Overview of a

Payroll Integration

August 2023
Table of Content

• Capturing HCM Masterdata

• Overview of File Integrations
• Integration Parameters
• Integration Methodology
• Master Data / Transaction Data
• Data Fields
• Next Steps
Payroll Administration Overview - SEA

Seamless User Experience on Darwinbox frontend

Darwinbox Local Payroll Partner

Data inputs to
Previous Pay Period Process Data Input payroll engine
Process Deductions
Adjustments File
Perform Off-Cycle Employee Payroll and Tax
Provide HR Data Payments Data
(New/Changes) Commissions and Absence and Leave Benefits and Loan
Rewards Tracking Deductions
Perform Retro-
Statutory Deductions
Timesheet Calculations,
Interface
Management Mandatory Employee Separation Inputs reconciliations
Non-update Run
Deductions

APIs
Update/Apply Local
Managers amend, GL Data, Finance & Bank
Payroll Statutory
approves time Update Employee Interface File
Salary Changes Bonus Management Regulations
entries Accruals
Process Regular Pay Periodical
Run Registers /Year-End Processing
Data Storage and Audit Trail

Processed
data to
Darwinbox for
audits
Standard File Transfer
Application documents through API

Darwinbox
Required Data
Studio Employee Master File SFTP Server
Inputs updation Third
( Secured File ( PGP
Party
Transfer/ Encrypted )
Required Applicatio
API ) Data Files
n
Custom Single sign on*
Darwinbox Third Party Partner
Network Network

Real Time/Batch File both PGP Encrypted File Ability to Monitor and
Supported by an API / Flatfile Transfers Supported Error-log Status of Integrations

Complex transformations are supported for both outbound integrations and inbound integrations with third party apps

*If third party offers self-service to employees, then a custom single sign on can be established to that application from Darwinbox.
 DARWINBOX INTEGRATION Standard build by country
Add on client expectations
Outbound to Payroll System Inbound from Payroll System
• Employee Master Information • Payslips (PDF) Integration Events –
• Personal Information • Annual Employee Tax Sheets (PDF) • Hire
• Assignments / Professional Information • Terminations
• National IDs • Changes
• Contact Information
• Bank Details
• Dependent Details Integration Frequencies –
• Salary Information • Daily
• CTC Breakup • Based on Cut-off dates
• Extra Payments & Deductions
• Time & Attendance
• Leave / Unpaid Leaves / Holidays Data Classification –
• OT Units • Global Mandatory
• Reversals
• Country Mandatory
• Optional Fields

Error Handling –
Master Data Sync – Integration Methods – • DB team to be notified on
• First time data sync will be manual • Preferred – API for both
errors
• To be maintained manually during implementation Inbound & Outbound
• Supported – Excel Flat files • Can be handled manually
• Downstream systems should consider the values that are
passed through integration and create masters automatically via SFTP on case-to-case basis
INTEGRATION METHODOLOGY
Details Darwinbox Responsibility Payroll Partner Responsibility
Integrations through Darwinbox API Configure Salary Structures, Extra Configure payroll engine as one-time
Standard APIs developed by Darwinbox will be used. There are 4 Payments and deduction categories implementation
APIs in total bifurcated based on the categories on Darwinbox during • One-time development to consume
• Employee Master Details implementations Darwinbox’s API response
• Regular Salary (CTC Information) • Configure respective APIs for • Process payroll as per individual client
• Ad-hoc Salary each individual client setups
• Recurring and one-time payments • Share API authentication • Push back data to Darwinbox post
• Recurring and one-time deductions credentials processing for Employee self service
• Attendance Information • Support for issues or bugs
• Separation Workflow
Apart from these 4, we will have separate APIs built for capturing
details related to the dependents, education and past work
experience. These will be enabled only based on the requirements.

• Employee Master Details Configure Salary Structures, Extra Configure payroll engine as one-time
• Regular Salary (CTC Information) Payments and deduction categories implementation
• Ad-hoc Salary on Darwinbox during • One-time development to consume
• Recurring and one-time payments implementations Darwinbox’s flat-files
• Recurring and one-time deductions • Configure the flat-file push to • SFTP to push the data
• Attendance Information sftp for each individual client • Process payroll as per individual client
• Separation Workflow • Support for issues or bugs setups
Other details will be enabled on a need-to-share basis • Push back data to Darwinbox post
processing for Employee self service
TRANSACTION DATA

• GROSS components are shared with the payroll partners. This data will be part of Salary Structure
• Any Recurring/One-time payments and deductions will be captured and prorated by Payroll software
• Gross to Net is calculated in the payroll engine including the statutory calculations
• Loss Of Pay[LOP] Date-wise records will be shared at an employee level

MASTER SYNC

• This is with respect to the master information like departments, business units, cost center etc.
• Initial setup with respect to masters will be done manually during implementation and both the systems will he
in sync.
• For any changes or a new master creation, the admin (client) will manually update in both the systems if the
admin (client) has access to the payroll engine.
• Else, these masters must be accepted by the payroll engine based on the employee record and the same master
fields to be created automatically.
NEXT STEPS

• Feedback from Payroll vendor on discussion points

• Review partnership agreement
• Review contract Terms and pricing
• Agree on Scope of Work (Standard SOW attached )
• Discuss Timelines for Implementation
• Set-up on going calls for working session
• Ongoing discussion on Integration Files
• Other topics
THANK YOU