The Core HR and ExakTime integration allows information between Core HR and ExakTime to flow between each other to utilize the data in the respective Arcoro modules. Core HR is utilized as the "source of truth" for Arcoro modules for HR use (benefits, payroll, etc.) and ExakTime allows you to track your employee's work hours.

If you are already using Core HR and ExakTime, but the two modules have not been integrated, and would like this functionality, please contact us for assistance.

If you are interested in either module, please speak with your account manager.

Table of Contents

• Core HR to ExakTime Import
• ExakTime to Core HR Import
  • Export Time Data from Time Card Summary for PTO Accrual

Core HR to ExakTime Import

When the integration is initially enabled, a full data sync will occur to scan all employee, cost center 1, and cost center 2 data in Core HR to populate in ExakTime.

Any new profiles or updates to profiles made in Core HR will sync to ExakTime immediately. 

Cost Center 1 and 2 Import Changes

Cost Center 1 / Exaktime Cost Code and Cost Center 2 / Exaktime Location will now sync immediately. The integration will still match on ID and Name.

Actions in Core HR That Trigger a Sync

• Admin updates Personal tab in Employee Demographics
• Admin updates Employee tab in Employee Demographics
• Admin updates Cost Center 1 or Cost Center 2 in Setup/Setup Properties
• A data import is run of type "Employee", "Account Info", "User Accounts", "Cost Center - Flat", or "Cost Center with Status - Flat".
• M3 (Millennium) updates Employees
• Employees are created via Onboarding to Core
• Admin uses Create Accounts functionality in Setup/Setup Properties/Employee Management/Manage Accounts

Core HR Fields Which are Updated In ExakTime

Employee

Core HR users with a username, that was assigned manually or automatically with the "Add Username" utility, will be synced to ExakTime and will use and match with an employee's hidden internal ID. This will allow Employee ID and Name changes made in employee profiles in Core HR to sync and update the matching employee profile(s) in ExakTime.

Required Fields for an Employee Profile

When creating an Employee in Core HR to flow in ExakTime, the required fields to complete are the typical fields that Core HR would require to save the profile and have a username (if an employee).

Special Considerations

• ExakTime & Core HR Statuses
  • ExakTime Status of Active = Core HR Status of full-time, leave of absence, part-time, or undefined
  • ExakTime Status of Inactive = Core HR Status of Retired or Terminated
• Employee Hire Date
  • If an employee has been entered into Core HR with a hire date more than 1 year in the future of the current calendar date, they will not be synced into ExakTime.
  • If an employee has been entered into Core HR with a hire date less than 1 year in the future of the current calendar date, they will be synced into ExakTime if all other requirements have been met. 
• "Lock Employee" Utility
  • When employees are locked in Core HR, there will be no change to the employee's ExakTime status. 
• "Disable All Employees" Utility
  • No status change in ExakTime
• Bulk Add Usernames
  • If the employee is in status Full Time, Leave of Absence, Part Time, or undefined and made a user in Core HR, the Employee will be created in ExakTime.

Location / Cost Center 2

When a new cost center profile is created in Core HR, the following fields in the table below will be populated in ExakTime when creating the location. 

If you are editing an existing cost center profile, only the "Status" field will update. Changes to a Cost Center Profile ID or Name in Core HR will not update the location in ExakTime and will instead create a new location.

Cost Code/Cost Center 1

When a new cost center profile is created in Core HR, the following fields in the table below will be populated in ExakTime when creating the cost code. 

If you are editing an existing cost center profile, only the "Status" field will update. Changes to a Cost Center Profile ID or Name in Core HR will not update the cost code in ExakTime and will instead create a new cost code.

Pay Type Mapping

For Time Records from ExakTime to insert into CoreHR the following setup is required.

• Verify Cost Centers are set to Flat
• Cost Center 1 is set up as Cost Code
• Cost Center 2 is set up as Location

If you are currently using Core HR with "Hierarchal" cost centers, you must contact us for assistance to revert it back to a "Flag" cost center.

Project Codes are set up for Regular, OT1, and OT2

No additional policies are configured.

ExakTime to Core HR Import

Locations and Cost Codes

Locations and Cost Codes created in ExakTime will sync to your Core HR Cost Centers with a 2-hour sync interval.

If creating a cost code in ExakTime, the cost center/cost code name must be unique to avoid issues as only the last field with the same name is added or updated and potentially creating duplicates.

Export Time Data from ExakTime for Core HR PTO Accrual

Requirements in Core HR

Before you can begin exporting time data from ExakTime into Core HR for PTO accruals, you must enable "Time and Labor Management" for Core HR and set up the required settings/features as documented in our dedicated article here if you have not set it up yet.

After setting up your employees to be able to track their time via timesheets, you can now set up the time off tracking rules so they can accrue their time off balance based on their hours worked.

Exporting Time Data

To export time data from ExakTime into Core HR, the time data must have not been marked as exported prior. 

1. Navigate to Time Card Summary from Time Cards of the top menu bar.

   

2. Confirm the selection of the correct pay period in the top right-hand corner of the Time Card Summary. This will always be a previous pay period.

   

3. Click Export Time to export the time data to the employee's time sheets in Core HR directly.
   • This will not generate a separate file for you to import; instead, it will export the time data directly into the timesheets of Core HR for PTO accruals.
   • It can take up to 30 minutes for the time to process and appear in Core HR.

4.