To ensure that the data exchanged between Arcoro Core HR and Payroll, in both directions, along with the reference and transactional data the Payroll connector, we have created a reference for your data mapping. The integration keeps employee records, organizational reference data, and payroll-related information consistent across both platforms, so your teams enter information once and trust it everywhere.
Use this reference to understand which system owns each field, how data flows during a sync, what formatting and validation rules apply, and which records will not sync until a data problem is corrected. Fields are grouped by the records they describe and are presented as they appear in each application.
Syncs between Arcoro Core HR and Payroll are handled by the Arcoro integrations solution.
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. Full Social Security and bank account numbers are revealed only for the moment the sync needs them, and the Payroll interface continues to display only the last four digits.
Table of Contents
How Syncing Works
Sync Directions
| Direction | Meaning |
|---|---|
| Core HR to Payroll | The field originates in Core HR and is written into Payroll. |
| Payroll to Core HR | The field originates in Payroll and is written into Core HR. |
| Both | The field is exchanged in both directions. |
| Payroll only | The field exists in Payroll and has no Core HR counterpart. It participates in syncs between Payroll and other connected products. |
| Not synchronized | The field exists in one or both systems but is not exchanged. It is maintained directly in the system that owns it. |
How Records are Matched
Before writing anything, the sync looks for an existing record so that updates land on the right person instead of creating a duplicate. People are matched in the following order, and the first match wins.
| Order | Match on |
|---|---|
| 1 | The source system record identifier stored on the Payroll record |
| 2 | Arcoro User ID, when the source supplies one |
| 3 | Arcoro Person ID, when the source supplies one |
| 4 | Employee ID or Contractor ID, compared without regard to capitalization |
| 5 | No match found. A new record is created. |
A person cannot exist as both an employee and a contractor. If an Employee ID matches an existing Payroll contractor, the employee record is not written, and the reverse check applies to contractors.
Business Units & Multi Entity Companies
If your company is set up with Business Units, each Payroll connector is scoped to exactly one of them, or to the Organization. That selection determines which Payroll company records are written to and read from.
- An employee whose assigned Business Unit does not match the connector’s Business Unit is skipped. A connector scoped to a specific unit writes only that unit’s people, and a connector scoped to the Organization writes only people with no Business Unit assignment.
- Skipped records appear in sync results as no change rather than as an error, so you can see they were considered without being asked to correct anything.
- In Core HR, an employee’s Business Unit comes from their assigned employer. An employee assigned to more than one employer cannot be synced, because a person can hold only one Business Unit assignment.
- The Business Unit scope is turned on automatically and locked when the connector is scoped to a Business Unit, so the assignment is always available to the sync.
- Shared lists such as departments, labor classifications, and unions are owned by the Organization. Changes to them are recorded against the Organization and note which Business Unit the change came from.
Data Mapping
Employee Records
Employee records are the heart of the integration. The following sub sections detail the fields that travel between Core HR and Payroll for an active or terminated employee.
- Identity and Demographics
- Employment Dates and Status
- Contact Information
- Home Address
- Organizational Assignment
- Compensation and Pay Rates
- Direct Deposit and Banking
- Federal Tax Withholding (W-4)
- State Tax Withholding
- Benefits and Deductions
- Employee fields That Are Not Exchanged
Identity and Demographics
Information used to recognize each employee across both systems and to drive eligibility for payroll runs and downstream tax treatment.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| First Name | First Name | Both | Stored up to 100 characters in Core HR and 255 in Payroll. |
| Middle Name | Middle Name | Both | Cleared in the destination when it is removed at the source. Up to 30 characters in Core HR. |
| Last Name | Last Name | Both | Required in both systems. Up to 30 characters in Core HR. A record with a longer last name will not sync. |
| Date of Birth | Date of Birth | Both | Sensitive. |
| Social Security Number | Social Security Number | Both | Sensitive. Digits only. Displayed as the last four digits in the Payroll interface. |
| Employee ID | Employee ID | Both | Must be alphanumeric and no more than 20 characters. Used as a matching key. Either an Employee ID or a Social Security Number is required to write into Core HR. |
| Employee Type | Employee Type | Both | Hourly or Salary. |
| Overtime Exempt | Overtime Exempt | Both | Yes or No. |
| Name Suffix | Not synchronized | Maintained in Core HR. Payroll has no separate suffix field. |
Employment Dates and Status
Employees terminated before the start of the previous calendar year are not read from either system, so long departed records do not reappear in sync results.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Employment Status | Active or Inactive | Both | An employee with a termination date in the past is set inactive in Payroll. A new employee defaults to active when the source does not supply a status. |
| Hire Date | Hire or Start Date | Both | Required to write into Core HR. When a rehire date is present it determines the start date written to Payroll. |
| Original Hire Date | Payroll to Core HR | Set from the hire date when a record is written into Core HR. | |
| Termination Date | Termination Date | Both | Cleared in the destination when it is blank at the source. |
| W-2 Electronic Consent | Payroll only | Set to not consented when Payroll creates the employee, then maintained in Payroll. | |
| Payment Method Preference | Payroll only | Derived by Payroll from the employee’s direct deposit setup. Direct Deposit when a pay split exists, otherwise Manual. |
Contact Information
Home email, home phone, work phone and extension, work fax, and mobile phone are maintained in Core HR and are not exchanged with Payroll.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Work Email | Both | Up to 50 characters in Core HR and 254 in Payroll. An address longer than the Core HR limit will not sync into Core HR. |
Home Address
The employee’s primary home address is exchanged. Payroll holds a single home address per employee.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Address Line 1 | Address Line 1 | Both | Sensitive. Up to 50 characters in Core HR and 255 in Payroll. |
| Address Line 2 | Address Line 2 | Both | Cleared in the destination when it is blank at the source. |
| City | City | Both | Up to 30 characters in Core HR. |
| State | State | Both | Must be a valid United States state or territory code. Payroll validates the code against its supported list and warns when it is not recognized. |
| Zip Code | Zip Code | Both | Required to write into Payroll. Five to nine digits are accepted, and Payroll stores the first five. Up to 15 characters in Core HR. |
| Country | Payroll only | Defaults to United States and is maintained in Payroll. | |
| Work Address | Not synchronized | Core HR maintains a separate work address. Payroll does not hold one. |
Organizational Assignment
Organizational assignments are resolved by matching a name or identifier between the two systems. When no match is found the field is left blank in the destination and a warning is recorded, so the record still syncs.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Primary Work Location | Primary Work Location | Core HR to Payroll | Required on every sync into Payroll, for new and existing employees. Must match a location configured in Payroll. The location is also added to the employee’s assigned workplaces. |
| Pay Schedule | Pay Schedule | Both | Required to write into Payroll. Matched by name. Pay frequency is derived from the pay schedule in both systems rather than being sent as its own field. |
| Department | Department | Both | Matched by name. |
| Labor Classification | Labor Classification | Core HR to Payroll | Matched by name and code. Held in Payroll as a shared reference and not written back to Core HR. |
| Business Unit | Business Unit | Core HR to Payroll | Taken from the employee’s assigned employer in Core HR. Determines which Payroll company the record is written to. See Business Units and multi entity companies. |
| Union (UDFL12) | Union | Both | Matched by identifier. |
| Union Local (UDFL13) | Union Local | Both | Matched by identifier. |
| Union Class (UDFL14) | Union Class | Both | Matched by identifier. |
| Workers’ Compensation Code | Workers’ Compensation Code | Both | Matched by description. |
| Workers’ Compensation State | Payroll only | The state associated with the workers’ compensation assignment. Maintained in Payroll. | |
| Work State (UDFL8) | Not synchronized | Maintained in Core HR. Payroll derives work state from the employee’s primary work location. |
Compensation and Pay Rates
Each employee can carry multiple pay rates corresponding to different earning types, for example Regular, Overtime, and Holiday. Rates are managed individually per earning code so that pay calculations match the work performed.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Annual Salary | Annual Salary | Core HR to Payroll | Salary employees only. |
| Earning Code | Earning Code | Both | Must match an active earning code in Payroll. Inactive earning codes are ignored when reading from Payroll. |
| Pay Rate Amount | Rate Amount | Both | For an hourly rate this is the amount per hour. For a salary rate Payroll holds an amount per pay period, and the annual figure is divided by the pay period count when it is read back. |
| Compensation Type | Compensation Type | Both | Hourly, Salary, and similar. |
| Pay Start Date | Start Date | Both | The employee’s hire date is used as the compensation start date. |
| Annual Work Hours | Annual Work Hours | Payroll to Core HR | Calculated as weekly scheduled hours multiplied by 52. |
| Annual Pay Period Count | Pay Period Count | Payroll to Core HR | Derived from the pay schedule frequency. |
| Auto Pay | Active | Payroll to Core HR | Reflects whether the rate is active in Payroll. |
Rates Are Deactivated, Never Deleted
A rate that is no longer present at the source is deactivated in Payroll rather than removed. This preserves historical pay data for reporting and audit. If the Compensations scope is turned on and an employee has no compensation data, the record still syncs and a warning is recorded.
Direct Deposit and Banking
Banking information is exchanged when the Direct Deposits scope is enabled. Multiple bank accounts are supported, and deposit splits are matched by priority order so funds land in the right place every pay period.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Bank Name | Bank Institution Name | Both | |
| Account Type | Account Type | Both | Checking or Savings. |
| Account Number | Account Number | Both | Sensitive. Up to 17 characters in Payroll. Revealed only while the sync is processing. |
| Routing Number | Routing Number | Both | |
| Deposit Priority | Priority | Both | Determines the order of allocation across multiple accounts. |
| Deposit Percentage | Percentage | Both | Used for percentage based splits. A net or full amount split is represented as 100 percent when read from Payroll. |
| Deposit Fixed Amount | Fixed Amount | Both | Used for flat dollar splits. The remaining balance goes to the net account. |
| Effective Date | Core HR to Payroll | Required in Core HR. Payroll does not store an effective date, so the current date is used when the record is read back. | |
| Prenote Override | Payroll only | Maintained in Payroll. |
Six Accounts Per Person
A person is limited to six direct deposit accounts, matching the limit in Onboarding. Only active and unexpired deposits are considered. When more than six remain, the lowest priority accounts beyond the sixth are not written and a warning is recorded naming the limit. Deposits with no priority are treated as lowest. Two direct deposit records that share the same account number will stop the record from syncing into Core HR.
Federal Tax Withholding (W-4)
Federal W-4 settings are exchanged when the Federal Taxes scope is enabled. Only the 2020 and later W-4 form version is supported. An employee still on a pre 2020 W-4 has their federal tax record skipped, and the rest of the employee record syncs normally.
When an employee has more than one withholding record in Core HR, the most recent one by year and effective date is used and a message is recorded.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Filing Status | Filing Status | Both | Single, Married Filing Jointly, Head of Household, and similar. Required to write a federal tax record into Core HR. |
| Tax Exempt | Exempt | Both | When exempt, no federal income tax is withheld. |
| Multiple Jobs | Two Jobs | Both | Set when the employee, or their spouse, holds more than one job. |
| Dependent Tax Credit Amount | Dependents | Both | The dollar amount entered on the W-4. |
| Other Income Amount | Other Income | Both | Additional income not from this job. |
| Deductions Amount | Deductions | Both | Itemized deductions that reduce withholding. |
| Additional Withholding Per Period | Additional Withholding | Both | Extra dollar amount withheld each pay period. |
| Tax Form Year | Tax Form Year | Both | Payroll derives the year from the date the form was submitted. |
| Effective Date | Start Date | Both | The date the W-4 was submitted in Payroll. |
| Allowances | Not synchronized | A pre 2020 W-4 concept retained in Core HR. | |
| Override Amount, Override Percent | Not synchronized | Maintained in Core HR. |
State Tax Withholding
Payroll creates and maintains state tax forms and settings automatically. A new state tax form is generated when an employee is added and when an existing employee’s work location changes, because the work location determines state tax treatment.
Individual state tax field values are not exchanged between Core HR and Payroll. Keep an employee’s primary work location accurate, and Payroll will apply the correct state treatment.
Benefits and Deductions
Benefit enrollments are exchanged when the Deduction Benefits or Fringe Benefits scope is enabled. Each benefit is matched to a corresponding plan in Payroll so that deductions calculate correctly on every paycheck. Benefits flow from Core HR into Payroll. Payroll does not return benefit enrollments to Core HR.
Benefits are created, updated, or removed in Payroll to match what is enrolled in Core HR, so ending an enrollment in Core HR ends the corresponding deduction in Payroll.
| Core HR Field | Arcoro Payroll Field | Direction | Notes |
|---|---|---|---|
| Benefit Plan | Company Benefit Plan | Core HR to Payroll | Matched by plan name against the plans available in Payroll. |
| Carrier Code | Carrier Code | Core HR to Payroll | Stored as reference information on the benefit record. |
| Coverage Level | Coverage Level | Core HR to Payroll | Employee only, Employee and Spouse, Family, and similar. |
| Employee Deduction Amount | Employee Contribution Amount | Core HR to Payroll | Used when the deduction is a flat amount. |
| Employee Deduction Percent | Employee Contribution Percent | Core HR to Payroll | Used when the deduction is a percentage. |
| Employer Contribution Amount | Company Contribution Amount | Core HR to Payroll | Fringe benefits. Used when the contribution is a flat amount. |
| Employer Contribution Percent | Company Contribution Percent | Core HR to Payroll | Fringe benefits. Used when the contribution is a percentage. |
| HSA Contribution Limit | HSA Contribution Limit | Core HR to Payroll | Applies to health savings account plans. |
| Coverage End Date | Effective End | Core HR to Payroll | Cleared in Payroll when the end date is removed in Core HR. |
| Post Tax Deduction Amount | Post Tax Amount | Core HR to Payroll | Post tax deductions are written as miscellaneous post tax deduction records. |
| Post Tax Deduction Percent | Post Tax Percent | Core HR to Payroll | Used when the post tax deduction is a percentage. |
Employee fields that are not exchanged
The following fields are maintained in the system that owns them. They are listed here so you know where to make changes.
Maintained in Core HR
Gender, marital status, ethnicity, veteran status, disability status, tobacco user, preferred name, title, birth location, death date, home phone, home email, work phone and extension, work fax, mobile phone, work address, name suffix, facility, work state, skill level (UDFL15), certified class (UDFL7), I-9 status (UDFL6), job code, occupation, pay group, position, driver’s license details, emergency contacts, termination reason, benefit status, benefit eligibility date, retirement date, manager flag, rehire eligibility, and EEO class.
Maintained in Payroll
Workers’ compensation state, W-2 electronic consent, payment method preference, country, and prenote override.
Contractor Records
Payroll holds contractors as records that are separate from employees, with their own identity, tax, and assignment information. Contractor records are supplied by Arcoro Time (formerly ExakTime). Core HR does not currently provide contractor records, so the Direction column below describes the exchange between Payroll and the connected source product.
Contractor Identity and Demographics
| Field | Direction | Notes |
|---|---|---|
| Contractor Type | Both | Individual or business. |
| First Name | Both | Up to 255 characters. |
| Middle Name | Both | Cleared in Payroll when removed at the source. Up to 255 characters. |
| Last Name | Both | Required. A last name longer than 255 characters will stop the record from syncing. |
| Business Name | Both | Up to 255 characters. Used for contractors that are businesses. |
| Contractor ID | Both | Required. Used as a matching key. Cannot match an existing employee ID. |
| Date of Birth | Both | Sensitive. |
| Social Security Number | Both | Sensitive. Displayed as the last four digits in the Payroll interface. |
| Employer Identification Number | Both | Sensitive. Used for contractors that are businesses. |
| Start Date | Both | |
| Termination Date | Both | Cleared in Payroll when it is blank at the source. |
| Both | Up to 254 characters. | |
| Cost of Labor Per Hour | Both | Reference rate carried on the contractor record. |
| Pay Schedule | Both | |
| 1099-NEC Electronic Consent | Payroll to source | Whether the contractor has consented to electronic 1099-NEC delivery. |
Contractor Address
| Field | Direction | Notes |
|---|---|---|
| Address Line 1 | Both | Sensitive. Up to 255 characters. |
| Address Line 2 | Both | Cleared in Payroll when blank at the source. Up to 255 characters. |
| City | Both | Up to 255 characters. |
| State | Both | Must be a valid United States state or territory code. |
| Zip Code | Both | Stored as five digits in Payroll. |
| Country | Payroll to source | Maintained in Payroll. |
Contractor Organizational Assignment
| Field | Direction | Notes |
|---|---|---|
| Primary Work Location | Both | Required. Must match a location configured in Payroll. |
| Department | Both | Matched by name. |
| Labor Classification | Both | Matched by name and code. |
| Business Unit | Both | Matched by name. Determines which Payroll company the contractor is written to. |
Company Reference Data
Reference data is the set of shared lists that employee, contractor, and time records point at. Keeping these lists aligned is what allows a time card or an employee assignment to resolve correctly. Departments, unions, pay schedules, and rate codes exist in both Core HR and Payroll. Locations, labor classifications, cost codes, and pay periods are Payroll concepts without a direct Core HR equivalent.
Departments
A duplicate department code within the same sync will stop the duplicate from being written. Departments are shared organization level data, so changes are recorded against the Organization.
| Field | Direction | Notes |
|---|---|---|
| Code | Both | The department identifier. |
| Description | Both | The department name. |
| Active | Both |
Locations
A location is written to Payroll as a workplace, which employees and contractors are assigned to for tax purposes, and as a shared location record used for cross referencing.
| Field | Direction | Notes |
|---|---|---|
| Name | Both | Required. Up to 100 characters. Certain special characters are not accepted. |
| Active | Both | |
| Address Line 1 | Both | Required. |
| Address Line 2 | Both | |
| City | Both | Required. |
| State | Both | Required. |
| Zip Code | Both | Required. At least five characters. Stored as five digits in Payroll. |
| Country | Payroll only | |
| Job Type | Core HR to Payroll | Classifies the location for job costing. |
Location Address Cannot be Changed After Creation
Payroll fixes a workplace address at creation because it drives tax treatment. An attempt to change address line 1 or 2, city, state, or zip code on an existing location will not sync, and the record is reported so you can correct it. If you deactivate a location that is still the primary work location for an employee or contractor, the sync removes that location from their assigned workplaces and records a warning.
Labor Classifications
| Field | Direction | Notes |
|---|---|---|
| Name | Both | A duplicate name within the same sync will stop the duplicate from being written. |
| Identifier | Both | The classification code. |
| Active | Both |
Cost Codes
Cost codes are unique on identifier and name together, so two cost codes may share a display name as long as their identifiers differ.
| Field | Direction | Notes |
|---|---|---|
| Identifier | Both | Required. Up to 50 characters. Carries the external system code. |
| Name | Both | Required. Up to 50 characters. |
| Project ID | Both | When present, the identifier is stored as the project ID in brackets followed by the code, for example [PROJ001] Renovation. |
| Active | Both |
Rate Codes
A rate code corresponds to an earning code in Payroll, which defines the earning types available to employees, such as Regular, Overtime, PTO, and Sick.
Earning types that represent adjustments, tips, imputed income, weighted overtime, or piece rates are not read as rate codes, because they are not applicable to rate code syncing.
| Field | Direction | Notes |
|---|---|---|
| Code | Both | Required. Fixed once the earning code is created in Payroll. |
| Description | Both | Read from Payroll as the earning code name. |
| Rate Type | Both | Required, and must be one of the supported types. Fixed once created in Payroll. |
| Active | Both | The only value that can be changed on an existing earning code. |
Unions
Union locals and union classes are exchanged as part of the employee record. See the following section.
| Field | Direction | Notes |
|---|---|---|
| Display Value | Both | Required. A duplicate name will stop the duplicate from being written. |
| Description | Both | The union name. |
| Active | Both |
Pay Schedules
| Field | Direction | Notes |
|---|---|---|
| Name | Payroll to Core HR | A name filter can restrict a sync to a single pay schedule. |
| Description | Payroll to Core HR | Presented as the schedule name followed by its frequency. |
| Pay Periods Per Year | Payroll to Core HR | Derived from the pay frequency. See the table below. |
| Active | Payroll to Core HR | Always reported as active. Payroll does not mark pay schedules inactive. |
| Pay frequency | Pay periods per year |
|---|---|
| Weekly | 52 |
| Every two weeks | 26 |
| Twice a month | 24 |
| Monthly | 12 |
| Quarterly | 4 |
| Annually | 1 |
Pay Periods
Pay periods are produced from your pay schedules. For each schedule Payroll reports the next 13 pay days, and each pay day becomes one pay period.
| Field | Direction | Notes |
|---|---|---|
| Label | Payroll to Core HR | The pay schedule name. |
| Schedule | Payroll to Core HR | The pay frequency. |
| Start Date | Payroll to Core HR | The start of the pay period. |
| End Date | Payroll to Core HR | The end of the pay period. |
| Pay Day | Payroll to Core HR | The date employees are paid. |
| Approval Deadline | Payroll to Core HR | The date the payroll must be approved by. |
| Impacted By Weekend Or Holiday | Payroll to Core HR | Indicates the pay day was shifted for a weekend or holiday. |
Transactional Data
Transactional data is the per pay period activity that feeds a payroll run. It is written into a draft payroll in Payroll and is read back from payrolls that have been paid.
Time Cards
Time records are written as earnings on an employee’s payroll line item inside a draft payroll. Each time entry becomes one earning. Records outside the pay period being synced are filtered out and reported for information.
When reading time back out of Payroll, only payrolls in a paid status are read, and a pay schedule and pay date must be supplied.
| Field | Direction | Notes |
|---|---|---|
| Work Date | Both | The date the time was worked. |
| Location | Both | Must be a workplace the employee is assigned to. The sync assigns a missing but valid location automatically. |
| Rate Code | Both | Matched to an earning code in Payroll. |
| Hours | Both | Decimal hours. |
| Type | Both | For example time card or time off. |
| Cost Code | Both | Matched by identifier and name. |
| Job | Both | Matched by job code. Restricted to jobs belonging to the connector’s Business Unit. |
| Labor Classification | Both | Matched by name and identifier. |
| Business Unit | Both | Matched by identifier and name. |
| Start and End Time | Core HR to Payroll | Carried on the earning for reference. |
| Amount | Payroll to Core HR | Reported when the earning carries an amount. |
What Times Records Will Not Sync
Contractors are not supported for time records. A salary employee can only receive time off records. A record whose job, cost code, labor classification, or business unit cannot be matched is reported so the reference data can be corrected. If a payroll has already been submitted for approval and the sync finds changes, the payroll is returned to draft so the changes can be applied. Earnings previously written by this sync that fall inside the pay period and are no longer present at the source are removed. Payroll line items themselves are never deleted.
Time Off Balances
Time off balances update the paid time off and sick balances shown on an employee’s payroll line item. Balances are supplied by Arcoro Time.
| Field | Direction | Notes |
|---|---|---|
| Paid Time Off Balance Hours | Source to Payroll | The sum of plan balances marked for inclusion in the paid time off total. |
| Sick Balance Hours | Source to Payroll | The sum of plan balances marked for inclusion in the sick time total. |
Close the Source Pay Period First
Balances at the source are only current once the pay period has been closed, because that is when accrual posts. Run this sync after the source period is closed so the balances written are accurate. This sync updates existing payroll line items only. It never creates or removes a line item, and it skips any payroll where the employee has no line item.
Expenses
Expenses are written as reimbursements on an employee’s payroll line item inside a draft payroll. Expenses are supplied by Arcoro Time.
Contractors are not supported for expenses. Reimbursements previously written by this sync that fall inside the pay period and are no longer present at the source are removed.
| Field | Direction | Notes |
|---|---|---|
| Amount | Source to Payroll | Zero and negative amounts are not written. |
| Expense Type | Source to Payroll | Used as the reimbursement description. Recorded as no description provided when blank. |
| Location | Source to Payroll | Required. Must be an active workplace. Combined with the expense date to form the reimbursement code. |
| Expense Date | Source to Payroll | Required. Must fall inside the pay period being synced. |
Rules, Limits, and Troubleshooting
- Employee Records That Will Not Sync
- Field Length Limits
- Collection Limits
- Where Changes are Recorded
Employee Records That Will Not Sync
When one of the following applies, the employee record is reported and not written, so no partial data reaches the destination. Correct the underlying data and run the sync again.
| Condition | Applies when writing to |
|---|---|
| Last name is missing | Payroll and Core HR |
| Last name is longer than the destination allows | Core HR |
| Primary work location is missing | Payroll |
| Primary work location does not match a location configured in Payroll | Payroll |
| Pay schedule is missing | Payroll |
| Zip code is missing, or is not five to nine digits | Payroll |
| The same source record appears twice in one sync | Payroll |
| The employee ID matches an existing contractor | Payroll |
| Neither an employee ID nor a Social Security Number is present | Core HR |
| Employee ID is not alphanumeric | Core HR |
| Hire date is missing | Core HR |
| Filing status is missing on a federal tax record | Core HR |
| A direct deposit is missing an effective date | Core HR |
| Two direct deposits share the same account number | Core HR |
| The employee is assigned to more than one employer in Core HR | Payroll |
| The employee’s assigned employer has no name | Payroll |
Field Length Limits
Where the two systems allow different lengths, a value that is too long for the destination is either shortened or reported, as noted below.
| Field | Core HR limit | Payroll limit | Behavior |
|---|---|---|---|
| First name | 100 | 255 | Shortened to fit |
| Middle name | 30 | 255 | Shortened to fit |
| Last name | 30 | 255 | Reported, not shortened |
| Work email | 50 | 254 | Reported when too long for Core HR |
| Home email | 50 | Not applicable | Not exchanged |
| Employee ID | 20 | No limit | Reported when too long |
| Address line 1 and 2 | 50 | 255 | Reported when too long for Core HR |
| City | 30 | 255 | Shortened to fit |
| Zip code | 15 | 5 | Stored as five digits in Payroll |
| Bank account number | No limit | 17 | Shortened to fit |
| Location name | Not applicable | 100 | Reported when too long |
| Cost code identifier and name | Not applicable | 50 | Reported when too long |
Collection Limits
| Item | Limit | What happens at the limit |
|---|---|---|
| Direct deposit accounts per person | 6 | The lowest priority accounts beyond the sixth are not written and a warning names the limit. |
| Business Unit assignments per person | 1 | An employee assigned to more than one employer in Core HR is not synced. |
| Payroll line items per employee per payroll | 1 | Time, expenses, and balances are applied to the single existing line item. |
| Pay days reported per pay schedule | 13 | Pay periods beyond the next 13 are not reported until a later sync. |
Where Changes are Recorded
Changes made by a sync are written to the audit trail so you can trace what moved and when. Employee, contractor, time, expense, and balance changes are recorded against the company that holds the record. Shared lists, specifically departments, labor classifications, and unions, are owned by the Organization, so changes to them are recorded against the Organization and note which Business Unit the change originated from.