Payroll integration
What is payroll integration?
Payroll integration is the setup that determines how hours, compensation, overtime, and absence are exported from Capitech Flow to the payroll system.
Here, you define which time categories and absence codes are connected to which wage types.
A wage type is a code in the payroll system that identifies what the payment relates to, such as ordinary hours, overtime, compensation, sick pay, or deductions.
Where do you find payroll integration?
You can find payroll integration in Capitech Flow here:
Admin - Integrations - Payroll integration
What is payroll integration used for?
Payroll integration controls which values are included in the payroll export.
These may include:
- ordinary hours
- compensation
- overtime
- absence
- sick pay
- unpaid absence
- deductions
- specific connections for departments, projects, or free dimensions
Only time categories and absence connections configured in payroll integration are exported to the payroll system.
Time categories
When employees work, Capitech Flow calculates different time categories.
A time category may represent a type of hour, compensation, or overtime. Time categories that should be transferred to the payroll system must be added to payroll integration and connected to the correct wage type.
How to add a time category to payroll integration
To create a new connection for a time category:
- Go to Admin - Integrations - Payroll integration.
- Click the plus sign in the upper-left corner.
- Check that Time is selected.
- Select the time category.
- Select the wage type.
- Enter a department, project, free dimension, or other criteria if required.
- Save.
If the connection should only apply to a specific department, project, or free dimension, you can enter this before saving.
Absence
To export absence to the payroll system, you must connect the absence to the correct wage type.
For absence, you can connect a combination of:
- time category
- absence code
- absence type
- wage type
You can use this to export sickness pay, paid absence, unpaid absence, or deductions to the payroll system.
How to add absence in payroll integration
How to create a new connection for absence:
- Go to Admin - Integrations - Payroll integration.
- Click the plus sign in the upper-left corner.
- Select Absence at the top of the page.
- Select the time category.
- Select the wage type.
- Select the absence code.
- Select All paid absence or All unpaid absence in the Absence of type field.
- Enter a department, project, free dimension, or other criteria if required.
- Save.
What does Absence of type mean?
Absence type specifies whether paid or unpaid absence hours should be transferred to the payroll system.
For example, you can configure:
- All paid absence for a specific absence code to be transferred to a specific payroll code
- All unpaid absence for a specific absence code to be transferred to a payroll code or deduction code
This allows paid and unpaid absence to be handled differently in the payroll export.
Sorting
The Sorting field determines the order in which the rows in payroll integration are processed.
During payroll export, the system starts with the row that has the lowest sorting number. It then works down the list until the time registration matches the criteria in a row.
When the time registration meets the criteria in a row, the hours are transferred to the payroll code specified in that row.
Account
The Account field is normally left blank in Capitech Flow.
In most cases, the account is controlled by the payroll system.
If you enter an account in payroll integration, the account number is included in the export file. This may control the accounting allocation when the file is imported into the payroll system.
Overview of connections
Payroll integration provides an overview of all connections configured for payroll codes.
The overview shows which time categories, absence codes, and other criteria are used in the payroll export.
Searching and filtering the overview
If payroll integration contains many rows, you can search the columns to find the correct setup.
For example, you can search the following columns:
- Time category
- Payroll code
- Absence code
This makes it easier to check which connections have already been configured.
Important to check before payroll export
Before running a payroll export, check that the relevant time categories and absence codes are connected to the correct payroll codes.
If a time category or absence code is missing from payroll integration, the relevant data may not be exported as expected.
Frequently asked questions
What is payroll integration in Capitech Flow
Payroll integration is the setup that connects hours, compensation, overtime, and absence to payroll codes for use in payroll exports.
Must all time categories be entered into payroll integration?
Time categories that should be exported to the payroll system must be added and connected to the correct payroll code.
What happens if a time category is missing in payroll integration?
If a time category is not connected to a wage type, it may be missing from the payroll export.
Can absence be exported to payroll?
Yes. Absence can be exported if the absence code, time category, and absence type are connected to the correct wage type.
What does All paid absence mean?
All paid absence means that paid absence hours for the selected absence code will be exported to the selected wage type.
What does All unpaid absence mean?
All unpaid absence means that unpaid absence hours for the selected absence code will be exported to the selected wage type or deduction code.
What is sorting used for?
Sorting controls the order in which the rows in payroll integration are processed. This is useful if specific departments, projects, or dimensions should use their own wage types.
Should the Account field be completed?
The Account field is normally left blank in Capitech Flow. If you enter an account, the account number is included in the export file and may control the accounting allocation in the payroll system.