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Who is Datapay?

Datapay is a comprehensive payroll management solution crafted to streamline payroll processes for businesses of all sizes. Integrating payroll management, time tracking, and compliance functionalities, Datapay aims to enhance operational efficiency and ensure regulatory adherence. With features such as automated payroll calculations, time and attendance tracking, and robust reporting tools, Datapay empowers organisations to optimise payroll operations, reduce administrative burden, and enhance employee satisfaction. For more information, please visit ⭧Datapay's official website.

What this article covers

This article outlines the functions and options available through API-based integration between Humanforce Workforce Management (WFM) and Datapay New Zealand in Humanforce Cloud. It is crucial to set up the integrations correctly to prevent data issues. If you require assistance or are unsure about setting up the integration, please reach out for help before starting to avoid additional fees for support packages.

Prerequisites

Before proceeding with the integration, ensure that the following prerequisites are met:

Humanforce Cloud Customer: Access to this integration is exclusive to Humanforce Cloud customers.
API Credentials: Obtain the necessary API credentials from Datapay NZ, ensuring they have the required permissions for seamless data exchange between the two platforms.
Source of Truth: Datapay NZ serves as the primary source for employee data, unless you're using Humanforce HR or Humanforce WFM onboarding.
- Note: There is no native integration between Humanforce HR and Datapay. If required, a custom integration must be scoped and built at the customer’s expense.
- Note: Employee records should NOT be created or updated in WFM.
Change Approvals: The "Changes Require Approval" permission must be enabled to allow changes made in WFM via the Change Approvals page into Datapay NZ.
Adding Pay Components in Datapay: If you're using the LWR and/or LDH solutions in WFM, ensure the corresponding pay components are properly set up in Datapay.
Adding Webhooks Configuration in Datapay: As the integration uses webhooks to import termination dates for employees from Datapay to WFM, it is required to configure Datapay system with the following Humanforce URL to receive webhook updates for the "Employee Terminated" events along with all the relevant customers. This will be setup by the Datapay implementation team and please the team to complete this setup. Once the Datapay configuration is done, for good measure, please disconnect and reconnect the Integration task in Integration Central (Don't forget to save the connection details before you disconnect as the credentials will be cleared out when you disconnect)

What does the integration do?

The integration between Humanforce WFM and Datapay NZ enables the seamless transfer of critical employee data, ensuring accuracy and efficiency in workforce management.

This integration brings additional benefits, including:

Scheduled or Ad-hoc Syncs: Flexibility to schedule regular data syncs or trigger them manually as needed.
Data Accuracy Validation: Built-in validations help protect data accuracy during transfers.
Actionable Errors and Logs: Gain full transparency into the integration process with actionable error messages and detailed logs to manage any issues between your WFM and payroll systems.

Here's what the integration accomplishes:

Employee Personal Details:
- Datapay NZ → Humanforce WFM
  - Newly created employees and updates made to the employee's details are sent to WFM in a bulk sync that can be scheduled or manually run through Integration Central (IC).
  - The employee's base pay rate is imported from Datapay NZ against their default role. All secondary roles will be managed in WFM and rate needs to be aligned to pay rate of the default role.
  - Employee termination, reinstatements are managed in Datapay and will be updated in WFM.
    - Employee self-service is supported from Datapay or the connected HR system (that's linked with Datapay).
  - ```
  Note:
  - Employees with multiple contracts cannot be supported via this integration.
  - Employee data should NOT be updated in WFM as Datapay NZ is the employee data source of truth. We recommend that WFM employee screens are made view-only.  
```
Payroll Export
- Humanforce WFM → Datapay NZ
  - Timesheets are created, authorised, and processed in WFM to accurately record employees' working hours and ensure correct pay based on the applicable award or agreement. At the end of each pay period, WFM admins send them to payroll for processing.
  - Hours worked on all roles will be included in timesheets. As long as all the pay rates are the same for all roles for the single employee, this solution will work perfectly!
  - ```
  Pay Rate overrides on timesheets are not supported in this integration.
```
- Backpay is supported on integration, enabling Payroll to perform backpay calculations based on rates, worked hours, and other pay components provided by WFM.
  - ```
  Note that, the solution supports backpay only if employees have a single pay rate applicable across their roles in WFM. 
```
Employee Leave Balances
- Datapay NZ → Humanforce WFM
  - Employees submit leave requests in WFM, where managers approve them, and the roster updates employee availability. At the end of each pay period, the WFM admin reviews, finalises, and exports timesheets—including leave requests—into payroll for processing.
  - Leave balances are calculated and managed in payroll and synchronised to WFM on a scheduled basis at the end of each pay period after the pay run is finalised, ensuring accurate and up-to-date leave entitlements.
    - ```
    Please refer to best practices around leave balance imports.
```
- Leave can be calculated using both RDP & ADP methods as pay rate will be same for all roles for an employee.
  - ```
  Note that integration currently supports only Annual Leave in Weeks & Hours and FBAPS in Days and displayed in WFM in hours.
```
Payslips
- Datapay NZ → Humanforce WFM
  - After payroll finalisation payslips are available in Datapay and can be synced to WFM on-demand.
  - The sync process requires a manual trigger to fetch payslips from payroll into WFM and this should be done on the next business day after payroll processing is complete.
  - ```
  Employees with multiple roles will not be able to see a breakdown of their pay by each role in the payslip. 
```

Integration Setup

Detailed step-by-step setup instructions for the Datapay NZ integration can be found in this article ⭧Set up Datapay NZ integration.

API Documentation

Humanforce WFM uses its REST API to push and pull data between the systems. More information on the Humanforce REST API is available in this article ⭧Humanforce REST API Overview.

Integration Workflow

Follow these steps to set up the integration between Humanforce WFM and Datapay NZ:

Prepare your data:
1. Create Auxiliary Data:
  - In WFM: Create Access Level, Clock-in Setting, Qualification Types, Visa Types, Employment Type, Location, Department, Role, Award Profiles and Area (if required) in WFM.
  - In both systems: Create Public Holidays, Pay Rates, Pay Types and Leave Types. Create and match Gender, Title and Pay Company in both WFM and Datapay NZ.
Set Up Integration:
1. Obtain API credentials for Datapay NZ.
2. Set up the integration in WFM > Integration Central. ⭧Learn how in this article.
3. Test the connection and resolve any errors.
Configure Mapping:
1. Employee Import
  - Enable employee details sync for accurate data transfer. Supported mapping ⭳below.
  - Enable leave balance sync and complete mapping.
2. Employee Upload should not be enabled (Unsupported functionality).
3. Payroll Export
  - Enable payslips import if required.
  - Enable LDH and LWR and configure related settings.
  - Match the WFM pay types to the relevant category, pay component, sub category and send rate in Datapay NZ.
4. Optionally, schedule automatic data synchronisation from Datapay to WFM for employee data.
Review and Troubleshoot:
1. Monitor the import log and address any errors for a successful data transfer.

Best Practices and Tips

External ID Matching (To Avoid Duplicate Employees): Employee ID is an API-only identifier issued by Datapay. When an employee is correctly created in the WFM, this ID will be visible in the "Other Info" section of the employee record as their External ID.
- Ensure the External ID in WFM matches the Employee ID in Datapay to prevent data duplication.
- Before an employee is created newly in WFM, the integration will attempt to confirm and link the Datapay employee to an existing WFM employee using fixed set of employee matching criteria. For this, the employee first name, last name, date of birth & Pay Company is used.
- If you require access to the list of Employee IDs applicable to your employees please contact Humanforce Support and they can liaise with the appropriate teams
- If you receive this error in the integration; "...The employee already exists with the same employee code.", and you expected this employee to be linked with an External ID populated in WFM, then it is most likely due to a mismatch on one or more of the above mentioned employee matching criteria. Ensure to review those data points match between the WFM and Datapay systems before raising a support request.
Auxiliary Data Consistency: Ensure fields like Gender, Title, and Pay Company are consistent between WFM and Datapay to avoid data errors.
Field Mapping: Double-check field mappings to avoid potential data inconsistencies.
Log Monitoring: Regularly review import logs to quickly address errors and ensure smooth data syncs.
Payslip Import Timing: We recommend running the payslip import the day after the pay run to allow Datapay time to generate payslips.
Leave Balance Import Timing: We recommend only importing leave balances to WFM the day after the pay run has been completed in Datapay.
- For achieve this, please ensure Leave Balances import is ticked-off by default and is ticked-on only for the duration of the leave balance import.
- It should be unticked immediately after.

- In New Zealand, legislation requires annual leave entitlements to be expressed in weeks and FBAPS leave in days, while WFM manages everything in hours for ease of use. The integration allows employees to apply for leave in hours and view their leave balance in hours within WFM, simplifying the process. Payroll provides the conversion, calculating and managing entitlements in days or weeks to ensure compliance, then converting leave balances back to hours for accurate management in WFM.
  - Note that in certain scenarios such as newly hired employees without work-patterns may have leave balance conversation restrictions in the first few weeks and this is to be expected.
  - When you notice a leave balance discrepancy we recommend checking if any of the scenarios apply to that employee;
    - The employee has not yet been included in a finalised pay run (e.g., new starters)
    - The employee has no defined work pattern or standard hours/days set up in Datapay
    - The employee is casual and worked no hours in the pay period (LWR hours are zero)
    - There is not enough historical pay data to calculate averages
  - If unsure, reach out to Datapay for support.
Autopay Usage: Autopay functionality in Datapay should be carefully considered with approval from the Humanforce implementation team.
Timesheet Upload for Salaried Staff: Ensure timesheets for worked and leave hours are uploaded to Datapay for all employees, including salaried staff.
For salaried employees, this can be achieved by:
- Creating Master Templates for salaried staff.
- Loading them into rosters.
- Using a data exchange task to automatically create timesheets based on these rosters for employees with the Timesheet Autocreate flag enabled.
  If further assistance is needed, please contact a Humanforce implementation team.
Award Configuration: Set up awards to limit hours per pay period for full-time and part-time employees, ensuring accurate payroll.
Employee Email in Datapay: Datapay supports one email address per employee, used for both contact and report user purposes. Discuss the best setup approach with your Humanforce and Datapay implementation teams.
Handling Employee Terminations: It is advised that all employee terminations are processed in Datapay as part of payroll processing to avoid any conflicts. Once the termination is processed in the Datapay, the termination date will be sync'd to WFM automatically.

Known Issues / Gaps / Callouts

Solution Limitation Callouts
- Currently available integration only supports Employee data syncs from DP NZ ->WFM and not WFM -> DP NZ (This is unsupported as of now).
  - This means that WFM updates via website or WFM Work-App cannot be used to update employee updates.
- Customers with employees that needs to have multiple roles where there're at least 2 roles with different rates cannot be supported
- Customers with employees that have multiple contracts cannot be supported
- Employees can only view & manage leave in WFM in hours.
Running Leave Balance Syncs Before Pay Packet Closure Results in Incorrect Balances
- Issue: If leave balances are imported before the current pay period is closed in Datapay, balances may be inaccurate.
- Status: Under review for development.
- Workaround: Run leave balance imports only after the closure of the current pay packet in Datapay. Avoid closing balancing pay packets until the current period’s pay packet is ready to close to prevent employee confusion.
Payroll Code in WFM Not Updated if Already Populated
- Issue: If a Payroll Code is already populated in the WFM employee record, it will not be updated by Datapay. This behavior is expected but can be confusing.
- Status: Resolved (Available in production)
- Workaround: Manually update the Payroll Code in Datapay if changes are required.

Supported Data Mapping

This integration facilitates data transfer between Humanforce WFM (WFM) and Datapay NZ (DPNZ) in four main categories:

Employee Details: This includes employee information such as personal details, and employment details, which can be transferred in both directions between the two systems.
Employee Leave Balances: Employee leave balances are checked and optionally pulled from Datapay NZ to WFM.
Payroll Export: Once timesheets are processed in the WFM payroll screen, the timesheet data can be uploaded to Datapay NZ.
Detailed step-by-step setup instructions on how to upload timesheets to Datapay NZ can be found in this article ⭧Upload timesheets to Datapay NZ.
Payslips: The payslip import can be triggered in the WFM payroll screen once pays are finalised in Datapay NZ. Note, payslips import must be enabled under the integration task in integration central.

Employee Details

Employee Connection

Employees are filtered during the import process based on the following criteria: Selected Company, Selected Pay Group, Finalisation (only finalised employees are imported), Type (only Standard employees are imported, Restricted employees are excluded), and Sync Date (a delta is used for each import, which auto-updates after a successful import).

The integration uses Employee ID in Datapay NZ and External ID in WFM to link employee profiles. If the values of these fields are different for an employee, the employee profile will not sync across systems. Changing other codes like the Humanforce PayrollCode will have no impact on the profiles syncing.

Available Integration Flows

Datapay NZ→ WFM	WFM→ Datapay NZ
Bulk - Scheduled or manually run Setup in Integration Central The integration has been updated to sync only the changed/delta employee fields instead of all fields during each sync. (updated 23rd May) Realtime - Webhook events Employee Terminated	Realtime - on click save (API) Employee changes made via Employee Management screen Employee changes made via the Change Approval process

Integrated Data

The following tables will take you through which employee data fields can be transferred via the API.

Some fields are configurable in the integration configuration screen in WFM (Management>Advanced>Integration Central).

Where field details are noted as "Summary Entity Model", ensure the values held in the auxiliary list match between systems.

Field Name - HF WFM tab.section. field name [api name]	Field Name - Datapay NZ	Integration Direction	Important Notes Field Details
Employment.Employment. Payroll Code*	Employee Code	DPNZ→WFM	These codes match in the UI allowing a consistent code that identifies an employee to be tracked in both systems. Further, Employee Code (referred to as Code in Datapay API documentation) can be used as a unique ID for employees when uploading timesheets manually into Datapay. 100 character max
Personal Details.Contact. Employee Code*	Employee Code	DPNZ→WFM	Datapay Employee code is imported to HF WFM's Employee Code to ensure both Payroll Code and Employee Code in WFM are kept aligned.
Other Info.Other Info. External ID	Employee ID	DPNZ→WFM	This is the unique identifier for the employee profile to sync between systems, this is the only code used when linking profiles for integration purposes. When an External ID is mapped to an employee in WFM, this value will be visible in the "Other Info" section. If you require to access the External ID from Datapay NZ, then you will need to raise request with Humanforce Support team.
Personal Details.Personal. Title	Title	DPNZ→WFM	The Title in WFM must be configured to match the below values from DPNZ. `UnknownMrMrsMiss` `MsOtherSir` `Lady` `Dr` Summary Entity Model
Personal Details.Personal. First Name*	First Name*	DPNZ→WFM	30 character max
Personal Details.Personal. Last Name*	Surname*	DPNZ→WFM	30 character max
Personal Details.Personal. Roster Name [ShortName]*	Known As	DPNZ→WFM	Employee’s name as it will appear in the rostering screen. 15 character max
Personal Details.Address. Address 1	Address: Address 1 [Street]	DPNZ→WFM	50 character max
Personal Details.Address. Suburb	Address: Address 2 [Suburb]	DPNZ→WFM	50 character max
Personal Details.Address. State	Address: Address 3 [City]	DPNZ→WFM	50 character max
Personal Details.Personal. Birth Date [DateOfBirth]	Birth Date	DPNZ→WFM	dd-mm-yyyy
Personal Details.Personal. Gender	Gender	DPNZ→WFM	The Gender in WFM must be configured to match the below values from DPNZ. `UnknownMaleFemale` `Gender Diverse` Matched by Name or Export Code on import to WFM. Summary Entity Model
Personal Details.Contact. Mobile	Mobile Phone	DPNZ→WFM	20 character max
Personal Details.Contact. Phone	Home Phone	DPNZ→WFM	20 character max
Personal Details.Contact. Phone 2 [SecondaryPhone]	Work Phone	DPNZ→WFM	Alternate phone number for the employee 20 character max
Personal Details.Contact. Email	Email Address	DPNZ→WFM	Datapay supports one email address per employee, used for both contact and report user purposes. Discuss the best setup approach during implementation. 128 character max
Personal Details.Bank Account. Account Name [BankAccountName]	Account Holders Name	DPNZ→WFM	Optional to import and/or upload 50 character max
Personal Details.Bank Account. Account No [BankAccountNumber]	Bank Account Number*	DPNZ→WFM	Bank account number must be in the correct format "00-0000-0000000-000" They will be transformed to the correct format if 16 digits are provided. Invalid bank account numbers will trigger warnings in the log, however not stop the integration completely. Optional to import and/or upload 50 character max
Employment.Employment. Job Title	Occupation	DPNZ→WFM
Employment.Employment. Tax Id	IRD Number*	DPNZ→WFM	Employee’s tax identification code. 50 character max
Employment.Employment. Start Date*	Start Date*	DPNZ→WFM	Note, updates to the start date in WFM will not transfer and cause an error in DPNZ dd-mm-yyyy
Employment.Employment. Termination Date	Termination Date	DPNZ→WFM	While updating termination date in WFM is supported it is not recommended to use this feature without clear processes in place. Its recommended that the termination process is handled in Datapay directly. If a termination date is set in WFM, the integration send Termination Date as set by user and Pay Until Termination Date = true to Datapay. dd-mm-yyyy
Employment.Employment. Max Roster Hours [RosterMaxHours]	Standard Hours Per Week	DPNZ→WFM	Effective Date in WFM is set to the start date of the current Pay Period of the Employee’s Pay Company. FTE hours per week in employee’s work pattern. Optional to import 50 character max
Location, Department, Roles.Roles and Profiles. Default Rate Override [DefaultHourlyRate]	Pay Rate	DPNZ→WFM	Only base pay rate import is supported. This will be imported against the employee's default role. All secondary roles will need to be managed in WFM and rate needs to be aligned to this default pay rate. Optional to import
Other Info.Emergency Contacts. Relationship	Emergency Contact Relationship	DPNZ→WFM	Optional to import and/or upload Details on how the emergency contact is related to the employee.
Other Info.Emergency Contacts. Street1	Emergency Contact Address	DPNZ→WFM	Optional to import and/or upload
Other Info.Emergency Contacts. Mobile	Emergency Contact Mobile Phone	DPNZ→WFM	Optional to import and/or upload
Other Info.Emergency Contacts. Phone	Emergency Contact Home Phone	DPNZ→WFM WFM→DPNZ	Optional to import and/or upload
Employment.Employment. Pay Company			Syncs based on company selected in the integration setup.
Employment.Employment. Include in payroll export* [ExportPays]			Default set to True Indicates whether the employee’s timesheet data should be sent to payroll the payroll system or not. boolean

* Mandatory field

New Employee Defaults

The following fields allow once-off values to be selected for newly created employees.

Field Name - WFM tab.section. field name [api name]	Field Details
Personal Details.Personal. Roster Name*	Employee’s name as it will appear in the rostering screen. 15 character max
Employment.Employment. Access Level Employment Type Clock-in Settings Default Location Default Department Default Role Default Area Default Period Leave Accrual Settings	Summary Entity Model
Employment.Employment. Probation Period	Employee’s probation period in days. 50 character max
Location, Department, Roles.Roles and Profiles. Default Award Profile Default Pay Rate	Summary Entity Model

Non-Integrated Data

The following fields are not available for mapping between the two systems, so they need to be maintained in the source system if required.

Humanforce WFM fields

Field Name - HF WFM tab.section. field name [api name]	Field Details

Personal Details.Contact. Seq No Image Middle Name Address 2 Post Code Country Email 2[SecondaryEmail]
Personal Details.Bank Account. Bank[BankName] BSB[BankBSB] Bank State
Personal Details.Contact. Net Username Pager Phone Ext	Domain and username of employee’s Windows account. Used to allow logging in to Humanforce with Windows account if SSO setup. 50 character max Employee’s Pager or RFID card number. 20 character max Employee’s phone number extension. 50 character max
Personal Details.Diversity. Disability Type Employment Situation Ethnicity Loan Type Nationality	50 character max Summary Entity Model 50 character max Summary Entity Model 50 character max Summary Entity Model 15 character max Summary Entity Model
Employment.Employment. Job Title Employment Type Access Level Clock-in Settings Verification Mode	Description of the employee’s function within the company 50 character max Summary Entity Model Summary Entity Model Summary Entity Model Summary Entity Model
Employment.Employment. Default Location Default Department Default Role Default Area Default Period
Employment.Employment. Leave Accrual[ShiftTypeSetting] Leave Accrual Start	Name of an existing Leave Accrual Setting in Humanforce to assign to the employee. 50 character max Summary Entity Model Date from which to calculate leave accruals or projections for the employee. Set to start date by default. dd-mm-yyyy
Employment.Employment. Management Group	Name or Export Code of an existing management group within Humanforce. 50 character max Summary Entity Model
Employment.Employment. Probation Period[ProbationDays]	Employee’s probation period in days. 50 character max
Employment.Employment. Visa Type Visa Number Visa Expiry
Employment.Employment. Passport Country Passport Number	The country of the Employee’s passport. 50 character max Employee’s passport number. 20 character max
Employment.Employment. Min Roster Hours[RosterMinHours]	Minimum number of hours that the employee should be rostered for per roster period. 50 character max
Employment.Employment. Block Time Clocking Functions [LoginDisabled] Receive Email? Receive SMS? Timesheet Auto Create Flag	boolean boolean boolean Indicates if employee’s rosters should be automatically converted into timesheets, used in conjunction with a Data Exchange task. boolean
Location, Department, Roles.Departments. Location Department Role	Additional Employee LDRs are to be managed in HF WFM. Summary Entity Model
Location, Department, Roles.Roles and Profiles. Award Profile Pay Rate Charge out Rate Base Award Profile Base Award Pay Rate [AwardPayRate]	Summary Entity Model
Qualifications.Qualifications. Type Certificate No Attachment Comments Date Issued Date Requested Expiry Status Notes	Summary Entity Model 30 max Not Supported via integration 2000 max dd-mm-yyyy dd-mm-yyyy dd-mm-yyyy 200 max
Other Info.Emergency Contacts. Company/Clinic Contact Type Country Email Mobile PostCode State Street2 Suburb Work Phone
Other Info.Emergency Info. Allergies
Other Info.Other Info. Comment 1 Comment 2 Comment 3 Comment 4
Award Profile Override.Shift Gap. Min Shift Gap Override	boolean

* Mandatory field

Datapay NZ fields

Field Name - Datapay NZ	Field Details
Employee Code* Tax Code* Pay Rate Option* Sick Leave Stand Down* Suppress Payments* Pay Setup* Pay Point* KiwiSaver Option* Eligible for CEC and ETC* Tenure* Pay Group* Home Costing* Manager ID Sick Leave Stand Down Unit Region Special Tax Rate Withholding Tax Rate ESCT Rate ACC Class Employee KiwiSaver Percentage KiwiSaver Exempt Income Option Free Text Fields 1 through 9

* Mandatory field

Payroll Export

Field Name - HF WFM	Field Name - Datapay NZ	Transfers	Important Notes
	Pay Run ID	DPNZ→WFM
External ID	Employee ID	DPNZ→WFM	External ID is used in timesheet uploads to Datapay.
Pay Type Export Code	Pay Component Code	DPNZ→WFM
Timesheet Start Date	Start Date	DPNZ→WFM
Timesheet End Date	End Date	DPNZ→WFM
Cost Centre Code	Cost Box ID	DPNZ→WFM	To determine the costboxId, we call the costbox endpoint and look up where the cost centre code matches the name of the cost box ID. We only include items where the `ChildCostBoxes` = NULL
	Values Input Type Values Reference Value Name	DPNZ→WFM	1 = units 2 = rate. The input type is always assumed as units unless "send rate" is ticket in the payroll export setting in IC Amount of units payable, or rate value

Cost Centre Mapping

Cost centre mapping is a crucial step in integrating Humanforce WFM with Datapay NZ. It ensures that timesheet data is accurately matched to the corresponding cost centres in Datapay.

Setup Steps

Activate CCM Setting:
- Enable the Cost Centre Mapping (CCM) setting via Integration Central.
- Select a source for the cost centre codes, such as "Location/Department/Role ExportCode".
- Select appropriate Separators where required.

Once the CCM setting is activated and the source is selected, the following steps are automated within the API:

Transform Cost Centre Codes:
- The system automatically converts the cost centre codes from WFM to the required format for Datapay. This transformation ensures compatibility and accuracy when matching codes between the two systems.
API Calls for CostBoxId:
- The system uses the coststructures endpoint from Datapay’s API to retrieve cost centre data. It matches the WFM cost centre code with the Datapay code and obtains the corresponding internal ID (CostBoxId). The process includes checking arrays with null values for ChildCostBoxes to find the appropriate CostBoxId.
Send Transformed Codes with Timesheets:
- During the timesheet upload process, the system includes the transformed cost centre codes with the relevant timesheets. Datacom expects these codes using their corresponding CostBoxId, ensuring accurate data matching and processing.

Sending LWR hours (Annual Leave in weeks)

Leave Weekly Roster (LWR) represents the ordinary hours an employee has worked, including the hours they were on leave. This information is crucial for Datapay to calculate the employee's Annual Leave balances correctly. For employees without a set work pattern, calculating Annual Leave balances can be a challenge. The LWR feature in the Humanforce>Datapay integration simplifies this process by converting Annual Leave requests from hours to weeks, ensuring accurate leave balance calculations.

The LWR functionality comes into play when an employee does not have a defined work pattern. In such cases, Datapay requires the LWR value to accurately determine employee Annual Leave balances.

Example of LWR in use:

Consider an employee with variable hours who requests 20 hours of leave in a week when they are scheduled to work a total of 40 hours. Humanforce calculates the LWR as 40 hours for that week, which is then sent to Datapay. Datapay uses this LWR value to process the leave request.

Calculation: 20 hours of leave requested ÷ 40 LWR hours = 0.5 weeks
Result: 0.5 weeks will be deducted from the employee’s leave balance for that week.

Through the integration’s use of LWR, Datapay aligns each leave request with the employee's actual or planned weekly hours, ensuring precision and consistency in leave balance management.

Conditions

LWR is only generated for employees without a work pattern.
LWR is sent in hours and split by week, starting from the beginning of the pay period.
LWR is calculated using all pay types flagged with Send LWR.
The LWR checkboxes are only available under the category "Leave Taken" and "Payments".

Setup Steps

Open Integration Central, navigate to step 4 - Payroll Export tab under the DP integration task.
Enable the Send LWR checkboxes for the pay types that represent the employee's normal/expected hours (e.g., Ordinary Hours, but not Overtime). Exclude penal rates, overtime and allowances.
- Note: If multiple selections overlap for the same hours, the LWR calculation may be inflated. Ensure no time period is double-counted.

Overnight Split Linking Threshold

The linking threshold feature in Datapay NZ ensures that shifts split across multiple days, particularly overnight shifts, are correctly linked and treated as a single transaction in payroll processing. This prevents issues that arise when shifts span across two dates, which could result in miscalculations if handled as separate entities. By setting a linking threshold, users can define the time interval within which shifts are considered part of the same work period.

Conditions

Applicable when shifts start on one day and end the next (i.e., overnight shifts).
The timesheet linking threshold must be set in Integration Central.
The system links shifts that occur within a configurable time threshold. This threshold can be adjusted to reflect the business’s operational needs.

Setup Steps

Open Integration Central, navigate to step 4 - Payroll Export tab under the DP integration task.
Locate the Overnight Split Shift Linking Threshold field:
- Set the linking threshold, which determines the time window in which shifts are linked. The default value is 60 minutes, but this can be configured between 0 and 720 minutes.
- Shifts that end and start within the defined threshold will be grouped and treated as a single entry for payroll purposes.

LDH Generation and Timesheet Linking Threshold

Leave Daily Hours (LDH) is calculated and sent to Datapay via the integration. This data facilitates the conversion of leave recorded in hours within Humanforce WFM into days in Datapay, ensuring accurate payroll processing. LDH is calculated and sent for all employees including employees with & without a work pattern. The Timesheet Linking Threshold further enhances LDH calculation by grouping shifts within a set time interval, ensuring shifts are treated as a single transaction for LDH purposes. When LDH is enabled, Humanforce WFM sends the LDH component to Datapay, which overrides the missing or incomplete work pattern to ensure leave request can be processed.

Example of LDH in use:

Consider an employee with variable hours who requests 6 hours of leave on a day when they are scheduled to work 8 hours. Humanforce assigns an LDH of 8 hours for that day using the roster data at hand, which is then sent to Datapay. Datapay uses this LDH value to process the leave request.

Calculation: 6 hours of leave requested ÷ 8 LDH hours = 0.75 days
Result: 0.75 days will be deducted from the employee’s leave balance for this day.

Conditions

LDH is generated for all employees (i.e. employees with & without a work pattern).
LDH is calculated using all pay types flagged with Send LDH, and shifts are grouped based on the LHD linking threshold (default: 60 minutes).
The LDH checkboxes are only available under the category "Leave Taken" and "Payments".
If an employee with a defined work pattern requests leave on a day they are not scheduled to work, no LDH is generated.

Setup Steps

Timesheet Linking Threshold:
- Open Integration Central, navigate to step 4 - Payroll Export tab under the DP integration task.
- Configure the Timesheet Linking Threshold to define the time window for linking shifts. By default, the threshold is set to 60 minutes, but this can be adjusted between 0 and 720 minutes.
- Shifts that end and start within this time window are grouped and treated as a single LDH unit, ensuring accurate leave calculations.
LDH Generation:
- Open Integration Central, navigate to step 4 - Payroll Export tab under the DP integration task.
- Enable the Send LDH checkboxes for relevant base pay types (e.g., Ordinary Hours, Sick Leave, Public Holidays). Exclude penal rates, overtime and allowances, as LDH is only based on an employee’s standard base hourly payments.
- Note: If multiple selections overlap for the same hours, the LWR calculation may be inflated. Ensure no time period is double-counted.
- LDH is calculated by summing all the pay types marked with Send LDH for the timesheet.

Employee Leave Balances

Field Name - HF WFM	Field Name - Datapay NZ	Transfers	Important Notes
External ID	employee ID	DPNZ→WFM	Requires the WFM ExternalID to match the EmployeeID in DPNZ for sync to work.
Shift Types	Leave types	DPNZ→WFM	The mapping relationship is 1 to 1 and configured via the integrations import options page. Only hours will be imported into Humanforce WFM, even if the original balance is stored in days or weeks.

Payslips

You can select from two options for importing payslips into WFM via the Payroll Payrun screen. Choose the option that best fits your needs:

Option 1: Import Payslips for All Employees in the Current Pay Run

This option imports all payslips for employees associated with the current WFM pay run visible on the screen.

Option 2: Import Payslips for All Employees in the Datapay Pay Group

This option imports payslips for all employees in WFM who belong to the designated Datapay Pay Group, as set up in the Integration Central task.

Field Name - HF WFM	Field Name - Datapay NZ	Transfers	Important Notes
Payroll Code	Employee Number	DPNZ→WFM	Manually trigger the payslip import the day after the pay run to allow Datapay time to generate payslips.
First Name/ Last Name	First Name/ Last Name	DPNZ→WFM
Payroll date /Pay Period	Period Dates	DPNZ→WFM

Datapay NZ: Native Integration with Humanforce WFM

Who is Datapay?

What this article covers

Prerequisites

What does the integration do?

Here's what the integration accomplishes: