HRIS
Q: What does the HRIS integration do?
A: The HRIS integration syncs employee records — such as names, job titles, departments, and compensation details — from your HRIS platform (e.g., Workday, Zoho People) into Workpay. Any updates made on the HRIS platform are reflected in Workpay, keeping employee data in sync.
Q: Will statutory details (like ID numbers or tax PINs) come over automatically?
A: Not always. Statutory fields such as national ID numbers or tax PINs are often not captured in HRIS platforms by default, so these typically need to be added manually in Workpay or uploaded via a bulk template.
Q: Can custom fields from our HRIS be pulled into Workpay?
A: This depends on the platform and what data it exposes to the integration. Standard fields (department, job title, salary, etc.) are supported; custom fields may require manual entry or bulk upload. Reach out to your account manager to confirm what's possible for your specific HRIS setup.
Q: Will our employees use Workpay directly, or only our HRIS platform?
A: This is configurable. Some clients restrict Workpay access to payroll administrators only, with employees continuing to use their HRIS for self-service actions like updating personal details or bank information and use Workpay for payroll related actions like accessing payslips
Q: Does the HRIS integration include time, attendance, or leave data?
A: This varies by integration. Some HRIS integrations currently cover employee records and compensation only, with time and attendance handled separately or on a future roadmap. Check with your account manager for the current scope of your specific integration.
Accounting
Q: What does accounting integration do?
A: Once salary elements are mapped to your chart of accounts, payroll data flows from Workpay into your accounting platform (e.g., Xero, Zoho Books, SAP) as journal entries, removing the need for manual postings.
Q: Our accounting base currency is different from our payroll currency — how does posting work?
A: Workpay posts figures in the currency payroll was processed in. If your accounting platform's base currency differs (e.g., your books are USD-based but payroll runs in KES), the posted amount may not convert automatically — some platforms like Xero only allow manual journals in the base currency, so the numbers post as-is without conversion. Talk to your account manager if this applies to you, so it can be addressed before your first posting.
Q: Can we use locked or restricted accounts in our accounting platform for payroll postings?
A: Some accounting platforms (e.g., Zoho Books) have system accounts that are locked and cannot be written to. In these cases, we recommend creating fresh, dedicated accounts for payroll mapping to ensure compatibility.
Q: Does the integration support reporting tags or cost-center classifications?
A: This depends on the platform. Some support mapping by branch or location but not custom reporting tags. Confirm your specific reporting needs with your account manager during setup.
Q: What happens if a posting fails?
A: You'll receive an error log both within the platform interface and via email, so you can identify and correct the issue before re-attempting the posting.
Mappings Page
Payroll Mapping FAQs
Q: What is payroll mapping?
A: Payroll mapping is the process of linking each salary element (basic pay, allowances, deductions, statutory contributions, etc.) to the correct account in your chart of accounts, so payroll data posts accurately to your accounting system.
Q: Do we need to remap if we switch accounting platforms or integrations?
A: Yes. If you move from one accounting integration to another (e.g., from a manual process to Xero, or between platforms), your salary elements will need to be re-mapped to the new chart of accounts.
Q: What if our payroll currency differs from our accounting base currency?
A: Mapping does not automatically handle currency conversion. Confirm with your account manager how amounts will post if your payroll currency and accounting base currency differ, to avoid incorrect figures landing in your books.
Q: Can we map different salary elements to different accounts per branch or entity?
A: Yes, in most cases, mapping can be configured at the branch or entity level, allowing for either centralized or localized postings depending on your organizational structure.
Expenses Mapping FAQs
Q: What is expense mapping used for?
A: Expense mapping links expense categories (e.g., travel, meals, equipment) to the corresponding accounts in your accounting system, so reimbursed or incurred expenses post correctly.
Q: Is expense management handled within Workpay, or separately?
A: This depends on your setup — some clients manage expenses through a separate internal process rather than through the payroll/HRIS system. Confirm with your account manager whether expenses are in scope for your integration.
Q: Do expenses follow the same currency handling as payroll?
A: Yes — the same currency considerations apply. If expenses are incurred or reimbursed in a different currency than your accounting base currency, check with your account manager on how this will post to avoid discrepancies.
Q: Can expense accounts be restricted or locked in our accounting platform?
A: As with payroll, some accounting platforms restrict certain system accounts from being written to. We recommend setting up dedicated, unrestricted accounts for expense postings to ensure compatibility.