Payroll integration

An error in the payroll data that gets past the checks becomes an error on a payslip. The person paid too little gets in touch. The person paid too much might not, and then payroll has to work out the amount and how to correct it. Recovering an overpayment is not the same as deducting it from the next salary, and it has its own rules. Both take time, and both are hard to explain to the person concerned.

Where it usually goes wrong

In the exceptions. Half sick days, retroactive changes, someone who switched employment type mid-period, an unsocial-hours supplement calculated one way in the time system and another in payroll. Moving an ordinary working day from one system to another is not what takes time to get right.

So we spend the time on validation before the run. An error stopped there becomes a case to sort out. An error that slips through can become a payment.

What a payroll integration includes

• Transfer of time, absence, additions and deductions into the payroll system you run, such as Fortnox Lön, Visma Lön or Hogia. We look at which API or file format it accepts before we promise anything.
• Validation before the run, with clear rules for what is stopped and what is let through.
• A reconciliation report per run: what went across, what was stopped and why.
• Re-running a period, built so that records already transferred are not created again.

How often should data move?

Your payroll calendar decides that, not the technology. The flow has a cut-off date, and what pays off is moving data often enough for errors to be found and fixed before it, not the evening before the run. The question is not whether it should be real time, but how many days before cut-off you want to see the discrepancies. The data comes from time and resource planning or the time system you already have, and employee data from the ERP via ERP integration.