Changing payroll systems and payroll export in Capitech

Who is this article for?

This article applies to organizations that use Capitech for time registration, absence, or payroll data and are changing or considering changing payroll systems.

When changing payroll systems, you must check how registrations in Capitech are transferred to payroll. This includes which data is transferred, which wage types are used, and how the setup is connected.

What should you review when changing payroll systems?

When changing payroll systems, you should review these three areas in Capitech:

1. Time categories
2. Wage types
3. Payroll integration

These areas are connected. If a time category is exported to payroll, it must be linked to the correct wage type.

Time categories

Time categories determine which types of hours, compensation, and overtime are available in the system.

You can find them under:
Admin > Time > Time categories

When changing payroll systems, you should check:

• which time categories will still be used
• which time categories will be exported to payroll
• which time categories will be paid
• whether any time categories need to be created or changed
• whether calculation rules need to be adjusted if the categories are calculated automatically

If a time category will no longer be used, it is often better to deactivate it instead of deleting it. This allows you to retain its history.

Wage types

Wage types are the values used when hours, compensation, overtime, or absence are transferred to the payroll system.

You can find them under:
Admin > Dimensions > Wage types

When changing payroll systems, you will often need to:

• create new wage types
• update existing wage types
• check that the wage types match those used in the new payroll system

If the new payroll system uses different wage types from the old system, these must be configured before you start using the new payroll export or payroll integration.

Payroll integration

Payroll integration determines which time categories and absence types are exported to which wage types.

You can find it under:
Admin > Integrations > Payroll integration

Here, you must check:

• which time categories will be exported
• which wage types they will be linked to
• whether absence will be exported using new wage types
• whether there are exceptions for departments, projects, or other dimensions
• whether the sorting and priority are still correct

This is an important checkpoint when changing payroll systems because this is where the connection between registrations in Capitech and wage types in the payroll system is configured.

What can you do yourself?

You can usually:

• review time categories
• create or update wage types
• change mappings in Payroll integration

This applies particularly if you will use the same export method as before and only need to adjust which wage types are used.

Important: Submit a support ticket even if you make the changes yourself

Although you can configure much of the setup yourself, we recommend that you submit a support ticket and confirm the changes with us before using them.

Changing payroll systems affects a critical process. Minor misunderstandings when configuring time categories, wage types, or mappings can affect what is transferred to payroll. We therefore recommend involving us early so that the setup can be checked before the first payroll run.

When do you need assistance from a consultant?

You need assistance from a consultant if you have to change the payroll export itself.

This typically applies if you:

• need to use a new export format
• need to change the structure of the export file
• want to change which fields are included
• want to change the order of the columns
• want to rearrange columns
• need the export to contain different information

Payroll export formats are stored in the database, and this setup can only be changed by qualified consultants.

Why does changing the payroll export require assistance?

When changing payroll systems, changing only the wage types and mappings is often not enough.

The new payroll system may have different requirements for:

• file formats
• fields
• columns
• order
• content
• import setup

To reduce risk and ensure that the payroll data is correct, these changes must be handled and checked by qualified consultants.

Recommended process for changing payroll systems

We recommend completing the following steps in this order:

1. Confirm which wage types the new payroll system will use.
2. Review which time categories will be transferred to payroll.
3. Create or update the required wage types.
4. Update the mappings in Payroll integration.
5. Submit a support ticket and confirm the setup with us.
6. Determine whether the payroll export needs to be changed.
7. Request assistance from a consultant if the export format, columns, or content must be adjusted.
8. Test the export before the first regular payroll run.

What should you be aware of?

Changing payroll systems involves more than creating new wage types.

You must also check that:

• the correct time categories are paid
• the correct absence types are included in the export
• the correct mappings are configured in Payroll integration
• the payroll export uses the correct format for the new payroll system

Frequently asked questions

What do we need to change in Capitech when changing payroll systems?

You usually need to review time categories, wage types, and Payroll integration. You must also determine whether the payroll export needs to be changed.

Can we change payroll systems without assistance from a consultant?

Yes, if you only need to update time categories, wage types, and mappings. If the export format needs to be changed, you will need assistance from a consultant.

Should we contact you even if we make the changes ourselves?

Yes. We recommend submitting a support ticket and confirming the changes with us before using them. This reduces the risk of misunderstandings and errors in the payroll data.

Do we need to create new wage types when changing payroll systems?

Often, yes. This depends on which wage types the new payroll system uses.

Do we need to change the time categories when changing payroll systems?

Not always, but you should check which time categories will be paid and which will be exported to payroll.

Where do we change the mapping between a time category and a wage type?

You can change it under Admin > Integrations > Payroll integration.

What should we do if we need a new payroll export format?

You must request assistance from a consultant. This also applies if you want to change the columns, fields, or content of the export.

Can we delete old time categories and wage types?

Only if they are not in use. For time categories, it is often better to deactivate them to retain their history.

How do we contact you to confirm the setup?

Submit a support ticket through the support portal or email support@capitech.no. We can then help you check the setup.