The data relationship for the easyemployer and CloudPayroll integration is outlined in the image below.
In this integration CloudPayroll is the master data set for user data. Users can be created in easyemployer but they will need to be linked to an existing profile in CloudPayroll as before their first payrun. Once a user is linked, easyemployer will be update user details when they change based on the information provided from CloudPayroll. This is a manual process that will only occur when the import/update users option is selected in easyemployer.
When processing a payrun easyemployer will send user interpreted timesheets to CloudPayroll via an API. During this process easyemployer will complete certain checks to ensure the data is correct.
CloudPayroll is also the master data set for entitlement balances. These can be checked and pulled into easyemployer by using the import/update entitlement balances function.
There is no separate payslip email field in CloudPayroll. The email set in CloudPayroll needs to be the communication email that the user will receive communications from in easyemployer. Employees access payslips through the CloudPayroll Kiosk. Once an employee has been granted kiosk access to CloudPayroll they can adjust the email to receive notifications of their pay to a different email address. Changes made by employees to their email will not affect the integration between easyemployer and CloudPayroll.
2) Setting up the integration
Setting the integration needs to be completed in the easyemployer program. Open the organisation structure (Organisation>Organisation structure) and select the payroll entity. In the payroll entity, click on the settings tab.
Click Edit on the payroll application section, select CloudPayroll and save.
Once CloudPayroll has been set as the payroll application, a connect option will appear at the bottom of the payroll entity>settings page. Clicking the connect button will redirect users to the CloudPayroll login page. From here users will need to enter their credentials to complete the connection.
Some organisations may have multiple payroll entities. It is possible to connect multiple payroll entities to different CloudPayroll accounts.
Mapping Pay Elements
Pay elements in CloudPayroll are equivalent to Payroll codes in easyemployer. In CloudPayroll, all pay elements must be configured as 1x multipliers for the integration to function correctly. This is because easyemployer sends the interpreted rate with the multiplier already applied to CloudPayroll. Therefore rate multipliers do not need to be more or less than 1x. In the case of public holidays, codes must be configured in CloudPayroll as ordinary pay elements and not as leave elements.
Configuring Cost Centre Codes
CloudPayroll needs to have all cost centre codes that could be used in the export to be predefined. Cost centre codes can be configured under the 'Setup>Costing/GL' navigation option in CloudPayroll. The timesheet export will check to ensure that all cost centre codes being used in an export are defined in CloudPayroll before including them as part of the export. Cost centre codes in easyemployer can be derived from a number of locations. This can be defined in the 'Organisation>Organisation Strcutrue>Payroll entity>Settings>Cost centre code format' setting. Cost centre codes that do not exist in CloudPayroll cannot be included in the payroll export. When exporting a timesheet, a warning will be generated if any cost centre codes included in the export do not match.
3) Exporting data for a payrun
Timesheets are exported from easyemployer to CloudPayroll. This can be completed through the payroll report or the new payroll processing page. The process for completing this is the same in both locations. The steps are:
1. Click Begin export.
2. Check & map employees - The first stage of this process is to check that all employees included in the payrun are mapped to CloudPayroll. If any employees are not mapped, they will appear on a list. At this point a prompt and a link will appear to map the users. Once completed, click the 'retry' button to continue.
3. Check & update base rates between easyemployer and CloudPayroll - This step provides a notification of users that have a base rate configuration mismatch between easyemployer and CloudPayroll. Clicking Accept & Continue will update the rate in CloudPayroll to match the rate in easyemployer.
4. Check all active payroll categories are defined in CloudPayroll - This step checks that all payroll categories that would be used in the export have been defined in CloudPayroll as pay elements. It also checks that pay elements have been set to a 1x multiplier. If any incorrectly configured elements are found, a list will be displayed. Each incorrectly configured element will need to be resolved before continuing.
5. Check that all the cost centre codes are defined in CloudPayroll - This step checks that all cost centre codes that will be included in the export have been defined in CloudPayroll. Any missing codes displayed here need to be added to CloudPayroll before continuing.
6. Export employee timesheets - This is the final step of the process. This step sends the interpreted timesheet export from easyemployer to CloudPayroll. Included in this export is the totals for each payroll category and the rate for each employee.
4) Creating new users
There are two ways that new users can be added to easyemployer.
1. Create the user in CloudPayroll first and then import them into easyemployer
2. Create the user in both systems and link them during the import process
These methods are provided to allow flexibility to managers without access to CloudPayroll. This means users can be created as required in easyemployer as long as they are linked soon thereafter. Users can be used within the system as normal prior to linking them to CloudPayroll. Users need to be linked to CloudPayroll before their first timesheet is exported.
Mapping a user
Users are mapped using the import users page in easyemployer. In this process users will be tentatively mapped to existing accounts with similar names and addresses. The tentative links or weak matches should be checked to ensure the mapping is correct.
Once a user has been linked their CloudPayroll ID will be displayed in the Integrations tab in each user's profile.