This article is intended for ExakTime and Payroll customers only. If you are using Manage (Core HR), your experience will differ. We will provide additional resources for this configuration in the future.
ExakTime Updates for Payroll
The sections below outline the changes in ExakTime for Arcoro Payroll users, including required field mapping and configuration steps.
Employee Profile
Sync to Payroll
ExakTime employee profile pages have a Sync to Payroll toggle. Enabling this toggle marks the employee as eligible for payroll synchronization, meaning they will be included when employee data is synced through the integration module.
When the toggle is turned on, additional required demographic fields become visible and must be completed. These fields are necessary for creating and maintaining the employee’s profile in the payroll module. If the toggle is not enabled, these payroll-specific fields will remain hidden and are not required.
The Sync to Payroll status is also displayed as a column on the main Employees list page. This allows you to easily sort and group employees based on whether they are set up for payroll synchronization.
When the Sync to Payroll toggle is enabled, the following fields become visible and required. All required fields must be completed in order to save the employee profile.
These fields can be imported using the ExakTime CSV import tool
- Employee ID: This must be unique for each employee.
- Hire Date
- Termination Date: This is an optional field used to indicate when an employee was terminated. Setting a termination date does not change the employee’s status in ExakTime (for example, it will not mark the employee as inactive).
- A termination date should not be entered until the employee’s final paycheck has been processed.
- Employee Type: This determines how the employee is paid. Options include Hourly, Salary, and Subcontractor. Hourly and Salary employees are treated as W-2 employees, while Subcontractors are treated as 1099 workers.
Important! If an employee is switching between W-2 and 1099 status, a new employee record will be required.
- Annual Salary: If Salary employee type is selected, the annual salary field will appear.
- Date of Birth
- Address: Employee Address is a required field. Only valid U.S. addresses are accepted and must pass address validation before the profile can be saved.
- Work Location: Serves as the employee’s default work location. It is used in payroll to determine the employee’s default work location for state tax purposes.
Employee Profile Field Mapping Guide
| ExakTime Field Name | Payroll Field Name |
|---|---|
| First | First Name |
| Middle | Middle Name |
| Last | Last Name |
| ID | Employee ID |
| Hire Date | Hire Date |
| Termination Date | Termination Date |
| Employee Type | Employee Type |
| Annual Salary | Annual Salary |
| Email Address | |
| Date of Birth | Date of Birth |
| Address | Home Address |
| City | Home Address |
| State | Home Address |
| Zip | Home Address |
| Work Location | Primary Location |
| Pay Schedule | Default Pay Schedule |
| Active | Is Active |
Time Data
When payroll is being processed, the following time data will be synced to the payroll batch using the Integrations component.
Time Data
- Hours
- Timecard and timesheet entries
- Date of Hours Worked
- Cost Code
- Location
- Job (if prevailing wage is enabled)
- Labor Class (if prevailing wage is enabled)
The system will apply the configured rate code mappings to ensure employees are paid at the correct rate.
Additional Data
- Time-off balances to be displayed on pay stubs
- Expenses for the pay period being processed
ExakTime Configurations
Below are the ExakTime configuration items needed for Arcoro Payroll.
Locations
Locations require a valid address. It must pass address validation before the location can be saved.
Cost Codes
All active cost codes must have an ID and description entered.
Rate Code Policies
Rate Code Groups
Rate Code Groups in ExakTime let you map hours to specific rate codes to be paid in Arcoro Payroll. You can also map individual locations or cost codes to specific rate codes.
Learn more about rate code policies here.
Pay Schedule Assignments
Employees must be assigned a pay schedule in ExakTime to ensure they are included in the appropriate payroll run within Payroll. Pay schedules are not automatically assigned to employees. To ensure proper payroll processing, the following steps must be completed to assign an employee’s pay schedule in ExakTime.
Learn more about pay schedules in ExakTime here.
Prevailing Wage
If you use certified payroll jobs, you’ll also need to configure your Jobs and Labor Classes in ExakTime to use the prevailing wage automation feature. Learn more here.
Learn more about prevailing wage automations for payroll here.