Sync One-Off Pay Items with Hibob

Overview

To automate the payroll process for our users, we have added a new feature that allows syncing one-off pay items from Hibob to Pento. Through the 'variable pay' tab in the payroll section of each employee’s profile, you can now link items in Pento and have them automatically appear on an employee’s payslip.

The following information is synced:

Effective date - This lets us know which payroll the payment should go into based on the date entered. Plus, we can backdate payments up to one month, so if a payment is added after payroll has been finalised, it'll get put in the next pay period.

Variable Type - We use this to connect the variable pay to Pento's corresponding pay option based on the field's description.

Amount - This figure will appear on the payslip. Just so you know, Hibob doesn't allow negative values to be entered, so if any deduction needs to be made, that can only be done in Pento by adding the appropriate pay item type.

Enabling the one-off pay item syncing

The one-off pay item syncing can be enabled in the Hibob settings by going to Settings > Integrations > Hibob. 

Once enabled, you need to go to Pay Items to manage the configuration of the synced pay items.

In Pento, one-off payments are matched to Hibob's variable pay item types based on their names. If the same name is used, then the two items are automatically connected. You'll know which ones go together as a sync indicator will appear next to each of them.

If a variable pay item type in Hibob cannot be matched to a One-Off pay item in Pento, it will be highlighted on the Overview page.

You can create "One-off pay items" under the Pay Items tab in Settings. You will need to define the type of pay item, e.g. gross or net addition and whether it should be subject to tax/NI etc. If you do not want this variable pay type to sync through, you can dismiss this.

Once you get One-off pay items linked up, any that are added to an employee on Hibob for either the current or last pay period will sync automatically and be included in their payslip.

⚡️ Pay items added through the integration have the sync indicator next to them.

Pay items synced from the HRIS can't be edited, so if changes need to be made, they should be done in the HRIS. You can delete them from there, and any new updates will only show up after the variable pay item is edited in the HRIS. You can delete it in Pento, but it will resync if the variable pay item is updated.

FAQ

A variable pay item has been added to a terminated employee. Why has it not synced?

Once an employee has been terminated (i.e. they have received their final payslip), Pento does not generate payslips for the employee. You will need to process this payment by adding a Payment After Leaving (PAL).

I have historical data in Hibob that I want to keep from syncing through to Pento.

Pento will sync one-off pay items from the current pay period. It will also handle backdated payments by checking pay items in the previous pay period, and if they were not added in the last pay period, they will be added to the current pay period. When you enable the feature, you will be given the option to configure the date from which you want pay items to start syncing to prevent adding pay items manually processed in the previous month.

I am reviewing payroll and have noticed a pay item that needs to be added and has yet to be added in Hibob. What should I do?

The best way is to input the data in Hibob and let it sync up automatically.

If you decide to manually add the pay item directly into Pento and then update in Hibob, you need to be aware that it will sync through as a backdated payment in the next payment period and, therefore, you will need to delay adding it to Hibob or delete the pay item in the following pay period.

If you have already confirmed payroll and want to sync this change only, you should update Hibob. Pause the Hibob integration, un-confirm payroll and then Sync Now within the specific employee profile. This will allow you to sync changes to this employee’s profile only. Once the desired changes are synced, you can confirm payroll again and unpause the Hibob integration.

A pay item has been deleted in Hibob. What happens in Pento?

The pay item will also be deleted in Pento if the payroll is not confirmed. Once payroll is confirmed, no changes will be made to payroll. The best option here is to un-confirm the payroll and let the changes sync through or manually remove them.

I deleted a Pay item in Pento, which is not syncing back from Hibob.

If you delete a pay item in Pento, the pay item will only resync if it is updated in Hibob somehow.

Can I link standard one-off pay items from Hibob, e.g. Shared parental pay?

Standard one-off pay items can't be linked to Hibob variable pay items. The reason being it wouldn't be possible to unlink them should you need to delete or edit the pay item.