This article is subject to change as we continue to enhance this product and must be read before requesting an integration with your partner of choice.

Newly added: Our new Payroll Integration video for HR! This video should help convey the value of this integration for curious clients looking to learn more about how EN and Payroll interact: Employee Navigator's new Payroll Integration video for HR!

So you're looking to learn more about Employee Navigator's integration with Paycor? Well, you've come to the right spot! Let's take a holistic look at the integration in the following areas:

1. Welcome video
   1. This is the video that a broker & HR would ultimately be sent once they started the integration with our EN Payroll team - but there's no sense in hiding it from you until then! Take an insider's glance at what this integration will look like for you.
2. What is the lifecycle of a payroll integration?
3. Single Sign-On (SSO) with Paycor
4. How do I get started?
5. What do you generally need to be aware of with Paycor?
6. What does this integration exchange?
7. What does this integration not exchange?

Welcome video

What is the lifecycle of a payroll integration with Paycor?

1. Talk with HR
   • Have a conversation with HR to be sure this integration with Paycor is the right fit.  Our integration one-pagers are commonly helpful, and EN is happy to join a call between you and your customer to discuss the integration together.
2. Request the integration
   • Follow the steps on our How do I get started section to kick off your request to Paycor to notify them of your interest to integrate. They will contact HR to have them sign & return an addendum before approving their request.
3. Setup
   • Complete some minor setup in EN for payroll groups, calendars, and deduction codes. Don't worry! Our EN Payroll team is here to help.
4. Audits
   • Complete both one-time reconciliations of your employee data: The Demographic Audit and the Deduction Audit. Don't worry! Our EN Payroll team is here to help.
5. Live
   • Go Live! Experience the benefits from our section, What's in it for me?

Single-Sign On with Paycor

Single Sign-On is an added feature for Paycor and Employee Navigator payroll integration.  The SSO functionality will allow employees to seamlessly log in to Employee Navigator without a username or password when they access the SSO link within their self-service portal in Paycor. Please see this article for more information on our SSO with Paycor

How do I get started?

Before requesting an integration, do you have more than one Client Id in payroll for this company? If not, proceed with the steps below. If yes, navigate to our Subscriber Group help article to complete the necessary steps before submitting an integration request.

In order to request an integration with Paycor for a single Client Id, you will do the following:

1. Go to the Payroll tab within your company in Employee Navigator.

2. Click on 'Add Integration +'

3. Click on 'Add Integration +', and choose Paycor from the dropdown --> Save and Continue.

Add the contacts you would like to be involved in the integration setup process --> Save and continue.

4. This will send a request to Paycor, and you will receive an email confirmation of this as well.

5. The partner controls the Approval step of your new request, and they can be reached at CS-integrations@paycor.com

5. Once your integration request is approved, you and your client will receive a 'Getting Started' email from Paycor with the EN Payroll team copied in.

6. An analyst from our team will reach out within 3 business days to provide our Welcome Video and your link to schedule your review call where your analyst will outline your responsibilities within the integration setup process.

What do I generally need to be aware of?

• Deduction start dates
  • Paycor's system goes off of a 'Pay Period Range' for paychecks. If a deduction is inserted into Paycor, it will appear on the check date whose pay period range includes that particular start date.
  • Employee Navigator solely has the benefit effective date stored on our side to pass to Payroll as the start date.
    • If the start, change or stop date of your deduction does not fall into the pay period date range that you need based on the start or end date sent to Payroll, it must be manually adjusted in Payroll to fall into the proper pay period range.
    • This date will need to be manually adjusted just once and then will continue to be pulled as a recurring deduction moving forward or stop depending on the type of change that occurred.
• For HSA deductions that are set up as Direct Deposit's in the Paycor system, or if the HSA deduction code includes a 'D' or 'DD' value that is present in the code, then Paycor does not accept these deductions via the integration, and an error will be returned.
  • These types of deductions must be managed manually in Paycor.

What does this integration exchange?

Bi-directional Demographics (**will vary by partner)

With our payroll providers, we are able to exchange bi-directional demographics in real time on a change-only basis. This means that address, email, and other demographic updates can be made in either system, and as soon as the update is made it is pulled into the alternate system within 45-60 seconds.

• New hires and terminations must be added into Paycor first and will then feed over to EN.
• Employee Navigator will flag all new hires on your Homepage --> 'Complete Employees Missing HR Required Fields' status --> 'Complete Hire' link.
  • Employee Navigator will not create nor update any employee records with the below, and they must be managed manually:
    • Blank SSNs nor SSNs with all zeros in any digit group (000-##-####, ###-00-####, ###-##-0000, or 000-00-0000).
    • An employee categorized as an Independent Contractor.

Base Compensation: 1-Way (Payroll to EN only)

Compensation is “owned” by payroll. This means that compensation will always come from Payroll to Employee Navigator and is required within our integration in order for EN to successfully update employee records.

An employee's record in Payroll must have:

• Compensation basis: Hourly or Salary
• Pay effective date
• Hourly rate or Salary value; or both
  • Employee Navigator will auto-calculate a Base Salary for employees categorized as 'Hourly' who are sent to us with either a $0 or null Annual Salary value.

Payroll Deductions and Employer Contributions: 1-Way (EN to Payroll only)

Payroll deductions and Employer Contributions are “owned” by Employee Navigator. This means that they will always be sent from Employee Navigator to Payroll.  

We will send the following:

• The deduction or Employer memo code that is mapped into the employee's Payroll Group & corresponding plan
  • Note: Employer Contributions for the following plan types will not be exchanged (but deductions will be):
    • Group Life
    • Group AD&D
    • HSA
  • More information can be found in the How to map and edit your deduction codes article.
• The employee's recurring per-pay cost.
  • We do not send catch-up contributions to payroll for missed pay periods. Any adjustments need to be manually added to Paycor. Retroactive deductions can be found by running the Retroactive Deduction report under Payroll > Reports > Retroactive Deductions.
  • Where applicable, the employer's per pay contribution to the benefit
• The effective date of the deduction and employer contribution
• End-date of the benefit (if applicable when an employee drops coverage or is terminated).

We only send employee recurring deductions and employer contributions to payroll one time when an enrollment occurs to insert them initially.  We will not send another transmission to payroll for the same benefit unless the employee's cost changes due to the following:

1. The employee going through an Open Enrollment
2. Plan rates are recalculated due to a Calendar, Class or Payroll Group change
3. Employee experiences a Qualifying Life Event
4. The employee is terminated and their coverage is dropped
5. The enrollment editor is used to adjust an enrollment cost or start date
6. Deduction code(s) are updated for a Live group

What does this integration not exchange?

Demographic fields not currently exchanged

• Class structures: Class, Department, Division, Office Location, Business Units
• 1099 employees configured as an Independent Contractor in Paycor
• Termination Reason
  • All terminated employees will be given the Termination reason: Voluntary Termination.
    • This automatically triggers a COBRA event and communicates with providers if they have a COBRA integration.
    • To change this if need be, please use the Termination Editor.
      • This tool is located on an employee's Employee Management tab > Actions section (right side of the page) > Terminate Editor.

Deduction types not currently exchanged

The following are current product limitations and must be managed manually in the payroll system.

• Deductions for employees with Imputed Income or a Domestic Partner
  • Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax. Exchanging deduction data for those with Imputed Income or Domestic Partners will result in incorrect deductions in payroll.
  • Action to take: 
    • For Domestic Partner employees: Employees in this scenario must have their deductions blocked from their Profile --> Apps --> Manage link --> Block Deductions.
    • For Imputed Income scenarios: This deduction must be managed manually in payroll.
• Commuter Benefits - (Parking & Transit)
  • Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax.
  • Action to take: None. Our system auto-sets these plan types to 'Never Send'
• 401K
• Universal plans

Items to confirm before requesting an integration

• Does your group have an Active open enrollment currently in session?
  • If a company in our system has an Active OE, we will grey out the ability to add an integration. You must wait until after the OE has been closed and deductions have been manually updated in payroll before you can request the integration process.

• Your group cannot be within 30 days of their new plan year.  If they are, you must wait until after the OE has been closed and deductions have been manually updated in payroll before you can request the integration process. 
  • If you are seeking to discuss this limitation, please email Payroll@employeenavigator.com 
• Is your group a multi-EIN group with multiple companies built-in Paycor? 
  • If so, you will need to create Subscriber groups to account for each company on the payroll side.  This will allow you to make multiple integration requests to connect each unique company from Payroll.