bob has several official Payroll integrations to allow you to sync with systems across the globe. We created Payroll Connect to enable organizations that use in-house or other payroll systems and structures, including external bureaus, to transfer payroll data to their desired destination seamlessly. So no matter how many pay cycles your org has or what systems you use, bob has your back when it comes to payroll data.

Some basics before we begin

The following terms will be used throughout the Payroll Connect set up so it’s recommended that you review them as well as make preliminary decisions with your team before starting with bob’s setup wizard.

  • File transfer: the way in which payroll information from bob will be transferred to your payroll system. Choosing SFTP means that the information is synced with your unique payroll system using the server while choosing CSV means you’d be downloading reports to import to your payroll system or send to relevant people, e.g. bureaus

  • Fields: These exist in bob and your payroll system to indicate employee information, e.g. Employment type

  • Values: These exist within a list-type field, e.g. Permanent, Temporary, Part-Time, Contractor may all be in the same Employment type field

  • New employees: a report of the new employees as per your pay cycle settings

  • Changes report: a report of changes to your employees’ information, e.g. bank changes, salary changes, etc.

  • Terminations report: a report of the people who are permanently leaving your organization

  • Mapping: To transfer data accurately between two separate systems, data mapping is required

    • Field mapping: Fields with the same function may have the same or different names, e.g., “Employment type” in bob mapped with “Employee contract” in another system

    • Value mapping: Lists with the same function may have the same or different names, e.g. list values in the “Employment type” field “Permanent” value in bob mapped with “Regular” in another system

How to set up a custom payroll connection via bob’s Payroll Connect

To set up your custom payroll connection using bob’s Payroll Connect, follow these steps:

Details

Follow these instructions to get started with setting up the basic details of your custom payroll connection.

Note: if you’re using the SFTP method to connect the systems, make sure you’ve got the SFTP already set up using the instructions here

  1. Click on Settings in bob’s main menu

  2. Select Integrations

  3. Select Payroll from the left hand Categories menu

  4. Click on Connect in the Custom Payroll tile

  5. Click + Add new

  6. Enter the payroll system’s name in the Name field

  7. Select how you’d like to transfer your payroll data:

    1. File download: a CSV or XLSX file will be available for download via the Payroll Hub each pay cycle

      1. Select CSV from the File type dropdown

    2. SFTP:

      1. Select SFTP from the File type dropdown

      2. Select the desired SFTP site from the SFTP destination target dropdown

      3. Select the people in bob whom you wish to send the files to in the To dropdown

      4. Include any external recipients you wish to send the files to by entering their email address in the line under External email recipient/s
        Note: separate email addresses by pressing Enter after typing each email address

  8. Click Next

Fields

  1. Define the fields required by your payroll system in the Payroll Fields section:

    1. Enter the name of the payroll system’s field in the left column

      1. Indicate whether the field should be included in the following payroll reports by ticking the box of the report column:

        1. New hires: The new hires in a given cycle
          Note: employees will be either added to a cycle because their bob user creation date or official start date occurred within the cycle’s date range

        2. Changes: The defined employee changes (e.g. salary changes, job titles) as set up in the selected payroll system integration and that occurred within the cycle’s date range

        3. Terminations: The employees leaving permanently as set up in the selected payroll system integration and that occurred within the cycle’s date range

          Repeat as needed by clicking on the + Add field button

    2. To remove a field, click on the three dot menu on the right of its row

      i. Select Remove

      1. To mark a field as mandatory or option, click on the three dot menu on the right of its row
        Note: all fields are optional by default

        1. Click Mark as mandatory if the field’s data needs to be transferred to the external payroll system regardless of whether the content is changed or not

        2. Click Mark as optional if the field is mandatory, but the data does not need to be transferred to the external payroll system if its content is unchanged

  2. Select an Identifier Field from the dropdown to enable the connection between the payroll system and bob. This field is typically the employee ID, another ID number, or the employee’s email as they are unique employee identifiers.
    Note: the selected Identifier Field must be included in the changes and terminations flows for this to work

  3. Click Next

Value mapping

Each value mapping list has two ways in which it can be configured, right in bob’s interface or via an imported value mapping list. You may find that you only need one method or might choose to use both as needed.

Tip: the import method is best suited for when you have long value mapping lists, e.g. all of the job titles in the organization

Note: editing an existing value mapping list using an imported one will override the original value mapping list’s data

Via an imported value mapping list

Use bob to create value mapping lists using these steps:

  1. To create a new value mapping list, click on the + Create new button, located at the bottom of the value mapping lists. A popup will appear.

  2. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

  3. Enter the Name of the corresponding field in external payroll system, e.g. “Job Title”

  4. Create a mapping between a bob value and the payroll system’s value by clicking on the import icon

  5. Click on Select template to open a bob values list template dropdown

  6. Scroll or search for the value list you wish to use and select it

  7. Click Download

  8. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file

  9. Go back to the value mapping list and click the import icon

  10. Click on the Upload xlsx button.

  11. Search for your file and click to select it

  12. Click Open in Mac or

  13. Click on Run import to begin importing your document to bob

  14. Review the value mapping list’s data for accuracy

Via bob

Use bob to edit and create value mapping lists using these steps:

Note: editing an existing value mapping list using an imported one will override the original value mapping list’s data

  1. To create a new value mapping list, click on the + Create new button

    1. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

    2. Enter the Name of the corresponding field in external payroll system, e.g. “Job Title”

      1. Create a mapping between a bob value and the external payroll system’s value using the following steps:

        1. Enter the name of the value in bob in the Bob value field, e.g. “Account Manager”

        2. Enter the name of the value in external payroll system in the field to the right of the Bob value field, e.g. “AM”
          Note: in some instances, the list values may be similar or identical while in other instances they may vary greatly. To ensure that data transfers accurately, enter each value in the value mapping

        3. Click the + Add value button

        4. Repeat the above as necessary

        5. Click Done

          ii. Repeat the above to create different value mapping lists as needed

          b. Click Next once you’re done with the value mapping step

Field mapping

  1. Begin mapping the data flow between fields and values across bob and the external payroll system in the Field mapping step. The external payroll system’s fields are already listed from the details entered in prior steps.

    1. To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To only view the editable fields, switch the toggle on.

    2. Starting from the first row, select one of the following options from the Mapped with column that will best relay the data to the specified external payroll system’s field:

      1. Const: a constant value used by your external payroll system’s settings, e.g. a company code, that will be the same value in every employee’s mapped field in the external payroll system

      2. Exact: a field in your external payroll system’s settings that are an exact match with a bob field, e.g. the external payroll system’s “Location” field is the exact match with bob’s “Site” field

      3. Value mapping: a value mapping list that has been mapped in the previous value mapping step that best matches the field, e.g. “Job Title” value mapping list

    3. Under the Source column, select the bob field or value that best corresponds with the external payroll’s field (specified in the same row):

      1. If “Const” was selected, enter the value in the row’s Source text field

      2. If “Exact” was selected, scroll or search for the corresponding bob value or field, e.g. “Site”, and select it

      3. If “Value mapping” was selected, select the value mapping list option as created from the Value mapping step, e.g. “Job title”

    4. Repeat as needed for each row

  2. Click Done

Your custom payroll integration is now set up - congratulations! You can now include it when setting up your corresponding pay cycle, and then view the reports and sync/download the payroll information in the Payroll Hub.

Editing a custom payroll system connection’s settings

Follow these steps if you need to make any edits to a custom payroll system connection:

  1. Click on Settings in bob’s main menu

  2. Select Integrations

  3. Select Payroll from the left hand Categories menu

  4. Click on Connect in the Custom Payroll tile

  5. Click the three dot menu on the right side of the integration you’d like to edit

  6. Select Edit

  7. Follow the setup instructions from above, making the changes as needed

Removing a custom payroll system connection

Follow these steps if you need to remove a custom payroll system connection.

Note: this action cannot be undone

  1. Click on Settings in bob’s main menu

  2. Select Integrations

  3. Select Payroll from the left hand Categories menu

  4. Click on Connect in the Custom Payroll tile

  5. Click the three dot menu on the right side of the integration you’d like to edit

  6. Select Remove. A popup will appear.

  7. Click Delete

Need more help? If you’re unsure about anything please send us a message through the chat icon below.

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