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The integration mentioned in this article is currently under development, and the details provided are subject to change. To stay updated on any modifications or enhancements, click the "Follow" button located at the top left corner of this article under the heading.

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.

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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).
    • Termination dates entered in Datapay will sync to WFM.
  • Humanforce WFM → Datapay NZ
    • New employees created in the WFM Onboarding module or Employee Management screen, create a new employee in Datapay.
      • Note, an employee will not be active in Datapay until all payroll-specific fields (e.g. Tax details, leave accruals, etc) are completed directly in Datapay.
    • Updates made to employee details from the Employee Management screen or via the Change Approval process will flow through to Datapay.
• Payroll Export
  • Humanforce WFM → Datapay NZ
    • Timesheets are clocked, authorised and processed against the employee's assigned award profile in WFM. Then award-interpreted timesheet data, leave taken, and override rates are synced to Datapay NZ.
• Employee Leave Balances
  • Datapay NZ → Humanforce WFM
    • After payroll finalisation leave balances are updated in Datapay and can be synced to WFM.
      Note, in WFM all leave is displayed in hours.
• Payslips
  • Datapay NZ → Humanforce WFM
    • After payroll finalisation payslips are available in Datapay and can be synced to WFM.

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 intelliHR (iHR) or Humanforce WFM onboarding.

  • Note: There is no native integration between iHR and Datapay. If required, a custom integration must be scoped and built at the customer’s expense.
• 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.

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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:

1. 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.
   2. Create or upload employee records in Humanforce WFM.
2. 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.
3. 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
      • Enable employee details mapping for accurate data transfer. Supported mapping ⭳below.
   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. 
4. Review and Troubleshoot:
   1. Monitor the import log and address any errors for a successful data transfer.

Best Practices and Tips

• External ID Matching: 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. For this, the employee first name, last name and date of birth is used.

• 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.

• 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

1. Solution Limitation Callouts
   • Currently available integration only supports Employee data syncs from DP NZ ->WFM and not WFM -> DP NZ (This is still under development)
   • Multi-Contract functionality for employees is not supported
   • Multi-Role handling per employee is not supported
   • WFM only support Leave applying and viewing in hours
   • Integrated Backpay handling is not supported
2. Terminated Employee Sync
   • Issue: Employees terminated between the last employee sync from Datapay to WFM and the most recent sync, where termination dates are in the past, are not automatically updated in WFM resulting in a data inconsistency.
   • Status: Resolved (Available in production)
3. Employee Fields Updated to be Empty Not Syncing to Datapay
   • Issue: If a field in WFM is cleared (e.g., removing a secondary email), the update does not sync to Datapay.
   • Status: Resolved (Available in production)
   • Workaround: Manually update the employee record in Datapay to reflect the empty field.
4. Duplicate Employees Created in Datapay When Using WFM as Employee Source
   • Issue: If an employee is created in WFM and updated immediately (within 30 seconds to 1 minute) before the External ID is populated, a duplicate employee may be created in Datapay.
   • Status: Resolved (Available in production)
   • Workaround: Ensure the External ID is populated in WFM before making any edits. If the External ID is not populated within a few minutes of creation, raise a support ticket.
5. 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.
6. 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.
7. Not loading Employees with Future Start Dates
   • Issue: Employees who are loaded to Datapay with start dates in the future are not loaded to WFM as per current design
   • Status: Resolved (Target Delivery to Production: 23rd JAN 2025)
   • Workaround: Manually create employees in WFM for early roster creations and ensure External ID from Datapay is added to this record to avoid duplicate employee creation
8. Multi-Role, Backpay and Leave Rates Integration Gap 
   • Issue: As the rates are maintained in WFM, currently there's no efficient way for these to be sent to Datapay hence any backpay or leave rate related adjustments after the fact needs to be handled out side of the integration
   • Status: Open and under investigation with Datapay Team (ETA H2 Calendar 2025) 
   • Workaround: Please contact your Humanforce implementation team for support.

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Supported Data Mapping

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

1. Employee Details: This includes employee information such as personal details, and employment details, which can be transferred in both directions between the two systems.
2. Employee Leave Balances: Employee leave balances are checked and pulled every time the Datapay NZ integration central task runs in WFM.
3. 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.
4. 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 WFM→DPNZ	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
Other Info.Other Info. External ID	Employee ID	DPNZ→WFM WFM→DPNZ	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.
Personal Details.Personal. Title	Title	DPNZ→WFM WFM→DPNZ	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 WFM→DPNZ	30 character max
Personal Details.Personal. Last Name*	Surname*	DPNZ→WFM WFM→DPNZ	30 character max
Personal Details.Personal. Roster Name [ShortName]*	Known As	DPNZ→WFM WFM→DPNZ	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 WFM→DPNZ	50 character max
Personal Details.Address. Suburb	Address: Address 2 [Suburb]	DPNZ→WFM WFM→DPNZ	50 character max
Personal Details.Address. State	Address: Address 3 [City]	DPNZ→WFM WFM→DPNZ	50 character max
Personal Details.Personal. Birth Date [DateOfBirth]	Birth Date	DPNZ→WFM WFM→DPNZ	dd-mm-yyyy
Personal Details.Personal. Gender	Gender	DPNZ→WFM WFM→DPNZ	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 WFM→DPNZ	20 character max
Personal Details.Contact. Phone	Home Phone	DPNZ→WFM WFM→DPNZ	20 character max
Personal Details.Contact. Phone 2 [SecondaryPhone]	Work Phone	DPNZ→WFM WFM→DPNZ	Alternate phone number for the employee 20 character max
Personal Details.Contact. Email	Email Address	DPNZ→WFM WFM→DPNZ	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 WFM→DPNZ	Optional to import and/or upload 50 character max
Personal Details.Bank Account. Account No [BankAccountNumber]	Bank Account Number*	DPNZ→WFM WFM→DPNZ	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 WFM→DPNZ
Employment.Employment. Tax Id	IRD Number*	DPNZ→WFM WFM→DPNZ	Employee’s tax identification code. 50 character max
Employment.Employment. Start Date*	Start Date*	DPNZ→WFM WFM→DPNZ	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 WFM→DPNZ	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
Other Info.Emergency Contacts. Name	Emergency Contact Name	DPNZ→WFM WFM→DPNZ	Emergency flag enabled by default on import. Optional to import and/or upload
Other Info.Emergency Contacts. Relationship	Emergency Contact Relationship	DPNZ→WFM WFM→DPNZ	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 WFM→DPNZ	Optional to import and/or upload
Other Info.Emergency Contacts. Mobile	Emergency Contact Mobile Phone	DPNZ→WFM WFM→DPNZ	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. Employee Code*	Employees unique identifier for WFM. Auto-populated
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

1. 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:

2. 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.

3. 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.

4. 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

1. Open Integration Central, navigate to step 4 - Payroll Export tab under the DP integration task.
2. 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

1. Open Integration Central, navigate to step 4 - Payroll Export tab under the DP integration task.
2. 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) ensures that leave is accurately calculated for employees who do not have predefined work patterns in Datapay. LDH converts leave recorded in hours by Humanforce WFM into days, which is required for Datapay to process payroll correctly. 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 only generated for employees 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

1. 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.

2. 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

 

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.