Integrating with Employment Hero Payroll - HR Web Platform

Overview

Integrating your HR platform with your payroll platform makes the HR platform your source of truth for 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 your 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.

Availability

HR Plan:   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

The below steps will walk you through how to connect to your Employment Hero Payroll platform.

Connect to payroll
  1. Click the  General Settings menu.
  2. Click the Add-Ons submenu. 
  3. Click the  Connect button.IntegrateSG1.jpg
  4. Read the first page of the connecting to Employment Hero Payroll payroll wizard.
  5. Once you have read and actioned the first page, click the Start button.
    Xero_19.jpg
  6. Read the second page of the connecting to Employment Hero Payroll payroll wizard.
  7. Once you have read and actioned the second page, click the Next button.
    Xero_20.jpg
  8. Read the third page of the connecting to Employment Hero Payroll payroll wizard.
  9. Once you have read and actioned the third page, click the Next button.
    Xero_21.jpg
  10. Read the last page of the connecting to Employment Hero Payroll payroll wizard.
  11. Once you have read and actioned the last page, click the Connect Now button.

    Helpful Hint

    Once you click the Connect button, Employment Hero will redirect you to your Employment Hero Payroll platform. If you need to change the email listed on the page, select the No option for the Is this Email Address Used in Your Own Employee File in Payroll question, followed by the Update button.

    A pop-up will now show where you can enter your new email address; once this is done click the Save button. You will now receive an email with instruction on how to verify your new email address and start using this on your HR Platform.

    Xero_22.jpg
  12. Enter your username and password and click the Log In button.
    payroll_16.jpg
  13. Select how you want to receive your two-factor authentication code.
  14. Click the Send Code button.
    Payroll_17.jpg
  15. Enter your two-factor authentication code and click the Verify button.
    Payroll_18.jpg
  16. If you have multiple payroll accounts, you will need to select which one to connect the HR platform to and then click the Select button.
    Payroll_2.jpg

    Important

    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 see detailed information on the import conflicts.

    Payroll_3.jpg

Maintain

These steps are important as new processes are added and changed over time, which affects how the payroll and HR platforms sync and it needs to be done correctly.

Manually import employee files
  1. Click the  General Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions  button.
  4. Click the  Update button.Payroll_4.jpg
  5. In the Employees section, click the  Update from Payroll button.
    Payroll_5.jpg

    Helpful Hint

    The Employees section will now show a green Updated button and means your HR platform has successfully imported your employees from the payroll platform.

    Payroll_6.jpg
Manually import organisational 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 sentance case and that there is no .com or. my in the name.

  1. Click the  General Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions  button.
  4. Click the  Update button.Payroll_4.jpg
  5. In the Organisation Details section, click the  Update from Payroll button.
    Payroll_7.jpg

    Helpful Hint

    The Organisation Details section will now show a green Updated button and means the HR platform has successfully imported your organisation details from your payroll platform.

    Payroll_8.jpg
Manually import pay items
  1. Click the  General Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions  button.
  4. Click the  Update button.Payroll_4.jpg
  5. In the Pay Items section, click the  Update from Payroll button. 
    Payroll_9.jpg

    Helpful Hint

    The Pay Items section will now show a green Updated button and means your HR platform has successfully imported your pay items from the payroll platform.

    Payroll_10.jpg
Manually import pay slips
  1. Click the  General Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions  button.
  4. Click the  Update button.Payroll_4.jpg
  5. In the pay slips section, click the  Update from Payroll button.
    Payroll_11.jpg
  6. Select the required pay slip and click the Import button.
    Payroll_12.jpg

    Helpful Hint

    The Payslips section will now show a green Updated button and means your HR platform has successfully imported your selected payroll platform pay slips.

    Payroll_13.jpg
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  General Settings menu.
  2. Click the Add-Ons submenu. 
  3. Click the Actions  button.
  4. Click the  Disconnect button.Payroll_14.jpg
  5. Click the Disconnect Application button. 
    Payroll_15.jpg

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.

Author recommended

So you have now set up your payroll and HR platform integration and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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