The Core HR and Payroll integration is designed to streamline data synchronization, improve accuracy, and simplify payroll processing with a tighter integration between the two modules with Arcoro Hub.

The integration synchronizes employee and company data from Core HR into the Payroll platform. It works by:

1. Reading relevant employee and company records in Core HR
2. Comparing those records to Payroll data
3. Applying updates in Payroll when differences are detected

Requirements

The integration between Core HR and Arcoro Payroll requires the following to be configured and in-use:

• Core HR
• Arcoro Payroll
• Arcoro Hub
• Integrations

System/UI Changes Following Set Up

When setting up Core HR and Arcoro Payroll, there are some key changes to the respective systems to facilitate the integration.

Pay Schedules & Rate Codes

After the modules are integrated, Pay Schedules and Rate Codes will be managed in Arcoro Payroll.

• The "Pay Schedules" menu option will be removed from Core HR to mitigate conflicting configurations.
  • Payroll’s frequency (weekly/bi-weekly, semi-monthly, monthly) is setting the default number of deductions within Core HR. 
  • Pay Schedule Dates from Payroll will NOT sync into Core HR. Pay Schedule Dates in Core HR must be added manually prior to the first payroll run.  
• The "Rate Codes" menu option will be removed from Core HR to mitigate conflicting configurations.
  • Payroll has two “Types” of Rate Codes, Hourly and Non-hourly. 

SSN Access

Access to the SSN field will depend on both role-based permissions in Payroll and which modules the user can access.

• The SSN field is only exposed in Core HR (not in ExakTime): 
  • Users with Core HR access (with or without ExakTime) can view, but cannot edit the SSN in Payroll. They must edit in Core HR and execute a sync to update Payroll.
  • Users with ExakTime can only view or edit the SSN in Payroll.

What Syncs from Payroll to Core HR

Pay Schedule and Rate Code names are automatically synced from Payroll to Core HR through the Hub integration. This integration runs automatically — no manual sync is required. Syncs occur in near real time whenever a new Rate Code or Pay Schedule is added in Payroll. 

• HUB will obtain these properties to populate for use in Core HR:
  • Pay schedule
  • Rate Codes
• Once Payroll and Core HR are integrated, these entities can only be created or modified in Payroll; Core HR has these removed from view in the Settings Area.
• NOTE: Pay groups are NOT synced from Payroll to HUB and should match Payroll’s Pay group name.
• Core HR Pay Group names must match the Pay Schedule names. Employees must have an assigned Pay Group that matches a Pay Schedule in Core HR for the employee's demographic record to sync.
  • If an employee does not have an assigned pay group assignment in Core HR that matches a Pay Schedule. A Sync error will occur.
    • Employee Pay Group is required by Payroll. The record will not be synced. Correct the data in the source system and execute the sync again. 

What Syncs from Core HR to Payroll

Employee Demographics sync behavior

Available for employees to sync: When reading from Core, employees termed before the cutoff date is excluded. The cutoff date is 12/1 of the previous year.

When an employee has a Termination date. The following fields will still update when an employee is within the cutoff period:

If the employee is terminated, then we do not write compensations, benefits, fringes, or direct deposits.

Payroll: Company Details → Benefits Explained

Company-level benefits will need to be configured in Payroll for Employee Benefit elections to Sync and Match. See the full list in the Check HQ API reference.

When configuring a benefit in Payroll, complete the following fields/columns:

• Type
  • Select from the dropdown.
    • If it isn’t listed, it isn’t supported as a pretax benefit in Check and must be set up as a post-tax deduction.
      • See post-tax deduction section below
• Code / Name
  • Maps to the Core HR ALT1 /ALT2.
    • Note: This Code must match the ALT1 / ALT2 values in Core HR
  • Displays on the employee’s paystub.
• Company Contribution (dollar amount or percentage)
  • Optional (can be left blank).
  • If blank and Core HR passes no amount → remains blank.
  • If you enter a default and Core HR passes no amount → Check uses your default.
  • If Core HR passes an amount → that value always overrides.
• Employee Contribution
  • Same rules as Company Contribution above.
• Start Date
  • Date the benefit becomes effective (usually a Plan Start Date from benefits contract).
• End Date
  • Date the benefit expires.
  • Tip: Usually leave blank to allow Core HR’s annual rollover. Only set this when the benefit is permanently discontinued.
    • Example: Core HR code “MED” represents Blue Cross Blue Shield for the 2024 plan year. In 2025 client switches to Aetna but kept the code “MED” – Payroll will pick up and apply the new EE/ER amounts when Core HR updates take effect.

Payroll: Employee Profile – Benefits & Deductions

• Setup Recommendation: You can configure elections manually, but using the Core HR → Payroll integration to import employee elections for pre-tax benefits is preferred.
• Sync Rules:
  • Unmatched Codes: Any benefit or post-tax deduction code not found in both Core HR and Payroll is left unchanged.
  • Matched Codes: If a code exists in both systems but the contribution amounts differ, the sync will automatically update the Payroll record to match Core HR.

• Employee Benefits Screen: Mirrors the Company Benefits layout - Type is inherited from the company level, and all other fields apply per individual employee.
• Setup Recommendation: You can configure elections manually, but using the Core HR → Payroll integration to import employee elections is preferred.
• Sync Rules:
  • Unmatched Codes: Any benefit or post tax deduction code not found in both Core HR and Payroll is left unchanged.
  • Matched Codes: If a code exists in both systems but the contribution amounts differ, the sync will automatically update the Payroll record to match Core HR.

Post Tax Deductions

In Payroll, benefits are generally treated as pre-tax elections. Post-tax deductions – such as garnishments, certain benefits – are not managed at the company level and are handled separately*

Post Tax Deductions must be entered in the Payroll module from the Employee's profile in the Benefits tab.

The following fields will be available for employee benefits:

• Deduction Name
• Total Amount
• Amount/Percent
• Annual Limit
• Start Date
• End Date

Employee Compensation

Users will create Rate Codes in Payroll. These Earning Codes will sync with Core HR Rate Codes to be used in Employee Compensation records.

Core HR Screen: Employee > Payroll > Compensation> Pay Rates.

For Each Rate Code an employee may be paid. A corresponding Compensation record will be required. Examples such as Regular time, Overtime, PTO, Sick time, etc.

For example, if an employee works and is paid for Regular hours, overtime, and Overtime2 hours. A compensation record for each Rate Code associated with those hour types is required in Core HR to Sync to payroll

Core HR

Payroll

Employee Direct Deposit Accounts

Employee Direct Deposit data from Core HR will sync into Payroll Employee Profile Banking:

When an employee's active direct deposit record is synced to Payroll, the employee's preferred payment method will be set to “Direct Deposit”.

If the employee record in Core HR does not contain an active direct deposit record, the employee's preferred payment method will be set to “Paper Check”

The following fields/columns will be available:

• Account Type
• Bank Name
• Routing Number
• Account Number
• Deposit Type
  • Percent
  • Flat Amount
  • Full Amount
• Amount: If Percent or Flat amount
• Start Date
• Priority Split

Core HR

Employee Profile > Banking > Direct Deposit Record

Payroll

Employee Federal Tax Fields

Federal Tax records added via Core HR will sync to Employee Profile Tax records.

The following fields/columns will be available:

• Year
• Start Date
• Filing Status
• Exempt Checkbox
• Two Jobs checkbox
• Employee is Non-Resident Alien checkbox
• Dependents
• Other Income
• Deductions
• Extra Withholdings

When an employee’s Federal Tax W4 form is synced from Core HR to Payroll. The Payroll results will be:

• Employee Documents Tab:
  • W4 set to completed with form signature available to view and download
• Employee Tax Tab:
  • Federal Tax status is set to complete by sync process. No manual save is required.

Core HR

Payroll

State Tax Information Sync Limitation

State tax information from Core HR does not sync to Arcoro Payroll, as Core HR does not currently include all the state tax fields required for payroll processing. As a result, state tax information must be entered into and maintained directly within the Arcoro Payroll to ensure proper tax calculations and reporting.

If you need state tax data to also exist within Core HR for internal or reporting purposes, state tax details must be manually entered into both Core HR and Payroll.

Date Mapping

Sync Direction

The Direction column in each table uses the following conventions: 

Syncs between Arcoro Payroll & Core HR will be handled by  Arcoro’s integrations module and not the HUB. 

Protecting sensitive data. Social Security Numbers, dates of birth, home addresses, bank account numbers, and Employer Identification Numbers are transmitted securely. These values are masked or excluded from audit logs to safeguard your employees' personally identifiable information. 

Employee Demographic Data

Identity, employment, contact, address, and organizational information used to recognize each employee across both systems and drive eligibility for payroll runs and downstream tax treatment. 

Organizational assignment fields are resolved by matching name or identifier between the two systems. If no match is found, the field is left blank in the destination.

Compensation/Pay Rates

Each employee can carry multiple pay rates corresponding to different earning types (for example: Regular, Overtime, Holiday). Rates are managed individually per earning code so that pay calculations match the exact work performed. 

Rates no longer present in the source are deactivated (not deleted) in Payroll during an update sync. This preserves historical pay data for reporting and audit.

Direct Deposit/Banking

Banking information is synchronized when the Direct Deposits scope is enabled. Multiple bank accounts are supported; deposit splits are matched by priority order so funds land in the right place every pay period. 

Federal Tax Withholding (W-4)

Federal W-4 settings are synchronized when the Federal Taxes scope is enabled. Only the 2020 and later W-4 form version is supported. 

Benefits and Deductions

Benefit enrollments are synchronized when the Deduction Benefits or Fringe Benefits scopes are enabled. Each benefit is matched to a corresponding plan in Payroll so deductions calculate correctly on every paycheck.