Pay items created in HiBob automatically sync to UK Payroll. Before they can be processed in payroll, they must first be configured in UK Payroll. This article explains how the sync works, where to configure new pay items, and what to check if a pay item isn't appearing on an employee's payslip.
How the pay item sync works
When a new pay item is created in HiBob, it syncs to UK Payroll. Before it can be included in payroll & on an employee payslip, you'll need to configure it in UK Payroll. This allows payroll administrators to control the PAYE liabilities of pay items, whilst HR teams continue managing employee data in HiBob.
Configuring a new pay item
When UK Payroll detects a new pay item from HiBob, you'll see a blue banner on the Overview page displaying a message similar to:
We've found variable pay items in Bob that don't match any pay items in Bob UK Payroll.
To configure the pay item:
- Go to UK Payroll > Overview.
- Select Manage pay items from the blue banner.
- Under Synced from HiBob, locate the new pay item and select Create.
- Choose how the pay item should be processed, for example:
- Gross Addition
- Net Addition
- Gross Deduction
- Net Deduction
- Subject to tax
- Subject to NIC
- Pensionable
- BIK
The configuration selected in UK Payroll determines how the pay item will be processed on employee payslips. If the pay item is set up incorrectly, the pay item will need to be removed & re-configured (by following the above steps again).
Syncing to employee payslips
Once configured, the pay item will automatically sync to the relevant employee's payslip. This usually takes a few minutes.
To speed up this process, you can open the employee record in UK Payroll and select Actions > Sync now to trigger a manual sync.
Troubleshooting
If a pay item isn't appearing on a payslip, check that:
- The pay item has been created in HiBob & it is assigned to a table that is set to sync to UK payroll (this can be reviewed by navigating to UK payroll > settings > Bob > reviewing the ‘sync pay items from Bob fields & ensuring these are enabled).
- There are no outstanding pay items awaiting configuration on the Overview page.
- The pay item has been configured in Manage pay items within UK Payroll (this can be reviewed in UK payroll > settings > pay items. If it has been created from HiBob, a lightening bolt icon will be displayed next to the pay item).
Key points
- New pay items created in HiBob automatically sync to UK Payroll.
- New pay items must be configured in overview > manage pay items before they can be processed.
- A pay item cannot be processed or displayed on a payslip until it has been configured in UK Payroll.