Integrating SchedulePro into your Payroll system

SchedulePro can send detailed employee schedule records needed to process payroll, including information such as regular hours, overtime hours, absence hours, shift premiums, shift adjustments and more. Our flexible pay rules engine can smartly transform and adjust SchedulePro data to the desired output to be inserted on your third-party payroll system

Passing Schedule data into a third-party Payroll system

A payroll system generally requires the following data for each shift that an employee works:

  • Employee: Employee profile information that may have an impact on the hourly rate of the work being conducted.

  • Shift Date: Date of the shift.

  • Hours Paid: The number of hours that the employee has worked in the shift. This value can be split into straight time and overtime hours.

  • Pay Code: Represents the hourly rate the shift will be paid. This code is generally based off the assigned employee and the job being completed.

This data can be fetched by the SchedulePro API using the following endpoints:

Using the Timesheet Endpoint

If your organizations uses time and attendance (either through SchedulePro or a third party), it is recommended to pass the Timesheet data to your payroll system, since Timesheets will hold the actual worked hours for each employee.

The GetTimesheets endpoint allows the caller to retrieve a snapshot of the Timesheet data for the organization in the specified date range. The endpoint provides a list of optional filters such as status, work reasons, user-defined field codes, and groupId to minimize the data being returned.

If the request is successful, the GetTimesheets endpoint will return the employee information and a collection of their Timesheet records within the given date range. If the date range is greater than the date when the request was made, the hour's return will be those from the schedule or shift pattern in SchedulePro. If the request was unsuccessful, please check out the common error responses in the GetTimesheets endpoint. The raw output produced by this endpoint does not include adjusted payable hours based on our pay rules engine, which is handled by the GetPayroll API endpoint.

Using the Schedule Endpoint

If your organization does not use time and attendance, the schedule endpoint can still be used to retrieve payroll data. The GetSchedule endpoint will return a collection of schedule records for each employee active within the given date range.

What is a Pay Rule?

It is a powerful tool that can modify the raw schedule data to fit into your payroll system. This engine is able to flatten data, split shifts, apply different rates for specific rules, calculate hours paid, pay level and the amount payable.

Passing SchedulePro Pay Rule Results into a third-party Payroll system 

Using the Payroll endpoint

The GetPayroll endpoint allows you to retrieve a modified/personalized payroll data in the specified date range. The result can be filtered using the call parameters such as work date, location, position, team, shift/Leave codes or work reasons.

If the request is successful, the GetPayroll endpoint will return the employee info and all his pay information such as total payable hours, pay code, pay rate, amount payable and others. If the request was unsuccessful, please check out the common error responses in the GetPayroll endpoint.

If you have complicated rules to calculate the employee's payment and the majority of the calculations are being done manually because your Payroll system doesn’t support your employee’s pay agreement, you can use the SchedulePro Pay Rule to fill this gap.

Instead of retrieving the raw Timesheet data and manually adapting this to be inserted to your Payroll System, within SchedulePro you can use the GetPayroll endpoint to generate the data needed to be used in your Payroll System.