To use the integration with ADP AdvancedPay (Paisy), a legal entity based in Germany is required. For more information about legal entities, see our Help Center article Create subcompany. 🇩🇪

In this article, you will learn how to set up the integration with ADP AdvancedPay (Paisy). Prepare your account by following the steps below.

Overview

What is the benefit of this integration?

By integrating Personio with your payroll provider's system, HR teams and payroll managers can have significant benefits by streamlining their data management process. Users of the solution don't need to enter data twice. Once you enter the information in Personio, you can transfer it to the payroll system. This synchronization ensures that employee records are always up-to-date. This reduces the risk of discrepancies. In addition, the potential for manual errors is significantly minimized. This reduces the manual effort required for payroll.  

What is the scope of the integration?

• Export file: Personio creates an export file. After provision for data transfer, your data will then be transferred to ADP AdvancedPay (PAISY).

• Employee data: The export file contains employee data. For a full list of included attributes, see the table under Defined attributes.

• Recruitments, terminations and updating of employee master data are facilitated.

Please note:
To ensure that the import works correctly, don't make any changes to the import file.

Prerequisites for using the integration

• You must use the ADP AdvancedPay (Paisy) integration for payroll.
• Ensure that you have at least one legal entity set up in the system.
• At least one of your legal entities must be in Germany.
• You must not use the DATEV integration in this setup.
• Have a monthly payroll that runs from the first to the last day of each month.  

Setup 

Step 1: Prepare account and complete attributes

To book the ADP AdvancedPay (Paisy) integration directly in Personio via the Marketplace, follow these steps:

1. Go to Marketplace in the navigation bar.
2. Look for ADP AdvancedPay (Paisy).
3. Click on Book integration.

To successfully transfer data between Personio and ADP AdvancedPay (Paisy), our Customer Operations team will check the settings of your attributes. They check that the required attributes have been created and are in the correct format.

This may lead to changes in your account. Correctly formatted existing attributes are linked directly. Any missing attributes that are transferred to ADP AdvancedPay (Paisy) with the export are added to the new ADP AdvancedPay (Paisy) section in the employee profiles. This section is initially only visible to admins.  

Step 2: Configure integration

Once the ADP AdvancedPay (Paisy) integration has been set up for you, you can activate it for the relevant legal entity. Go to Payroll > Manage. Select the correct legal entity (only necessary if there are several legal entities). Activate the integration and enter your PAISY company number (payroll group). You will receive the PAISY company number (billing area) from your tax office or your payroll accountant. There are two different formats, depending on your PAISY version:

• 7 numeric positions made up of digits (e.g. 9999999)
• 2 alphanumeric positions, containing a combination of letters and digits (e.g. Z9)  

Step 3: Complete the attributes

You need to complete the attributes before you can use the integration. You have two options to complete all the new attributes added to your account.

• Complete all attributes manually.
• Complete all the attributes using the import template on the lower left of this page. Read our article on Importing Employee Data for more information.

When filling in the attributes, you should also define which employees should be included in the synchronization. This is explained in more detail in the section below.

Decide which employees should be included in the synchronization

When filling out values, there are two attributes in particular you need to pay attention to, as they determine whether employees should be taken into account during synchronization and under which identifier:

Consider in German payroll: Set this attribute to Yes for all employees whose data shall be transferred through the integration. Set it to No for all employees you want to exclude from the synchronization.

Paisy personnel number: This serves as a unique identifier between the two systems and ensures that the employee data is correctly assigned during the synchronization. Depending on your PAISY version, the Paisy personnel number can be 0 to 8 characters long and contain both letters and numbers (e.g., ABC999).

Please note:
Empty fields in Personio will not overwrite any fields in ADP AdvancedPay (Paisy).

Rehiring Former Employees

When rehiring former employees, you can use the rehire feature and transfer all employee data from the inactive employee profile to the new profile. For a detailed description please read our article on Rehiring Former Employees. Please note the following when using this feature:

Paisy personnel number: When you use the rehire function in Personio, all attribute values are transferred from the previous employee profile to the new profile and the attribute Consider in German payroll is automatically set to No . With this customization you can reuse the same Paisy personnel number without duplication errors. We recommend that your payroll accountant or Paisy administrator review the new employee profile to confirm that the previous Paisy personnel number is to be reused.

Handling of employment periods: When you rehire former employees, Personio ensures a seamless transfer of AdvancedPay employment periods to the new profile to avoid export errors. The following applies to rehires:

• The rehire date is also used as the hire date (current employment period).
• The termination date (current employment period) doesn't transfer, and the current employment period remains open in the new profile. This ensures an error-free export to ADP AdvancedPay (PAISY).

Please note:
If you rehire within the same calendar month, you need to ensure that the previous employment period in ADP AdvancedPay is completed first. This can be done either by exporting the data from the old profile before rehiring, or manually in ADP AdvancedPay. This is important because Personio exports the data to ADP AdvancedPay on a calendar month basis. This also applies to individual payroll periods. If you export the data until the end of the month, you can export data with non-matching employment periods between Personio and ADP AdvancedPay.

Tip:
To simplify the re-hire process for the ADP AdvancedPay integration, we recommend that you copy relevant custom attributes from the old profile to the new profile by activating the Copy all other attributes from the previous profile functionality.

Step 4: Complete the setup and start transferring

To create an ADP AdvancedPay (Paisy) export for a specific payroll month, follow these steps:

1. Go to Payroll in the navigation bar and select the relevant legal entity/accounting group.
2. Click on Generate Export > ADP AdvancedPay (Paisy) Master Data to create an export file. 
3. You can download the export file from the Documents tab.
4. Send the export file to your payroll accountant or tax advisor.
5. Your payroll accountant or tax advisor can simply import the file into ADP AdvancedPay (Paisy).  

Please note:
For employees flagged in red in the preliminary payroll table, there may be validation errors in relevant payroll data. They are therefore not included in the export and not transferred to ADP AdvancedPay (Paisy). The validation errors must be resolved prior to the export to ensure correct payroll processing.

Access rights

• To perform an ADP AdvancedPay (Paisy) export, the respective role needs editing rights for the payroll of the legal entity for which the export is being performed.
• In order to configure the settings for the export of ADP AdvancedPay (Paisy), the respective role requires access rights for the payroll settings.  

Validity date for ADP AdvancedPay (Paisy)

For some attributes, the ADP AdvancedPay (Paisy) integration requires a validity date. An overview of the affected attributes can be found in the table in the section" -defined attributes."

This is how Personio sets the validity date:

• As a rule: Always the first. Day of the billing month
• For new hires: In the first month, the start date of the people is used. From the second month onwards, the 1st applies again. Day of the billing month.

Please note:
The start date refers to the start date attribute (actual employment period).

Defined attributes

The following table shows the supported attributes: