This article explains how to sync time off from Personio with Xero Leave. For more information about the integration scope, the eligibility criteria, and how to set up and use the integration, refer to the Help Center articles Set-up the Xero (UK) Integration and Use the Xero (UK) Integration.
General
The Personio-Xero integration streamlines workflows by syncing Personio time off periods directly to Xero Leave, reducing manual data entry and minimizing errors. This integration ensures that time off are accurately transferred to the appropriate leave categories in Xero, saving time and enhancing accuracy for more strategic tasks.
What is Xero Leave?
To support company policy time off, Xero has a feature called Leave. This feature allows businesses to manage employee leave requests, approvals, and balances. It tracks various types of leave, such as vacation and sick leave, ensuring compliance with company policies.
Note that the integration between Personio and Xero does not support statutory pay.
For more information about Leave, refer to the following Xero Help Center articles:
What time off types and categories are supported in Personio?
Similar to the concept of leave in Xero, only the following Personio categories are supported:
- Vacation (paid)
- Vacation (unpaid)
- Sick leave
All time off types you want to sync to Xero have to be mapped to one of the Personio categories. Find out how to create and set time off types in Personio.
Note
Only daily time off are supported. Note that Personio only sends dates to Xero. Therefore, the exact calculations based on the employee’s working schedule in Xero are conducted on Xero’s side.
Set up
Map time off
All time off types that you create with the given categories can be mapped to a Xero leave type in the Xero settings page. All leaves created in Xero are shown as option values in the drop-down menu.
- Multiple time off types can be assigned to a single Xero leave type.
- Time off types that do not fall into one of the supported categories cannot be assigned. These unassigned types will not be exported.
Usage
Conditions and limitations
All mapped time off types will be exported to Xero during each sync. However, time off will only be exported under the following conditions:
- Approved status: The time off must be in an approved state.
- Within pay period: The time off starts within the pay period being synced.
- Partial time off: If the time off starts in the current pay period and ends in a future period, all days will be synced. Xero updates the entire time off period, including the start and end dates.
Due to Xero's restrictions, there are the following limitations:
- Locked periods: Only time off periods that have already been fully synced (start and end dates) in a past pay period cannot be updated or resynced. Other retroactive changes must be made manually in Xero, as it does not permit updates to closed pay periods.
Refer to the Xero Help Center to learn how to change leave manually.
Assign time off for newly created employees in Xero
When employees are created in Xero, either through a sync from Personio or manually in Xero, you must manually assign a leave policy to the employee in Xero. Time off cannot be synced from Personio to Xero until a leave policy is assigned to an employee.
You will see a warning message in the Manage tab in Personio if there’s a time off period for a newly synced employee in Personio, but the employee has not been assigned to a leave in Xero yet.
Refer to the Xero Help Center to learn how to assign leave to employees in Xero.
Final review
Before submitting payroll, it's recommended to do a final review of all synced leaves using the Xero leave request report. Once checked, submit the payroll.
Deleting time off
Deletion in Personio
When you delete an employee's time off period in Personio, and it lies within the open pay period, the same time off period is also deleted in Xero. This is to maintain consistency across both systems.
Deletion in Xero
If a time off period of an employee is deleted in Xero, this change will not sync back to Personio. Hence, the deleted time off will be recreated in Xero during the next sync. To fully delete a time off, it must be deleted in Personio.
Ensure that you perform deletions in both Personio and Xero to keep the systems synchronized. Take note of system warnings regarding time off deletions. This is to ensure data integrity and to avoid discrepancies.