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iPayroll and MyHR integration (NZ)

This guide explains how the integration between iPayroll and MyHR works; and a how to guide on setting up the initial integration.

Contents

Overview

What does the integration do?

How does the integration work for new employees

How does the integration work for existing employees

Step-by-step instructions - Initial integration set up

Step-by-step instructions - linking existing employees

Step-by-step instructions - excluding employees from integration.

FAQs and Troubleshooting

Support

Overview

A payroll integration links your MyHR account directly to your payroll system, so employee and leave information flows automatically between them. Below you can find step by step instructions on how to set up an integration between MyHR and iPayroll and link your employee profiles in both account.

You'll need owner or manager access with the 'Manage integrations' permission MyHR and an API user in iPayroll to complete these steps.

What does the integration do?

The integration between MyHR and iPayroll has been designed with 2 goals in mind:

  1. To cut down on duplicate data entry when new employees join your business and when employees apply for leave in MyHR.
  2. To provide employees and managers with the information and tools they need to request and approve leave without needing to log in to the payroll system.

How the integration works for new employees

New employee records are automatically created in iPayroll when:

  1. A new employee signs their first employment agreement using the e-signature function in MyHR;
    1. Note: When an employee receives their invite to MyHR, they are prompted to fill out their personal details form, if this is completed prior to the agreement being signed - this information will also go over to payroll. 
  2. Or a signed copy of the employment agreement is manually uploaded to MyHR.

The employee information provided when using the Add Person function in MyHR will be used to populate as many details as possible in iPayroll.

This establishes the link between MyHR and iPayroll for the employee’s record.

If you are not comfortable with an automatic link being established, the integration also allows you to choose to manually ‘send’ new employee details from MyHR to iPayroll at any time.

How the integration works for existing employees

For existing employees, the integration process will require the link between both MyHR and iPayroll to be established manually. Instructions on how to link employees can be found below.

Once an employee is linked between MyHR and iPayroll, you and your employee will be able to see the relevant leave types when requesting leave and their up-to-date leave balances will show.

It is important to ensure that the leave approvals/requests and cancellations are approved in MyHR and not your payroll system so that the logs are accurate.

Step-by-step instructions - Initial integration set up

Before starting make sure you're logged out of iPayroll - this can cause issues if you're logged in to a different payroll entity.

1. Open the integrations page

  1. In MyHR, select the Settings icon (⚙️ top-right).
  2. Select Integrations from the menu.
  3. Find iPayroll and select Get started.

2. Authorise the connection

  1. Select Authorise MyHR to access to iPayroll.
  2. You will be redirected to iPayroll - log in with your API user eg. 12345apiusermyhr.
  3. Select Authorise — you’ll be returned to MyHR.

3. Complete the setup

  1. Choose your integration preferences in the iPayroll - Complete Set up form. 
  2. Select Save.

4. Link your people

When you first connect, it's normal for all employees to appear as not linked until you complete this step.

  1. You will need to create a link between the record in MyHR and the record in payroll by selecting one of the following options for each employee.
    • Link to payroll – For employees already in payroll, pick their name from the dropdown in MyHR.
    • Add to payroll – For new employees, send their details from MyHR to payroll, then complete any extra fields in payroll.
  2. If there are people waiting to be linked to iPayroll, this will be shown under Reminders on your Homepage. Select the Reminder: "iPayroll: x people available to link to MyHR"
  3. Alternatively, from the manage integration screen (under Settings > Integrations > iPayroll, you will see a list of all people that you can link. 
  4. Select In MyHR - Awaiting Setup to see the people awaiting integration (linking) with iPayroll. All people not integrated will be listed along with the reason for it, e.g. 'Agreement: Incomplete' - their employment agreement has not been signed.
  5. To link them, select the person's name and then under Available Actions select Add to iPayroll.
  6. You will now see the person's linked MyHR and iPayroll information. Check that the correct two people are being linked.
  7. Select Save.
  8. Your employee has been successfully integrated between MyHR and iPayroll (you will see a preview of the integration while it is processed).

Step-by-step instructions - linking existing employees

If you have existing employees in MyHR that have not yet been linked to a profile in iPayroll, you will see a Reminder on the Homepage for "iPayroll: x people available to link to MyHR".

  1. Select the iPayroll: x people available to link to MyHR reminder. 
  2. Select In MyHR - Awaiting Setup to see the people awaiting integration (linking) with iPayroll. All people not integrated will be listed along with the reason for it, e.g. 'Agreement: Incomplete' - their employment agreement has not been signed.
  3. To link them, select the person's name and then under Available Actions select Link to iPayroll.
  4. You will now see the person's linked MyHR and iPayroll information. Check that the correct two people are being linked.
  5. Select Save.
  6. Your employee has been successfully integrated between MyHR and iPayroll (you will see a preview of the integration while it is processed).

Step-by-step instructions - excluding employees from integration.

If you have existing employees in MyHR that you do not want to link to a profile in iPayroll (and would like to remove the reminder for!) you can mark them as excluded. 

  1. Select the iPayroll: x people available to link to MyHR reminder. 
  2. Select In MyHR - Awaiting Setup to see the people awaiting integration (linking) with iPayroll.
  3. To exclude them, select the person's name and then under Available Actions select Exclude from this integration.
  4. Select Save.

FAQs and Troubleshooting

Visit our iPayroll and MyHR integration FAQs and Troubleshooting page to view the answers to the following questions:

Integration/syncing errors

  1. What do I do if I get an email saying MyHR failed to add a new employee to iPayroll
  2. What do I do if I receive an email saying MyHR failed to send iPayroll an employee's leave?

Leave balances

  1. Why can't annual leave start or finish on a public holiday?
  2. What types of leave can my employees request?
  3. What leave balances can my employees see?
  4. How to find and change which leave balances are visible in MyHR
  5. Can I customise what leave types managers and employees can request?
  6. Will my custom leave balances in iPayroll display in MyHR?
  7. Why can't my employee see their leave balances?
  8. Why is my employee’s MyHR leave balance different to what I see in iPayroll?
  9. Why can't parental leave be applied for in the leave feature?
  10. Can last-minute leave approved for previous pay periods still be sent to iPayroll?

 

Support with your integration

If you're having trouble linking up your employees or have questions about the integration, message the MyHR team via the Ask Us chat feature or call us on 0800 69 47 69 (0800 MY HR NZ) and the MyHR team will be able to help you out.