Payroll - Settings - Employee Status Map

A new Payroll Settings admin tool has been created to map Payroll Employee Statuses to HRIS Employee Statuses.

This tool should be used when setting up a new payroll company. The saved mappings will be used to determine HRIS Employee status when pulling down Employee Demographics Employee Status from the payroll system.

This saved HRIS Employee Status will be reflected in the Employee Demographics tab. Any subsequent Employee Demographics changes in HRIS will also be reflected in the synced payroll system as well.

Because payroll provider companies may have different Employee Status codes it is important for the HRIS administrator to completely map corresponding statuses between the payroll provider and HRIS as soon as possible and prior to pulling data. Completing this mapping will avoid potential undefined HRIS statuses being saved when pulling Employee Demographic information down from the payroll provider. If a company has not yet begun the mapping process then static mapping logic will apply as a fall back approach when pulling Employee Demographics from the payroll provider. Please note, however, that static mapping logic cannot possibly account for all possibilities. In a situation where a payroll status has not been mapped to an HRIS status; then an un-defined employee status will be applied in HRIS. If an HRIS admin has begun the process but only a partial mapping has been established, then only the saved mappings which correspond to HRIS will be applied. All others will be undefined. For best results please complete the mapping process. Important: An Incomplete payroll status mapping to HRIS may result in an un-defined HRIS employee status.

Logic

When pulling Employee Demographics down from the Payroll Provider, the payroll employee status code for each employee will be compared with the Infinity Employee mapping status table. For all statuses except part time, such as A-Active, L-Leave of Absence, R- Retired, and T- Terminated, the mapping logic is a simple one to one relationship. Only one mapping row is needed for each.

Infinity

Payroll Provider

Full Time

A -  Active

Leave of Absence

L -  Leave of Absence

Retired

R - Retired

Terminated

T - Terminated

However, for Part Time status, the appropriate Payroll Employee Type will need to be indicated in order properly map the part time employee as Part Time in Infinity when pulling down from Payroll Provider. The logic loops through the Employee Status mapping table and looks for the Part Time mappings. If upon looping through, it finds a match between the saved Payroll Employee Type and the current employee’s Employee Type (currently being pulled down from the Payroll Provider) then it assigned the Part Time designation to that Employee. See examples below for Part Time mapping.

Instructions are below for use of the new Employee Status Mapping tool:

  • Navigate to Settings > Payroll > Settings
  • Click Employee Status Map
  • Use the drop-down menu for Company Code and click the Filter Button before adding/correcting or deleting.

Employee_Status_Map_-_00.png

To Add New "Full Time" Mapping

  1. Select HRIS "Full Time" Employee Status
  2. Select corresponding Payroll "Active" Employee Status. Please note: payroll provider status naming may vary.
  3. Click the Save button.

To Add New "Part Time" Mapping

  1. Select HRIS "Part Time" Employee Status
  2. Select Payroll "Active" Employee Status. Please note: payroll provider status naming may vary.
  3. Select corresponding Payroll Employee Type which represents "Part Time"
  4. Click the Save button.

Please note: The appropriate payroll employee type must be selected in order for the “Part Time” logic to be applied.

To Add New "Leave of Absence" Mapping

  1. Select HRIS "Leave Of Absence" Employee Status.
  2. Select corresponding Payroll "Leave Of Absence" Employee Status. Please note: payroll provider status naming may vary.
  3. Click the Save button

To Add New "Retired" Mapping

  1. Select HRIS "Retired" Employee Status
  2. Select corresponding Payroll "Retired" Employee Status. Please note: payroll provider status naming may vary.
  3. Click the Save button

To Add New "Terminated" Mapping

  1. Select HRIS "Terminated" Employee Status
  2. Select corresponding Payroll "Terminated" Employee Status. Please note: payroll provider status naming may vary.
  3. Click the Save button

To Correct an Existing Mapping

  1. Select a row from the Employee Mapping Grid.
  2. Upon selecting from the grid, the drop down lists should pre-select the current mappings for the selected row.
  3. Alter the mappings to correct as needed and re-save.

To Delete an Existing Mapping

  1. Select the checkboxes on the right side of the grid for the rows to be deleted.
  2. Click the Delete button above the grid

Employee Status Map Clone Tool

When more than one account is available under "Account Mapping" tool, the "Clone Selected to all Other Accounts" is visible. If there is only one account under account mapping, this option would not be visible.

To clone, select the statuses you wish to clone by clicking the boxes under the "Clone" column. From here, select "Clone Selected To All Other Accounts".

Please Note: Completing this action will copy all Employee Statuses from the currently selected account to all other accounts for first time implementation. Only click this button if Employee Statuses are consistent across all accounts. Please note that each payroll account could have differing employee status codes.

Was this article helpful?
0 out of 0 found this helpful