Employee details come from HiBob through the main sync. They always sync first, so each employee exists in payroll before their payments, pensions or absences are added.
Keep employee records up to date in HiBob, including the employee's payroll, FTE, bank details and cost codes. Job titles aren't synced.
Assigning employees to a payroll
The Cintra payroll name field in HiBob tells the integration which payroll each employee belongs to. The name must match a payroll in Cintra People Payroll exactly. See HiBob integration: Required fields in HiBob.
Select No payroll for anyone who has a HiBob record but shouldn't be paid through payroll, such as a contractor. The integration ignores these employees and doesn't show an error for them.
Don't use No payroll for leavers. Terminate them in HiBob in the usual way. See Leavers.
Late starters
If someone joins after payroll cut-off and shouldn't be paid in the current period, either:
Set their Cintra payroll name to No payroll in HiBob until the next period, or
Set their payroll membership in payroll to start in the next payroll period. See Managing employee payroll membership.
FTE
The employee's FTE comes straight from HiBob. Payroll doesn't recalculate it from the employee's work pattern or contracted hours, so make sure the FTE in HiBob is correct.
Bank details
Sort codes come from the custom Sort code field in HiBob. The integration accepts them in these formats: 000000, 00-00-00 or 00 00 00.
For employees with a building society account, fill in the custom Roll Number field in HiBob as well as the account number and sort code.
When an employee changes their bank account in HiBob, they can end up with more than one row of bank details. The sync uses the Effective date on each row to decide which account goes into payroll, so make sure every row has one. This is the date the account should start being used for pay. See HiBob integration: Required fields in HiBob.
The payment method is set automatically: Transfer for valid bank details, or Cheque for placeholder details. If the employee has no bank account in HiBob, their existing payment details are removed from payroll.
Only one set of bank details can come into payroll, so the integration doesn't support employees being paid into more than one account at the same time, for example a separate account for bonuses.
How the sync picks the account
If the employee has | Then |
|---|---|
One row of bank details | The sync uses it. The effective date isn't checked. |
More than one row | The sync uses the row with the latest effective date on or before the end date of the current payroll period. It compares against the period end date, not the pay date. |
A future-dated row | The row is ignored until its payroll period is open. The new account is then applied automatically on the next sync. |
Only future-dated rows | Nothing changes in payroll and no error appears. The current bank details stay in place. |
Bank details errors
If there's a problem, the employee's bank details in payroll aren't changed. The rest of their data still syncs, and an error appears in the CintraHR log.
Error | What to do |
|---|---|
Bank details effective date is missing in the 3rd-party system | Add the missing effective date in HiBob, then sync again. |
More than one set of bank details has the same effective date in the 3rd-party system | Change the dates in HiBob so only one row is current, then sync again. |
More than one set of bank details exists in the 3rd-party system, but no effective date column is configured for this integration | Contact Cintra to set this up, then sync again. |
Once the problem is fixed, the error clears on the next sync.
Cost codes
Cintra configures which cost parts come from HiBob for each customer. Each cost part needs its own custom field in HiBob.
Each employee's cost allocation in most payrolls have two cost parts: Cost Account and Cost Dept. The sync updates whichever parts HiBob holds:
If HiBob holds | Then |
|---|---|
Both cost parts | Both are updated in payroll. |
One cost part | Only that part is updated. The other is left blank, or set to 0 if it's mandatory. |
Cost Account is mandatory whenever costing details are filled in. If you don't hold Cost Account in HiBob, the sync sets it to 0, so 0 must be set up as a Cost Account code in payroll. Without it, the record won't update.
Each time the sync updates a cost part, it sets the allocation percentage to 100%.
Your payroll user can override any cost part that doesn't come from HiBob, for example to replace a blank or 0 with the correct code. Overrides stay in place unless the matching value in HiBob changes. See Costing details.
Leavers
When you enter a termination date for an employee in HiBob, the next sync:
Sets Is Employee Leaving to Yes in payroll
Fills in Date Left with the HiBob termination date
This happens even if the leave date is in the past and the employee is already inactive in HiBob.
It only applies to employees the integration has already synced while they were active. If someone left before the integration started tracking them, you will need to update the payroll manually.
If no leavers are coming through at all, check the integration's permission group in HiBob. Its Access data for setting mustn't include the Lifecycle status = Employed condition. See HiBob integration: Setting up.
Changing or removing a leave date
If | Then |
|---|---|
No P45 has been issued | Change or remove the termination date in HiBob. Payroll is updated to match on the next sync. |
A P45 has already been issued | The leave date in payroll isn't changed, and an error says a P45 has been issued. Your payroll user needs to unset the P45-issued flag in payroll, then run the sync again. See P45s for leavers. |
Transfers and rehires
How you move an employee to another payroll depends on whether the new payroll is under the same PAYE scheme.
Transferring within the same PAYE scheme
In HiBob, change the employee's Cintra payroll name to the new payroll.
In payroll, add a new payroll membership record for the employee, with the correct effective date and the new payroll. See Managing employee payroll membership.
Run the sync, or wait for the nightly sync.
Until the payroll in HiBob matches the latest payroll membership record, this error appears in the CintraHR log:
Payroll name mismatch with 3rd-party system. Update payroll membership or correct the 3rd-party record.
The error clears on the next sync once they match.
Don't change the Employee ID or start date for this kind of transfer. If you do, the integration treats it as a rehire.
Transferring to a different PAYE scheme, or rehiring
Moving to a payroll under a different PAYE scheme needs a new employment record, so it works the same way as a rehire. In HiBob:
Terminate the employee's current employment, with the correct leave date.
Rehire them under a new, unique Employee ID. Don't reuse the old one.
Set the start date for the new employment.
Change their Cintra payroll name, if they're moving payroll.
Run the sync, or wait for the nightly sync.
The old employment is processed as a leaver in payroll, using the leave date from HiBob. The new employment is created as a new starter, linked to the same person.
Change both the Employee ID and the start date. If you change only one of them, the sync shows an error rather than treating it as a rehire.
The integration uses the HiBob Lifecycle data for transfers and rehires, not changes made in the Work section.