Lessor Payroll Integration - FAQ

Daily usage guidelines/rules

• Employees are only created in Emply People.

• Employees are only changed in Emply People. Unless it is on information that the employee does not have/should not show or make use of.

• Changes made in Lessor Payroll, e.g. name and address changes, will not be reflected in Emply People.

• The customer chooses whether they want to enable auto-approval of changes from Emply People. We recommend that the customer runs with approval in Lessor Payroll for a period of time and evaluates data and your process before activating it.

• Check the activity log by clicking the line icon.

• Check that the employee has the necessary data on the form and that the date of employment information is not in the future.

• Check that the fields in the integration are set up correctly.

Potential causes of errors

• The error may lie in several places in the Emply People setup or in the use of Emply People:

  • Employee master data from a specific employee's master data by clicking on Employees+Employee name+Overview.

  • Employee's employment by clicking on Employees+Employee name+Overview+Payroll widget

  • Employee's department by clicking on Settings+Account+Department and the select the preferred department.

  • Employee's registration (absence) and approval by clicking on Employees+Absence and then select the employee.

  • General setup of integration fields

• The department has the correct User defined ID. In Emply People, departments must have filled in a custom ID that is unique. You can create new departments in Emply People, which are created in Lessor Payroll via the integration.

• There is an error in the web service itself > contact Emply People support.

• For other errors, contact Emply People support.

Common Questions

• Can the integration handle multiple employments for an employee?

  No, we only support the active and future agreement of the primary employment.

• How does Emply People handle employment under collective agreements where Lessor Payroll is responsible for adjusting rates?

  In cases where salaries are not negotiated, Lessor Payroll handles when and how much the salary is adjusted. In this case, it is recommended that Emply People does not transfer the rates to the employment.

  • In Emply People, the salary group is by default set not to transfer the salary rate.

  • In Emply People, benefits/fixed salary parts can be set not to transfer the rate.

  • In Emply People, the salary group is by default set not to transfer the salary rate.

  • In Emply People, the benefits/fixed salary parts can be set not to transfer the rate.

• Can Lessor Payroll send data back to Emply People?

  No the integration is on way from Emply People to Lessor Payroll. For example, if you have collective agreement or general rate adjustments, you can update those manually in Emply People. Other possibilities to update include:

  • The employee's fixed salary parts on the salary widget, when entering or importing.

  • The benefits under templates.

• What to be aware of when an employee changes employment contract?

  When users in Emply People should be aware that the correct cut off dates are used when an employee changes employment for example. Other examples include: company code, setting group code, job profile code, posting group code, change in salary, working hours, and base salary.

  Important

  Be aware that the employee should keep their salary number and employee code. If not a new employee will be created in Lessor Payroll.

• What do I need to be aware of when an employee changes pay type?

  There is no method in Emply People that can handle the change before the employee's old employment has ended in Lessor Payroll.

Frequent next questions

• When are new hires from Emply People sent to Lessor Payroll?

  New employees are first sent to Lessor Payroll on the start date.

• How do I know if a new employee is created and an existing employee is updated in Lessor Payroll?

  You can check the integration log in Emply People and check in Lessor Payroll under Employees for approval if auto-approval is not enabled in Emply People.

• Can I create an employee without a social security number in Emply People and create them in Lessor Payroll?

  No, there must be a social security number for the employee. However, you can create an employee with a social security number with 0000 in the last four digits. This must be corrected in Emply People before the first payroll.

• Can I update an employee's social security number if we didn't have it when we created the employee?

  Yes it must be changed in Emply People and the validation is done in Lessor Payroll. If the social security number is not valid, it will appear as an error in the integration log and the employee will be sent to the buffer in Lessor Payroll Employee changes for approval.

• When are resignations sent from Emply People to Lessor Payroll?

  They are sent over immediately.

• Can I undo a resignation that has already been sent to Lessor Payroll?

  You can and the change will be sent to Lessor Payroll immediately.

• What should you be aware of when making changes in Lessor Payroll and Emply People?

  When new values are created in Payroll for any of the fields below, the value must also be manually created in Lessor Payroll and Emply People.

• When new values are created in Payroll for any of the fields below, the value must also be manually created in Emply People and add the mapping for:

  • Company Code

  • Settling Group Code

  • Job Profile Code

  • Posting Group Code

  • Dimension Codes

  • Production Number

• How is the P-number handled in the integration?

  The prdocution unit number (p-number) must be registered for all employees in Denmark. It indicated the address of the employee's primary workplace.

  • All employees MUST have a P-number in Lessor Payroll > configured in Lessor Payroll.

  • The P-number comes either from registration numbers in Virksomhedskoder > P-nummer...

  • ...or from Afdelingskoder > Produktionsenhedsnr.

  • All P-numbers MUST be in Virksomhedskoder > Produktionsenhedsnr.

  • Customers can choose whether they add P-numbers to departments in Afdelingskoder > Produktionsenhedsnr.

  • If social security numbers are added to departments, these are automatically added to employees, depending on which department employees are located under.

  • If social security numbers are NOT added to departments, then the employee's social security number must be added manually. The system provides options from Virksomhedskoder > Produktionsenhedsnummer.

• How should the customer configure Emply People and Lessor Payroll if the P-number is not added to the department locations in Emply People?

  There are a few steps as detailed below to add the p-number automatically to employment in Lessor Payroll.

  • The departments must be 1:1 in Emply People and Lessor Payroll.

  • UdlejerLøn must add P-number to departments.

  • When creating an employment/contract, a department must be set on the payroll widget.

• What if P-numbers are added to the department location in Emply People?

  Complete the steps below to send the P-number from Emply People and be approved in Lessor Payroll?

  • All departments in Emply People must be set up with, at least one, location where a P-number is added. If department has multiple locations, then a location must be added to each department.

  • The P-numbers must be added to each company code on Lessor Payroll.

  • When creating an employment in Emply People, select afdeling-(department), lokation-(location) AND virksomhedskode-(company code) where P-number is configured in Lessor Payroll.

• Do you need to update the data in Emply People or in Lessor Payroll?

  Since the integration is a one-way integration sending the data from Emply People to Lessor Payroll, it makes sense to update the data on the employee in Emply People. The update will be sent to Lessor Payroll where you can see what data has changed on that employee's card.

• Should the employee be created in both Lessor Payroll and Emply People?

  No, when a new employee is created in Emply People with the mapped data in integration settings. If automatic approval is not enabled, the new employee will land in employee for approval in Lessor Payroll. It can then be looked through and approved.

• How do absence records affect the employee's salary?

  From Emply People, data about holiday and a records is sent to Lessor Payroll. Absence types are sent to Lessor Payroll. The payroll system handles how the absence affects the employee's pay. An example is self-paid leave which must be mapped to the same absence type in Lessor Payroll, which takes care of making the deduction in the employee's salary.

• What data does Emply People extract?

  Emply People can send master data, salary data and leave, and absence records to Lessor Payroll. Some fields are mandatory to map and others are optional. The whole leave and absence record is optional.

• What information needs to be filled in Emply People?

  On the master data and in the payroll widget in Emply People, some specific fields have to be set up, such as company and organization code. These are necessary to set up in the integration.

• Can the integration retrieve salary adjustments from Lessor Payroll to Emply People?

  No, the integration is one way and therefore Emply People does not retrieve data about payroll adjustments from Lessor Payroll.

• Which versions of Lessor Payroll can Emply People integrate to?

  All Lessor Payroll Cloud solutions.