In order to implement the synchronization between evolution and Core HR, it is important to understand how certain fields or data values are handled in the sync program.
Employee Demographic Fields
- Employee Status - these values are hard coded in Core HR. The only two values that are syncing with evolution are Full Time and Part Time. They are populating the Position Status field with Full Time and Part Time respectively. The other four values are populating the Position Status field with N/A. These other four values would be found in the Current Status Code field in evolution.
- Employee ID – this field does come over in the sync. Evolution bases employees off ID and not SSN like Core HR. The “Auto Increment Employee ID” option in Core HR needs to be turned on for the sync to work if you desire to use the Auto Increment feature. If not you must manually enter an Employee ID to sync In addition, a sync error will generate if more than one employee is assigned to the same employee ID. To prevent errors the “Do not allow duplicate employee ID’s” option should also be turned on in Core HR. These both can be turned on by going to Setup -> Setup Properties -> General Settings -> Tick both checkboxes -> Click “Save”.
- Employee Type - the information populated in the Employee Type field in Core HR does not come over in the sync.
- Termination Date - Termination Date passes to the Current Term Date field in evolution. If the Termination Date in Core HR is populated, make the Current Status Code field in evolution = Terminated.
- Tax Form – this field defaults to “Not Assigned” in Core HR. If this field is not updated in Core HR it will pull over to evolution and populate the Annual Form Type field with “None” instead of “W-2” or “1099”. Within Core HR you can designate this field to be required. This is done by going to Setup -> Setup Properties -> Required Fields -> selecting Tax Form to be Required on Admin Portal.
Only the current base rate will pass over to middleware even if future rates for an Employee are stored in Core HR. Rate insert/update logic: import only the record from EmployeeInfo.Compensation with the most recent Effective Date that's less or equal the current moment. If there are multiple rates in Core HR, all but the current one must have end dates so there is only one active record.
- Separate ED codes are required for all Benefits. For example, all Voluntary Life benefits (Employee, Spouse and Dependent) medical, dental, life, etc. need to have a separate ED code.
- Evolution allows only one active occurrence of a Scheduled E/D per employee. The Effective Start Date and Effective End Dates cannot overlap. The error "Employee #**** - duplicate ED Code" will occur any time the evoCore HR utility encounters the same ED Code more than once on an employee record if the dates overlap.
- E/D codes can be placed at the Benefit level within Core HR in the “Earning Deduction Code” and in the “Employer Deduction Code” fields. These fields are located under Settings -> Benefit Management -> Select the current Benefit Package -> Step 2 – Configure Benefit Structure -> Click on the applicable Benefit -> Enter the E/D code in the Earning or Employer Deduction Code field -> “Click Save & Continue”.
- If there are multiple E/D codes for a benefit the "Plan Code" field at the Plan level can be used instead. The sync program will first look at the Benefit level, if not code is found it will then look to the Plan level.
- E/D codes are required for Direct Deposit records to sync.
- evolution allows only one active occurrence of a Scheduled E/D per employee. The Effective Start Date and Effective End Dates cannot overlap. The error "Employee #**** - duplicate ED Code" will occur any time the evoCore HR utility encounters the same ED Code more than once on an employee record if the dates overlap.
- The Prenote flag in evolution will be set on initial creation sync only based on Core HR setting. It will sync one time only. The fields will map as follow on the initial creation -
- Core HR No --> evolution Yes
Core HR Yes --> evolution No
- It will then follow evolution logic as to SB Flags & Setting tab of how many days in prenote. Flag will then flip to Prenote No in evolution.
- Core HR No --> evolution Yes
When adding a new hire in evolution, there are required fields that must be populated before an employee can be saved. In Core HR taxes are not required when entering a new hire. If taxes are not entered into Core HR no tax information will be transferred to evolution when syncing. All fields will be left blank. There is no warning or error message on the log to signal that this information is missing. If taxes are not being excluded from the synchronization this would need to be handled operationally by the service bureau to ensure the correct setup for each new hire.
Cost Center 1 (Division in evolution) in Core HR is required for the sync to work properly. The Cost Center Code (Division/Branch/Department/Team in evolution) needs to be entered into Core HR Cost Centers.
The Workers Compensation code in Evolution syncs to the "description" field in Core HR. The description field in Core HR must match the code field in Evolution.