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HR-Payroll integration - field mapping overview

Shirley Bousfield
Updated
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When you connect HR to Payroll cloud, employee data flows automatically between the two systems - no manual re-entry needed. This article explains what syncs, what doesn't, and the exact field names in each system.
 

Contents

Fields mapped from HR to Payroll

HR field Payroll cloud field Notes
Forename Employee details - First name HR does not separate first name and middle name. All forenames are transmitted as a single string.
Surname Employee details - Last name  
Title Employee details - Title  
NI number Employee details - National Insurance number NI numbers must be stored without spaces in HR. Spaces can cause payroll submission issues.
Sex Employee details - Gender Male or Female only (HMRC requirement). Non-binary or other gender entries are not supported for HMRC RTI.
DOB Employee details - Date of birth Take care with date formats - transposed dd/mm vs mm/dd entries can cause issues.
Employee number Employee details - RTI payroll ID and employee code Must be unique per PAYE scheme. Once synced, this cannot be changed.
Start date Employee details - Start date  
Bank name Employee details - Bank name All three bank fields (name, account number, sort code) must be populated in HR before the sync is activated.
Bank account holder name Employee details - Bank account name See bank name note above.
Bank account number Employee details - Bank account number See bank name note above.
Bank sort code Employee details - Bank sort code See bank name note above.
Building society roll number Employee details - Bank reference Where applicable.
Address line 1 Employee details - Address - Line 1 At least two address lines required.
Address line 2 Employee details - Address - Line 2  
Address line 3 Employee details - Address - Line 3 Optional.
Address line 4 Employee details - Address - City  
Post code Employee details - Address - Postcode UK only.
Country Employee details - Address - Foreign country International addresses only.
Contact email address Employee details - Email address Only one email address per employee is transmitted. The email type (work, personal, or contact) that will serve as the self-service login credential must be agreed internally and consistently populated across all employee records.
From date Employee pay - Salary - Effective from Effective date of a change, for example a salary adjustment.
Job title Employee pay - Salary - Payslip description This appears on the employee's payslip.
Annual pay Employee pay - Salary - Annual salary  
Cost centre Employee pay - Salary - Cost code Where an employee has split cost codes, only the dominant one is transferred (greatest % or if evenly split then the first one entered).
Working pattern Employee pay - Salary - Work days Fixed working patterns only. CIPHRFLEXI and rotating? shift patterns cannot be sent.
Date left Employee details - Leaving info - Leaving date Section only appears on details page when employee is made a leaver.

 

Fixed allowances and deductions

Recurring allowances and deductions are configured in both HR and Payroll cloud, then mapped for the integration. An effective from date is mandatory for all fixed allowances and deductions. All amounts must be provided as positive values.  Standard examples are shown below.

HR code Name Payroll element name Data type Type
ACTUP Acting up allowance Acting up allowance Amount Payment
CAR1 Car allowance Car allowance Amount Payment
MEDIC Medical allowance Medical allowance Amount Payment

 

Variable payments and deductions

Singular payments and deductions are also configured in both systems and mapped for the integration, although the calculations are done in Payroll. Standard examples are shown below.

HR code Name Payroll element name Data type Type
BONUS Bonus Bonus Amount Payment
OT1 Overtime @ 1.0 Overtime @ 1.0 Units x rate Overtime payment
OT15 Overtime @ 1.5 Overtime @ 1.5 Units x rate Overtime payment
UNPLVDAY Unpaid leave Unpaid leave Amount Deduction

 

What comes back from Payroll to HR

Payroll returns the following to HR and the MyPay self-service portal:

  • Pay run status (open or closed)
  • Pay date
  • Payslips (viewable by employees in MyPay)
     

What's not in scope

The following are not included in the integration and must be managed directly in Payroll cloud:

  • Absence records (sickness, holiday, parental leave)
  • Company car/benefits in kind
  • Court orders/CSA deductions
  • Departments
  • Further information (FI) fields
  • HMRC PAYE notices (tax codes, student and post-graduate loans)
  • Net to gross payments
  • Pensions
  • Post-leaving payments
  • Reducing balances
  • Secondary jobs or multiple posts
  • Statutory payments (SSP, SMP, SPP, SAP)

Important notes

  • Email address - only one email field is supported. You choose which one (work, home, or contact) at implementation. This field can't be changed after go-live.
  • Cost centres - only one cost centre per employee syncs. If an employee has multiple cost centres in HR, only the primary one is sent.  The primary one is classed as the greatest percentage or where there is an even split it will be the first one entered.
  • Working patterns - only fixed working patterns sync. Variable (flexi) or rotating patterns aren't supported.
  • Search - within the HR Payroll Management screen, you can search by employee name or number only. Search by job title or department isn't available.

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