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Documentation Index

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This page defines the key entities in StaffSync’s Payroll Integration module. These concepts cover how timesheet data is translated, processed, and exported to your payroll provider.

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Entities

Payroll Provider

An external payroll system that StaffSync integrates with to transfer timesheet and leave data. Once connected, approved timesheets are exported to the provider automatically or on demand. Supported providers include DataPay and iPayroll, with additional providers available via CSV export.

Payroll Code

A unique identifier assigned to a timesheet activity, leave type, department, or role that tells the payroll provider how to classify and process that data. Payroll codes must match the codes configured in your payroll system. They are set up in StaffSync under roles, activities, and leave types.

Payroll Export

The action of sending approved timesheet data from StaffSync to the payroll provider for processing. Exports can be delivered via a direct API connection or as a downloadable CSV file. Exports are typically performed at the end of each pay period after all timesheets have been approved.

Pay Period

The recurring window (e.g. weekly, fortnightly) that timesheets are grouped into for payroll processing. Timesheets within the pay period are batched together at the end of the period and exported to the payroll provider. Pay periods are aligned to the configuration in the connected payroll system.

Payroll Rules Engine

StaffSync’s built-in logic system for automatically applying pay conditions to timesheets. Rules define who they apply to, when they are triggered, and what action to take — for example, applying an overtime rate after a certain number of hours, or granting a day of annual leave when a staff member works on a public holiday. Rules run automatically when timesheets are generated or approved.

API Integration

A direct connection between StaffSync and a payroll provider that automates the transfer of employee data, leave balances, and approved timesheets. API integrations are configured under Our Profile → API Integrations and use API mappings to control which data fields are sent to the provider.

Cost Centre

A financial classification used to attribute timesheet hours and costs to a specific area of the business (e.g. a department, project, or location). Cost centres are typically configured in the payroll provider and synced into StaffSync, where they can be assigned to departments or individual timesheets.

Payroll Batch

A grouped set of approved timesheets for a given pay period that are processed and exported together. Batches can be reviewed in the View Processed Batches section, where individual timesheets can be inspected and a CSV or Excel export can be downloaded.