InTime can be integrated with the InPay payroll system to manage PAYE processing for your contractors. Please click here for more information on InPay.
How it works
The integration uses Web Services to synchronise data between the two systems. This must be enabled by RSM support. When your system is integrated with InPay information is passed from one system to the other whenever a change occurs to keep the other system in sync. This communication is 2-way.
Occasionally there can be a problem with transferring the data from one system to the other. This could happen if an invalid sort code is entered into InTime for example. When issues ocurr InTime creates a notification for specified users to prompt them to resolve the issue.
In order to pay the workers, approved timesheets and expenses are Exported from InTime to InPay using the export screen. These will appear for payment in the current payroll period and can be seen on the employees payslip.
After the payroll has been processed and committed the payslip information can be synchronised back to InTime. This will update the associated Pension and NI information which is then included in the margin report.
Data Synchronisation
Workers/Employees
Workers that have PAYE worker type or are limited but set to Pay Through InPay in InTime are sent to InPay. Other workers are not synchronised as they do not need to be paid through PAYE. You can identify if a worker has been synchronised to InPay as they will have an inpayID number on the worker details page.
You can also optionally have employees that are created in InPay sync through to InTime - contact support to enabled this option.
Normally the synchronisation happens at worker creation but it can also happen for existing non-PAYE workers when changing them to a PAYE worker type or Pay though InPay.
When a worker is created in InTime the following fields are mandatory:
- Worker Ref Code this becomes the InPay employee number.
- Title, First name and Last name
- Email address
- Gender
- NI Table Letter
- National Insurance Number
- Date of Birth
- Date of Joining
- Payment frequency, this determines the InPay payroll.
- Payment Method, if BACS is selected Bank Account Name, Bank Account Number and Sort Code are also required.
Apart from the above the following attributes are also synchronised between the two systems
- Address
- Phone numbers
- Email Payslip setting
- Week 1/Month 1 setting
- Payroll Tax Code
Once a worker is synchronised the following attributes will be read-only in InTime and can only be modified from within InPay. The updated values will be reflected in InTime.
- National Insurance Number
- Date of Joining
- Payment frequency
- PAYE Tax Code
- NI Table Letter
Timesheets /Expenses
On export the payable details for a timesheet are exported on a per pay element basis. This facilitates breaking the total pay down so that parts can be processed differently. For example some pay elements accrue holiday where others don't. Some pay elements can be taxable and NIable and others aren't.
If the Worker or Client has the On Hold field ticked, it will prevent any associated timesheets from being exported.
Payslips
Payslip synchronisation is accessed under the Administration - Synchronise Payslips menu. If a sync is already in process the progress will be shown otherwise you will be given the option to start the synchronisation.
This process reads back the Pay data from IinPay including the Pension and ERNI deductions. It is not mandatory to synchronise the payslip data but it provides InTime with additional data that can be used in the margin report to give more accurate figures.
Holiday Claims
If you have an InPay holiday scheme enabled holiday claim information is also passed between the two systems. Please see the InPay Holiday Sheme page for more information.