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Payroll

Getting Started & useful Information

How to Synchronize Employee Profiles for Payroll

This guide will walk you through the process of synchronizing employee profiles effectively for payroll purposes. A dedicated page is available for managing the synchronization of employee information related to payroll.

This page is accessible through: Folks HR > Payroll > Synchronisation

Sync Page Functionalities

Decide who is included or excluded from your pay cycle.
Sync employees.
Validate all employee files for completeness before transferring to compensation.

Steps to Synchronize Employee Profiles

Access the Synchronization Page:
In the main menu under Payroll, click on Synchronization.
Include a Terminated Employee:
- Search for the employee you wish to include.
- Use the toggle to include the selected employee in the pay cycle.
Exclude an Employee:
- Search for the employee you wish to exclude.
- Exclude the employee by selecting the desired date of exclusion.
Review Employee Inclusion/Exclusion:
Easily view who is included or excluded in payroll for your current cycle.
Synchronize Employee List:
- Once your employee selection is final, click on Sync Employees.
- Select Validate and Synchronize to initiate the synchronization process.
Validate Employee Records:
- The sync process will validate your employee records and highlight any errors.
- Select the Correct button to apply the necessary corrections.
- Continue correcting errors until no more payroll errors are detected.
Finalize Synchronization:
Click on Synchronize to complete the process. All of your employees are now included in the current pay cycle.

Information Validation Rules for Data Transfer to Folks Payroll

This page provides a concise overview of the validation rules applied to company information and employee profile data when integrating with Folks payroll.

These validations ensure that all transmitted data is complete, consistent, and compliant with the requirements of the payroll system. The tables below outline the constraints and mandatory fields for each data category.

Field	Validation Rules	Required
Name	Maximum 255 characters	Yes
Address Line 1	Maximum 30 characters	No
Address Line 2	Maximum 30 characters	No
City	Maximum 28 characters	No
Postal Code	Maximum 10 characters	No
Contact Name	Maximum 255 characters	No
Contact Phone	Maximum 11 digits	No
Firm Number	Maximum 15 characters	No
Province	Canadian provinces only	No
Country	Canada only	No
Language	French or English (English by default)	No

Employee Profile Information

Field	Validation Rules	Required
Employee Number	Maximum 9 characters	No
First Name	Maximum 50 characters	Yes
Last Name	Maximum 50 characters	Yes
Personal Email	Must be a valid email format	No
Corporate Email	Must be a valid email format	No
Address Line 1	Maximum 30 characters	No
Address Line 2	Maximum 30 characters	No
City	Maximum 28 characters	No
Province	Canadian provinces only	No
Country	Canada only	No
Postal Code	Maximum 10 characters	No
Social Insurance Number	Exactly 9 characters; must be valid	No
Date of Birth	Must be a valid date	No
Bank Account Number	Maximum 12 characters	Yes
Bank Institution Number	Exactly 3 characters	Yes
Bank Transit Number	Exactly 5 characters	Yes
Hiring Province	Canadian provinces only	No
Job Title	Maximum 255 characters	Yes
Regular Weekly Hours	Maximum 168 hours; minimum 1 hour if annual salary is transmitted	Yes
Hourly Salary	Must be > 0 if transmitted; maximum 9,999,999	Required only if hourly salary is sent
Annual Salary	Must be > 0 if transmitted; maximum 9,999,999	Required only if annual salary is sent

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