps maintain a seamless connection and makes sure your data remains intact.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Connect to Employment Hero payroll
  1. Click the   Settings menu.
  2. Under General Settings, click the Add-ons submenu. 
  3. Click the Connect button for Employment Hero Payroll.
    screenshot of the add-ons page, highlighting the connect button for employment hero payroll
  4. Read the contents of the Connecting to Payroll screen.
  5. Click the Start button.
    screenshot of the connecting to payroll screen, highlighting the start button
  6. Read the contents of the Current Employees screen.
  7. Click the Next button.
    screenshot of the current employees screen, highlighting the next button
  8. Read the contents of the Terminated Employees screen.
  9. Click the Next button.
    screenshot of the terminated employees screen, highlighting the next button
  10. Read the contents of the Match Emails screen.
  11. Click Yes or No to the question Do you have your own employee file within payroll (are you paid from this payroll file?)

    Helpful Hint

    If you answered Yes, you need to confirm the email address used in your employee file in payroll.

    If you need to switch to another email for the payroll platform, follow these steps:

    • Click No to the question Is this the email address used in your own employee file in payroll.
    • Type your email address in the text field that will appear.
    • Click the Update button.

    You will receive an email with instructions on how to verify your new email address.

  12. Click the Connect now button.
    screenshot of the match emails screen, highlighting the connect now button

    Helpful Hint

    After clicking the Connect now button, you will be redirected to the Employment Hero Payroll platform.

  13. Enter your username and password.
  14. Click the Log In button.
    screenshot of the payroll platform log in page, highlighting the log in button
  15. Choose how you want to receive your two-factor authentication code.
  16. Click the Send Code button.
    screenshot of the screen where you can choose how to get your verification code, highlighting the send code button
  17. Enter your two-factor authentication code.
  18. Click the Verify button.
    screenshot of the screen where to input your verification code, highlighting the verify button

    Important

    If you have multiple payroll accounts, choose which one to connect to the HR platform. Then, click the Select button.

    Once the HR platform has imported the data from your payroll platform, you will see a status screen which will display any integration errors. If there are integration errors, you can click the View Conflicts button to learn about the import conflicts.

Daily activities

Manually import employee files
  1. Click the   Settings menu.
  2. Under General Settings, click the Add-ons submenu.
  3. Click the Action   button.
  4. Click the   Update button.
    screenshot of the add ons screen, highlighting the action and update buttons for employment hero payroll
  5. In the Employees section, click the   Update From Payroll button.
    screenshot of the update data screen, highlighting the update from payroll button for the employees section

    Helpful Hint

    The Update From Payroll button for the Employees section will turn into a green Updated button. This means the HR platform has successfully imported your employee files from your payroll platform.

Manually import organisation details

Warning

Employing Entities are case and typography sensitive, i.e., when importing your Employing Entities from the payroll platform, make sure both the HR and payroll platform use the same type of case and that there is no .com or .au in the name.

  1. Click the   Settings menu.
  2. Under General Settings, click the Add-ons submenu.
  3. Click the Action   button.
  4. Click the   Update button.
    screenshot of the add ons screen, highlighting the action and update buttons for employment hero payroll
  5. In the Organisation Details section, click the   Update From Payroll button.
    screenshot of the update data screen, highlighting the update from payroll button for the oragnisation details section

    Helpful Hint

    The Update From Payroll button for the Organisation Details section will turn into a green Updated button. This means the HR platform has successfully imported your organisation details from your payroll platform.

Manually import pay items
  1. Click the   Settings menu.
  2. Under General Settings, click the Add-ons submenu.
  3. Click the Action   button.
  4. Click the   Update button.
    screenshot of the add ons screen, highlighting the action and update buttons for employment hero payroll
  5. In the Pay Items section, click the   Update From Payroll button.
    screenshot of the update data screen, highlighting the update from payroll button for the pay items section

    Helpful Hint

    The Update From Payroll button for the Pay Items section will turn into a green Updated button. This means the HR platform has successfully imported your pay items from your payroll platform.

Manually import payslips
  1. Click the   Settings menu.
  2. Under General Settings, click the Add-ons submenu.
  3. Click the Action   button.
  4. Click the   Update button.
    screenshot of the add ons screen, highlighting the action and update buttons for employment hero payroll
  5. In the Payslips section, click the   Update From Payroll button.
    screenshot of the update data screen, highlighting the update from payroll button for the payslips ssection
  6. Select the required payslip from the drop-down menu.
  7. Click the Import button.
    screenshot of the import pay slips pop up, highlighting the pay run you need and the import button

    Helpful Hint

    The Update From Payroll button for the Payslips section will turn into a green Updated button. This means the HR platform has successfully imported the payslips you selected from your payroll platform.

Re-authenticate your payroll integration

Important

You can re-authenticate your payroll integration if the connection between your HR and payroll platforms is lost. For example, this might be the case if the person who previously did the authentication has left your organisation.

  1. Click the   Settings menu.
  2. Under General Settings, click the Add-ons submenu.
  3. Click the Action   button.
  4. Click the   Update button.
    screenshot of the add ons screen, highlighting the action and update buttons for employment hero payroll
  5. In the Re-authenticate section, click the  Re-authenticate button.
    screenshot of the update data screen, highlighting the re-authenticate button

Removing data

Disconnect from payroll

Warning

After disconnecting from the payroll platform, the HR platform will no longer synchronise your employee data between the two platforms. However, all existing employee data will remain within the HR platform.

  1. Click the   Settings menu.
  2. Under General Settings, click the Add-Ons submenu. 
  3. Click the Action   button.
  4. Click the   Disconnect button.
    screenshot of the add ons screen, highlighting the action and disconnect buttons for employment hero payroll
  5. Click the Disconnect Application button.
    screenshot of the disconnect application confirmation pop up, highlighting the disconnect application button

Further information

How do I import pay slips automatically

The HR platform will check once a day for eligible pay slips and requires three conditions to import pay slips automatically from your payroll platform, they are:

  • A finalised pay run.
  • A published pay slip.
  • The paid date is within four days of the current date, i.e., three days prior and/or three days after the current date.

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