HR to Payroll Field Mapping

Profile

Personal Information Section

HR Field	Payroll Field
Title	Title
First Name	First Name
Middle Name	Middle Name
Surname	Surname
Preferred Name	Not Transferred
Employee no	Not Transferred
IntelliHR ID	Not Transferred
Date of Birth	Date of Birth
Gender	Gender   Note: Legal Gender - only accepted as Male or Female.
Emergency Contact Details	Not Transferred
Work Rights	Not Transferred

 

Payroll Information Section

 

HR Field	Payroll Field
National Insurance Number	National Insurance Number
Continuous Service Date	Employment Continuous Service Date
Payroll Number	Employment ID    Note: For new employees added to the HR platform, payroll number will be assigned automatically as the next available number in payroll.

 

Email Address Section

HR Field	Payroll Field
Primary email address	Main Email Address   This email address will receive any notifications from payroll, as well as absence approval notifications.

 

Address Section

HR Field	Payroll Field
Address	Address L1-4
Postcode	Postcode

 

Job

For the details above, the following information is transferred over to payroll: 

HR Field	Payroll Field
Company Start Date	Employment Start date   Note: When this is the first job for an employee, a new employment record will be created with an auto-incrementing payroll number based on the sequence present within CintraIQ
Contracted Hours Per Week	Post History -> Working pattern-> Contracted Hours Per Week
Contracted Weeks Per Year	Post History ->Working Pattern ->Contracted Weeks Per Year
Standard FT Hours Per Week	Post History ->Working Pattern Full Time Hours Per Week
Standard FTE Weeks Per Year	Post History ->Working Pattern ->Standard Full Time Weeks Per Year
Job eligible for teachers pension	Job category (teaching/non- teaching), held for employee via the Post History
Pay spine point salary as	Post History->Spine Point Salary Paid As
Payroll Name	Will allocate payroll membership. Use a value of 'Not Applicable' if the person should not be joined to a payroll.

 

Note:

The FTE value in payroll can be calculated from the values entered in the hours/weeks fields above if desired, or alternatively the FTE value in payroll can be taken directly from the FTE value entered in the FTE field in HR (see Position Arrangements below). 

 

Position Details Section

HR Field	Payroll Field
Position Title	Employee position title   Note: A new position will be created in payroll if a position title on employee's job is updated.
Business Unit	Organisation unit    Note: Will determine the employee’s team when viewing holidays and absence.
Location	Pay point
Business Entity	Employer   Note: Complete for each job. If an employee needs to transfer between business entities (Employers), then their job must be ended in HR, and a new job created.

Position Arrangements

HR Field	Payroll Field
Position Start Date	Position History -> From Date
Work Class	Not transferred
Pay Grade	Position History -> Spine Point History -> Grade
Pay Grade (Step)	Position History -> Spine Point History -> Spine Point
FTE	FTE in payroll can be calculated from contractual working time data, or transferred from the FTE field in HR (see FTE configuration options).
Work Type	Not transferred
Employment Condition	Not transferred

Remuneration Schedule

HR Field	Payroll Field
Annual Salary/ Hourly Rate	Full Time annual salary derived from grade/step if pay grade is entered. If no pay grade is entered, the annual salary will transfer to employee payments and rates spot salary heading.   Note: For employees on an FTE of zero, annual salary information will still be taken into payroll and processed with an FTE ratio of zero. For employees with a Remuneration Schedule Type of Hourly Rate, pay rates will need to be set up separately in payroll, pay rate is not transferred to payroll from HR.
Pay Cycle	Not transferred to payroll.   Note: Used as a divisor (with hours per cycle) for annual salary in HR to derive hourly rate in HR only.
Hours Per Cycle	Not transferred to payroll.   Note: Used as a divisor (with pay cycle) for annual salary in HR to derive hourly rate in HR.
Cost Code	Cost code fields will be configured to match your payroll cost code fields. When enabled in HR, the cost code will transfer to the employee default cost code fields in payroll, with an allocation of 100%.

Lookup Fields

The following lookup fields are automatically updated from Cintra iQ to CintraHR when a new record is created in Cintra iQ

For each of these data items, a new record must be created in CintraIQ with the appropriate definition (i.e. create a work pattern with its day definition, a pay grade with its spine point details). Once it exists in CintraIQ, then the new record will be picked up and added to CintraHR lookup values. This updates happens approximately every ten minutes.

Cintra iQ Data Item	Maps to Cintra HR Item
Employer	Business Entity
Payroll	Payroll Name
Pay Grade (with spine points)	Pay Grade (with Pay Steps)
Work Pattern	Work Pattern
Spine point pay heading	Pay Spine Point Salary As
Default Cost Codes	Cost Codes fields under Remuneration Schedule

If there are options that do not want to be made available in HR (e.g. a historic payroll may no longer be a relevant choice for the payroll list), then the value can be disabled in CintraHR.

N.B. Once a Pay Grade exists, any updates to salary values must be applied in both CintraIQ and CintraHR, this will not automatically be synched from CintraIQ.

The following lookup fields are updated from Cintra HR to Cintra iQ when a new value is created in Cintra HR and then used against an employee

CintraHR Data Item	Maps to Cintra iQ Item
Business Unit	Organisation Unit
Location	Pay Point