How does TRAXPayroll Integrate with BambooHR?
Purpose: To help you understand what TRAXPayroll is used for and how you can integrate it with BambooHR.
Since 1997, TRAXPayroll has been offering US businesses of all sizes, a cloud based, software-as-a-service (SAAS) solution that delivers trouble-free and simplified payroll processing and administration, time tracking. We emphasize personalized service and long-term relationships. Behind our leading payroll solution stands a team of industry and technology experts that provide exceptional five-star service and support with our products.
You can learn more about TRAXPayroll in BambooHR's Marketplace.
BambooHR integrates seamlessly through our API with TRAXPayroll sending information directly into their system. This allows you to keep your employee data as the master record within BambooHR, but do payroll through TRAXPayroll. To enable the TRAXPayroll integration within BambooHR, please contact a Support Hero.
This information can be found in the BambooHR Marketplace. For more information, please click here to learn more about syncing fields.
How do I Enable the BambooHR Time Tracking Sync with TRAXPayroll?
Approved hours will not sync over to TRAX until it has been enabled in your BambooHR account. Please email us at firstname.lastname@example.org with your name, company and phone number and a payroll representative will help you get everything set up.
If you are using BambooHR Time Tracking, all approved hours will sync over to TRAXPayroll prior to each payroll run. This is easily done by using the "remote link" feature in TRAX before running your payroll (learn more about the remote link feature below under "How do I Manage Information Flowing from BambooHR...").
If you are using an external time tracking system, you can use the hours importer to manually upload hours worked for employees into BambooHR through a csv file. As long as the hours worked have been imported before running payroll in TRAX, you will be able to sync the hours through the remote link in TRAX prior to each payroll run.
Approved time off requests for paid time off types in BambooHR will sync into TRAX for the relevant pay period for all workers. This is easily done through the remote link in TRAX (learn more about the remote link feature below under "How do I Manage Information Flowing from BambooHR...").
If you are using BambooHR Time Tracking, holidays hours will automatically sync through to TRAX. If you are not using BambooHR Time Tracking, time off for Company Holidays in BambooHR will not automatically flow into TRAX. If you'd like time off for Company Holidays in BambooHR to sync with TRAXPayroll without manually adding them for each employee, follow the instructions below:
Simply create a new time off type for "Holiday" time, or whatever you'd like to call it. You can then have employees request time off for Company Holidays. Or, you can use our time off importer to import time off requests for all employees who will be taking each holiday off. Be sure to follow the specific instructions under "Do you Need to Import Time Off Requests?" in this help guide.
Once the time off requests are in BambooHR for the time off type you created for "Holiday" time, they will sync over to TRAXPayroll when using the remote link feature.
Employees can be given access to add and edit direct deposit information on the Pay Info tab on the employee profile. There is no limit to the number of direct deposit accounts added. BambooHR should be the system of record for direct deposit information and that information will sync to TRAXPayroll.
Employees can also be given access to add and edit Federal Withholding information. The withholding information includes:
- Filing status (Married or single)
- Additional Withholding type (dollar or percent)
- Additional Withholding Amount (dollar or percent)
BambooHR should be the system of record for direct deposit information and that information will sync to TRAXPayroll.
This section will help guide you through the process to verify that your BambooHR data is properly configured, using the TRAX Report, to allow for a smooth sync to TRAXPayroll, and ultimately a more efficient payroll process.
The TRAX Report is automatically added to your account once the TRAXPayroll integration has been enabled and will be used to fill missing holes in your employee data. The report is generated as a custom report with your BambooHR Account Owner as the report owner. All admin users can find the report under “Manage Reports”.
All fields in the TRAX Report are required for all employees who will be paid through TRAXPayroll.
- Marital Status
- Hire Date
- Address Line 1: Address Line 2 will be included in the sync but it is not shown in the TRAX Report as it is not required for all employees.
- Division: If you do not have divisions within your organization, you will need to enter “None” for each of your employees so that the field is not left empty.
- Department: If you do not have departments within your organization, you will need to enter “None” for each of your employees so that the field is not left empty.
- Location: The Location field is found within the Job History table and is used to determine which state tax withholding fields will display on each employee profile within the Pay Info tab. All locations within your BambooHR account must have an associated address or must be labeled “Remote”.*
- Pay Rates
- Paid Per: Must be a standard rate such as “Per Hour” for hourly employees or “Per Year” for salaried employees. “Per Pay Period” is not valid for TRAXPayroll.
- Pay Type: Must either be Hourly or Salary, even if the employee is a contract worker.
- Overtime: This is a new field that is added to the Compensation table once the TRAXPayroll integration is turned on and indicates whether an employee is exempt or non-exempt from overtime pay. If the existing FLSA Code field was filled out when the integration was enabled, the Overtime field will automatically populate with the same information. If the FLSA Code field was blank when the integration was enabled, the Overtime field will not automatically populate. Use the pencil icon to add the Overtime status to the Compensation table when viewing the employee job tab.
*Please note that all locations must have an associated address or must be marked as a “Remote” within BambooHR Settings. If assigned to a “Remote” location, an employee’s state tax withholding fields will be determined by the employee’s personal address found on the “Personal” tab. To add/edit addresses or to change the status of a location to “Remote”, go to Settings and click on “Employee Fields”. Navigate to “Location”. You will then be able to add a new location by clicking on the green “+Add” button or edit an existing location by hovering over the location and clicking on the pencil icon.
When adding a new location, you will need to add a “Location Name” and “Address”. If the location is for remote employees, you will click on the checkbox labeled “This location is for remote employees”, eliminating the need to add an address in Settings. The employee’s personal address will be used for the location.
If a location is being used in a job opening within BambooHR's Applicant Tracking System, you are unable to edit the location until it has been removed from the current job posting.
If the TRAX Report contains any holes, you can edit the employee information by clicking on the employee’s name in blue to navigate to the employee profile or you can power edit the employee data by clicking on “More” in the upper-right hand corner and selecting “Power Edit Employees”. Power Editing from the TRAX Report will pull all employees and fields from the report into the Power Edit feature. Please note that Power Editing a field housed within a table will result in a new line being created for the table with the date the Power Edit was performed. If you would like to edit an existing line of data within a table, you will need to navigate to the employee’s profile and hover over the line and click the pencil icon.
The following fields are found in tables within BambooHR:
- Pay Rates
- Paid Per
- Pay Type
Once all of the data in the TRAX Report has been filled out for current employees who will be paid through TRAXPayroll, you will need to complete the same step for any terminated employees who were paid during the current calendar year. This will allow us to enter their year-to-date information and provide you with accurate year-end forms within TRAXPayroll.
Use the drop-down menu in the upper right corner of the TRAX Report to view all of your inactive employees and verify that the data is complete for those who were terminated during the current calendar year. All inactive employees that have been paid within the current year will need to be added to a Pay Group in order for their employee record to sync to TRAXPayroll.
Data for terminated employees cannot be edited via Power Edit. You can navigate to the employee profile by clicking on the employee’s name in blue. Once you are on the first employee profile, you will be able to quickly move through all terminated employees using the “Previous” and “Next” buttons in the upper-right corner. You can then click “Back to Report” to return to the TRAX Report and verify that all data is correct and complete.
In Settings, time off types need to be classified as paid or unpaid. Only types marked as “Paid” will sync into TRAXPayroll. To edit existing time off types, Navigate to “Time Off” in Settings. Click on the pencil icon that appears when you hover over the name of each time off type.
If this Time Off type should be paid, check the box labeled “This is a paid time off type”.
Time Off requests that sync from BambooHR to TRAXPayroll will be read as a number of hours. That is why it is best practice (but not required) to track time off types in hours, rather than days. If you choose to track time off types in days, it will require extra work within TRAXPayroll. For example, if your time off types are tracked in days and an employee requests 1 day off in BambooHR, the request will be sent to TRAXPayroll as 1 hour. You would then need to log into TRAXPayroll and edit the request to show the correct number of hours.
To make the switch from days to hours, click on the pencil icon next to the time off type, select “Hours” from the “Track Time in” drop-down menu. You may be prompted to enter the standard number of hours worked at your organization. Once you click “Save”, all policies, requests, and historical data associated with that type will be converted into hours using the number of work hours you entered.
Custom tables and fields, such as direct deposit, federal withholding and state withholding fields that have been added to your account by our BambooHR Support Team are not part of the TRAXPayroll integration. During TRAXPayroll Implementation, this data will be transferred to the standard fields that are on the Pay Info tab. Please note that the state withholding fields will vary depending on the state where the employee works as determined by the address of the employee’s location or by the employee’s personal address if the employee works at a location that has been marked as remote.
If you have custom tables that contain any of this information, once the data has been transferred to the standard fields, please contact the BambooHR Support team to have the custom fields and tables removed to avoid confusion and double entry. If you do not have custom tables containing this information, we will help you get this information into your account during the Payroll Implementation process.
Pay Schedule is an additional required field if using BambooHR Time Tracking. You will need to ensure that the period start and end dates for your Pay Schedules in BambooHR match the pay period start and end dates listed in TRAXPayroll. This will ensure that the data sync of approved hours is always in alignment between the two systems.
Navigate to Settings, select “Employee Fields” and click on “Pay Schedule”. Use the TRAXPayroll pay calendar to check the pay period start and end dates listed in BambooHR match.
Prepare my BambooHR account for TRAXPayroll Checklist
- Fill in any holes on the TRAX Report for your active employees.
- Ensure that all terminated employees who were paid during the current calendar year are entered in BambooHR and have complete information in the TRAX Report.
- Add an address to locations or mark locations as remote within Settings.
- All time off types have been classified as paid or unpaid and are tracked in hours.
- If your account contains custom Direct Deposit and Withholding fields, contact Support to have those fields removed once the data has been transferred to the standard TRAXPayroll fields.
- (For those using BambooHR Time Tracking) Verifying that your pay period start and end dates align with what has been added to TRAXPayroll.
To manage the information being sent from BambooHR into TRAXPayroll, log into BambooHR and click on the "Apps" icon at the top right of the screen. Then, click on "Payroll" and select "TRAXPayroll." This page will give you additional information about our integration with TRAXPayroll. Click "Manage and Run Payroll" in order to login to TRAXPayroll and go to the administrative dashboard.
Once you are viewing TRAXPayroll information, click on the "Remote Link" tab in order to review and approve pending information updates from BambooHR.
When an information update to an existing employee is made within BambooHR, we automatically compare the data between BambooHR and TRAXPayroll and then send an update request which appears on the Remote Link tab.
You can apply the changes to the TRAXPayroll data from the main synchronization screen or you can click to "Edit" the information and only make selective changes. Additionally, if a new employee has been added to BambooHR, then you can click "Add New" in order to add the employee to TRAXPayroll.
Once the changes sent over from BambooHR have been approved, the employee record within TRAXPayroll will be automatically updated accordingly.
Your employees automatically have access to view a quick summary of their most current paystub, their paystub history, their direct deposit information and tax withholding information. Direct deposit and tax withholding information can easily be updated in BambooHR via employee self-service options and will sync over to TRAXPayroll. Employees can also click on the nifty trend graph to view past paystub summaries and sort their pay history. It's actually quite intuitive, so you can probably let them figure it out themselves - time saved!
Any time a new paystub is generated in TRAX, the pay information from that paystub will appear in BambooHR.
Pay Info Tab
An employee can click "View Paystub" to see his or her full paystub details. This contains all of the details of their pay, taxes, and deductions. It also includes a series of fun little tidbits related to the employee's net pay. If employees need to use their Paystub Detail to get a loan or provide documentation of employment, they can either save a pdf or print directly from the BambooHR interface.