Data shared between Xemplo and your payroll platform – Xemplo Help

When you connect Xemplo to your payroll platform, Xemplo will automatically import specific company details, payroll settings, and existing workers from your chosen payroll platform.

Please note: To share data between Xemplo and your chosen payroll platform, you will first need to configure integration between the two solutions. Find out more about configuring integration with a payroll platform here.

After this initial connection, data will be synchronised between Xemplo and your payroll platform automatically when specific updates are made. You can also manually trigger a data import from your payroll platform at any time.

Data is exchanged between Xemplo and your payroll platform for the following types of activity:

Initial setup - company and payroll settings
Onboarding
Worker updates (including when adding new workers to Xemplo without completing an Onboarding process)
Leave balances and requests - when added using the Leave feature
Expense claims - when added using the Leave feature
Time & Attendance configuration and activity - when added using the Time & Attendance feature in HR
Timesheet updates, including expense claims and leave activity - when added using the Timesheets feature in Xemplo Time to Bill
Payslips

Does my payroll platform integrate with Xemplo?

Xemplo supports integration with a number of payroll platforms - find a full list of all supported payroll platforms here. If your chosen payroll platform is not on our list of supported platforms, integration with Xemplo can be configured using one of the following methods:

API integration - Xemplo provides a comprehensive suite of APIs that can be used to share information with other business systems, including payroll platforms. Find out more about Xemplo APIs here.
File import/export - files containing worker information can be exported from Xemplo for import to your payroll platform. Files can manually exported, or automatically exported at scheduled times.
Information that can be exported from Xemplo includes:
1. Worker information, including payroll data.
2. Leave activity.
3. Time and Attendance activity (when using HR Time and Attendance).

To discuss your options when integrating with a payroll platform not on our list of supported platforms, contact our Customer Support team.

Initial setup

When an integration with a supported payroll platform is added to Xemplo, the following payroll configuration will be imported from your chosen platform.

Data		Platform
Type	Field	KeyPay	Xero	Talenox	Other payroll (file-based)
Payroll configuration	Pay Categories	✓	✓	✓
	Pay Schedules	✓	✓	✓
	Locations	✓
	Work Types	✓
	Leave Types	✓
	Expense Categories	✓

Onboarding

When an Onboarding is finalised by HR, the following data will be sent to your payroll platform from Xemplo.

Data		Platform
Type	Field	KeyPay	Xero	Talenox	Other payroll (file-based)
Personal details	Employee ID	✓	✓	✓	✓
	First Name	✓	✓	✓	✓
	Middle Name	✓	✓	✓	✓
	Last Name	✓	✓	✓	✓
	Date Of Birth	✓	✓	✓	✓
	Gender	✓	✓	✓	✓
	Physical Address	✓	✓	✓	✓
	Postal Address	✓	✓	✓	✓
	Home Phone	✓	✓	✓	✓
	Work Phone	✓	✓	✓	✓
	Mobile Phone	✓	✓	✓	✓
	Email Address	✓	✓	✓	✓
	Employee Nationality* (Singapore, Hong Kong and Malaysia only)*	✓		✓	✓
	Race* (Singapore, Hong Kong and Malaysia only)*			✓	✓
	Religion* (Singapore, Hong Kong and Malaysia only)*			✓	✓
	Marital Status* (Singapore, Hong Kong and Malaysia only)*			✓	✓
	Number of Dependants* (Singapore, Hong Kong and Malaysia only)*			✓	✓
Payroll details	Primary Pay Category	✓	✓	✓
	Primary Location	✓
	Location	✓
Tax information	Tax Identifier	✓	✓	✓	✓
	AustralianResident* (Australia only)*	✓	✓	✓	✓
	AFS Debt* (Australia only)*	✓	✓
	HELP Debt* (Australia only)*	✓	✓
	Other Tax Offset* (Australia only)*	✓	✓
	Claim Tax Free Threshold* (Australia only)*	✓	✓
	Date Tax File Declaration Signed* (Australia and New Zealand only)*	✓	✓		✓
	Legal Status* (Singapore only)*	✓		✓
	National Registration Identity Number* (Singapore only)*	✓		✓
	National Registration Identity Expiry Date* (Singapore only)*	✓		✓
	Covered By Employment Act* (Singapore only)*	✓		✓
	Employee Group* (Singapore only)*	✓		✓
	Apply Full Cpf Rate* (Singapore only)*	✓		✓
	Cpf Exempt* (Singapore only)*	✓		✓
	Primary Income* (New Zealand only)*	✓	✓
	Tax Code Declaration - Is Primary Income* (New Zealand only)*	✓	✓
	Tax Code Declaration - Income Applied To Tested Benefit* (New Zealand only)*	✓	✓
	Tax Code Declaration - New Zealand Resident* (New Zealand only)*	✓	✓
	Tax Code Declaration - Meets Main Income Means Test* (New Zealand only)*	✓	✓
	Tax Code Declaration - Ftc Overseas Super Or Pension* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - IncomeBand* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - SpecialTaxCode* (New Zealand only)*	✓	✓
	Tax Code Declaration - Special Tax Code Rate* (New Zealand only)*	✓	✓
	Tax Code Declaration - Special Tax Code Rate End Date* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - Is Non Disclosed* (New Zealand only)*	✓	✓
	Tax Calculation Method* (United Kingdom only)*	✓	✓
	National Insurance Category* (United Kingdom only)*	✓	✓
	National Insurance Calculation Method* (United Kingdom only)*	✓	✓
	National Insurance Number* (United Kingdom only)*	✓	✓
	Employee Statement* (United Kingdom only)*	✓	✓
	Has Student Loan* (United Kingdom only)*	✓	✓
	Student Loan Type* (United Kingdom only)*	✓	✓
	Has PostGrad Loan* (United Kingdom only)*	✓	✓
Bank account details (per bank account, up to a maximum of 10 per worker)	Sort Code	✓	✓	✓	✓
	Roll Number	✓	✓		✓
	BSB* (Australia only)*	✓	✓		✓
	Account Number	✓	✓	✓	✓
	Account Name	✓	✓	✓	✓
	Bank Code* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓	✓
	Branch Code* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓	✓
	Bank Swift* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓	✓
	Allocated Percentage	✓	✓	✓	✓
	Fixed Amount	✓	✓	✓	✓
Retirement information	Employer Default Superannuation* (Australia only)*	✓	✓		✓
	Superannuation Product USI* (Australia only)*	✓	✓		✓
	Membership Number* (Australia only)*	✓	✓		✓
	Allocated Percentage* (Australia only)*	✓	✓		✓
	Fixed Amount* (Australia only)*	✓	✓		✓
	KiwiSaver - Enrolment Status* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Automatically Enrol* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Employee Contribution* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Employer Contribution* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Savings Suspension* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Savings Suspension From Date* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Savings Suspension To Date* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Opt Out* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Employee Contribution* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Opt Out Date* (New Zealand only)*	✓	✓		✓
	Pension ID* (United Kingdom only)*	✓	✓		✓
Work details	Job Title	✓	✓	✓	✓
	Location	✓	✓	✓	✓
	Start Date	✓	✓	✓	✓
	End Date	✓	✓	✓	✓
	Employment Type	✓	✓	✓	✓
	Remuneration Rate	✓	✓	✓	✓
	Remuneration Frequency	✓	✓	✓	✓
	Remuneration Unit	✓	✓	✓	✓
	Award* (Australia only)*	✓	✓		✓
	Classification* (Australia only)*	✓	✓		✓
Emergency Contact	Name	✓			✓
	Contact Number	✓			✓
	Alternate Contact Number	✓			✓
	Address	✓			✓
	Relationship	✓			✓

Worker updates

Xemplo supports bi-directional synchronisation of data between Xemplo and supported payroll platforms.

Updates made in Xemplo

When a new worker is created or an existing worker's information is updated in Xemplo, the following data will be sent to your payroll platform.

Please note: Worker information synchronised to payroll after an update may include data that has not changed.

Data		Platform
Type	Field	KeyPay	Xero	Talenox	Other payroll (file-based)
Personal details	First Name	✓	✓	✓	✓
	Middle Name	✓	✓	✓	✓
	Last Name	✓	✓	✓	✓
	Date Of Birth	✓	✓	✓	✓
	Gender	✓	✓	✓	✓
	Physical Address	✓	✓	✓	✓
	Postal Address	✓	✓	✓	✓
	Home Phone	✓	✓	✓	✓
	Work Phone	✓	✓	✓	✓
	Mobile Phone	✓	✓	✓	✓
	Email Address	✓	✓	✓	✓
	Employee Nationality* (Singapore, Hong Kong and Malaysia only)*	✓		✓	✓
	Race* (Singapore, Hong Kong and Malaysia only)*			✓	✓
	Religion* (Singapore, Hong Kong and Malaysia only)*			✓	✓
	Marital Status* (Singapore, Hong Kong and Malaysia only)*			✓	✓
	Number of Dependants* (Singapore, Hong Kong and Malaysia only)*			✓	✓
Payroll details	Primary Pay Category	✓	✓	✓
	Primary Location	✓
	Location	✓
Tax information	AFS Debt* (Australia only)*	✓	✓
	HELP Debt* (Australia only)*	✓	✓
	Other Tax Offset* (Australia only)*	✓	✓
	Claim Tax Free Threshold* (Australia only)*	✓	✓
	Legal Status* (Singapore only)*	✓		✓
	Covered By Employment Act* (Singapore only)*	✓		✓
	Employee Group* (Singapore only)*	✓		✓
	Apply Full Cpf Rate* (Singapore only)*	✓		✓
	Cpf Exempt* (Singapore only)*	✓		✓
	Primary Income* (New Zealand only)*	✓	✓
	Tax Code Declaration - Is Primary Income* (New Zealand only)*	✓	✓
	Tax Code Declaration - Income Applied To Tested Benefit* (New Zealand only)*	✓	✓
	Tax Code Declaration - New Zealand Resident* (New Zealand only)*	✓	✓
	Tax Code Declaration - Meets Main Income Means Test* (New Zealand only)*	✓	✓
	Tax Code Declaration - Ftc Overseas Super Or Pension* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - IncomeBand* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - SpecialTaxCode* (New Zealand only)*	✓	✓
	Tax Code Declaration - Special Tax Code Rate* (New Zealand only)*	✓	✓
	Tax Code Declaration - Special Tax Code Rate End Date* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - Is Non Disclosed* (New Zealand only)*	✓	✓
	Tax Calculation Method* (United Kingdom only)*	✓	✓
	National Insurance Category* (United Kingdom only)*	✓	✓
	National Insurance Calculation Method* (United Kingdom only)*	✓	✓
	Employee Statement* (United Kingdom only)*	✓	✓
	Has Student Loan* (United Kingdom only)*	✓	✓
	Student Loan Type* (United Kingdom only)*	✓	✓
	Has PostGrad Loan* (United Kingdom only)*	✓	✓
Bank account details (per bank account, up to a maximum of 10 per worker)	Sort Code	✓	✓	✓	✓
	Roll Number	✓	✓		✓
	BSB* (Australia only)*	✓	✓		✓
	Account Number	✓	✓	✓	✓
	Account Name	✓	✓	✓	✓
	Bank Code* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓	✓
	Branch Code* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓	✓
	Bank Swift* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓	✓
	Allocated Percentage	✓	✓	✓	✓
	Fixed Amount	✓	✓	✓	✓
Retirement information	Superannuation Product USI* (Australia only)*	✓	✓		✓
	Membership Number* (Australia only)*	✓	✓		✓
	Allocated Percentage* (Australia only)*	✓	✓		✓
	Fixed Amount* (Australia only)*	✓	✓		✓
	KiwiSaver - Enrolment Status* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Automatically Enrol* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Employee Contribution* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Employer Contribution* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Savings Suspension* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Savings Suspension From Date* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Savings Suspension To Date* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Opt Out* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Employee Contribution* (New Zealand only)*	✓	✓		✓
	KiwiSaver - Opt Out Date* (New Zealand only)*	✓	✓		✓
Work details	Job Title	✓	✓	✓	✓
	Location	✓	✓	✓	✓
	End Date	✓	✓	✓	✓
	Employment Type	✓	✓	✓	✓
	Remuneration Rate	✓	✓	✓	✓
	Remuneration Frequency	✓	✓	✓	✓
	Remuneration Unit	✓	✓	✓	✓
	Award* (Australia only)*	✓	✓		✓
	Classification* (Australia only)*	✓	✓		✓

Updates made in Payroll

When an existing worker's information is updated in a supported payroll, the following data will updated in your payroll platform.

Please note: We recommend that worker and HR access to your payroll platform is restricted. Worker updates should be made in Xemplo, with all applicable changes synchronised automatically to your payroll platform.

Data		Platform
Type	Field	KeyPay	Xero	Talenox	Other payroll (file-based)
Personal details	First Name	✓	✓	✓
	Middle Name	✓	✓	✓
	Last Name	✓	✓	✓
	Physical Address	✓	✓	✓
	Postal Address	✓	✓	✓
	Home Phone	✓	✓	✓
	Mobile Phone	✓	✓	✓
	Employee Nationality* (Singapore, Hong Kong and Malaysia only)*	✓		✓
	Race* (Singapore, Hong Kong and Malaysia only)*			✓
	Religion* (Singapore, Hong Kong and Malaysia only)*			✓
	Marital Status* (Singapore, Hong Kong and Malaysia only)*			✓
	Number of Dependants* (Singapore, Hong Kong and Malaysia only)*			✓
Payroll details	Primary Pay Category	✓	✓	✓
	Primary Location	✓
	Location	✓
Tax information	AFS Debt* (Australia only)*	✓	✓
	HELP Debt* (Australia only)*	✓	✓
	Other Tax Offset* (Australia only)*	✓	✓
	Claim Tax Free Threshold* (Australia only)*	✓	✓
	Legal Status* (Singapore only)*	✓		✓
	Covered By Employment Act* (Singapore only)*	✓		✓
	Employee Group* (Singapore only)*	✓		✓
	Apply Full Cpf Rate* (Singapore only)*	✓		✓
	Cpf Exempt* (Singapore only)*	✓		✓
	Primary Income* (New Zealand only)*	✓	✓
	Tax Code Declaration - Is Primary Income* (New Zealand only)*	✓	✓
	Tax Code Declaration - Income Applied To Tested Benefit* (New Zealand only)*	✓	✓
	Tax Code Declaration - New Zealand Resident* (New Zealand only)*	✓	✓
	Tax Code Declaration - Meets Main Income Means Test* (New Zealand only)*	✓	✓
	Tax Code Declaration - Ftc Overseas Super Or Pension* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - IncomeBand* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - SpecialTaxCode* (New Zealand only)*	✓	✓
	Tax Code Declaration - Special Tax Code Rate* (New Zealand only)*	✓	✓
	Tax Code Declaration - Special Tax Code Rate End Date* (New Zealand only)*	✓	✓
	Tax Code Declaration - Student Loan* (New Zealand only)*	✓	✓
	Tax Code Declaration - Is Non Disclosed* (New Zealand only)*	✓	✓
	Tax Calculation Method* (United Kingdom only)*	✓	✓
	National Insurance Category* (United Kingdom only)*	✓	✓
	National Insurance Calculation Method* (United Kingdom only)*	✓	✓
	Employee Statement* (United Kingdom only)*	✓	✓
	Has Student Loan* (United Kingdom only)*	✓	✓
	Student Loan Type* (United Kingdom only)*	✓	✓
	Has PostGrad Loan* (United Kingdom only)*	✓	✓
Bank account details (per bank account, up to a maximum of 10 per worker)	Sort Code	✓	✓	✓
	Roll Number	✓	✓
	BSB* (Australia only)*	✓	✓
	Account Number	✓	✓	✓
	Account Name	✓	✓	✓
	Bank Code* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓
	Branch Code* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓
	Bank Swift* (New Zealand, United Kingdom, Singapore, Hong Kong and Malaysia only)*	✓	✓	✓
	Allocated Percentage	✓	✓	✓
	Fixed Amount	✓	✓	✓
Retirement information	Superannuation Product USI* (Australia only)*	✓	✓
	Membership Number* (Australia only)*	✓	✓
	Allocated Percentage* (Australia only)*	✓	✓
	Fixed Amount* (Australia only)*	✓	✓
	KiwiSaver - Enrolment Status* (New Zealand only)*	✓	✓
	KiwiSaver - Automatically Enrol* (New Zealand only)*	✓	✓
	KiwiSaver - Employee Contribution* (New Zealand only)*	✓	✓
	KiwiSaver - Employer Contribution* (New Zealand only)*	✓	✓
	KiwiSaver - Savings Suspension* (New Zealand only)*	✓	✓
	KiwiSaver - Savings Suspension From Date* (New Zealand only)*	✓	✓
	KiwiSaver - Savings Suspension To Date* (New Zealand only)*	✓	✓
	KiwiSaver - Opt Out* (New Zealand only)*	✓	✓
	KiwiSaver - Employee Contribution* (New Zealand only)*	✓	✓
	KiwiSaver - Opt Out Date* (New Zealand only)*	✓	✓
Work details	Remuneration Rate	✓	✓	✓
	Remuneration Frequency	✓	✓	✓
	Remuneration Unit	✓	✓	✓
	Award* (Australia only)*	✓	✓
	Classification* (Australia only)*	✓	✓

Leave balances and requests

When a company is using the Leave feature, the following data will be exchanged between Xemplo and KeyPay during leave processing:

Action

Sender

Receiver

When

Populate leave balances when a worker is requesting leave, including:

Leave type
Available leave balance

KeyPay

Xemplo

When a worker enters a new leave request

Send approved request for leave to payroll for processing

Xemplo

KeyPay

If auto-export of leave is enabled in integration settings:

Immediately on approval of a leave request

If auto-export of leave is not enabled in integration settings:

When exported from Xemplo by an authorised user using the 'Export' option on the leave request

Expense claims

When a company is using the Expenses feature, the following data will be exchanged between Xemplo and KeyPay during expense processing:

Action

Sender

Receiver

When

Send approved expense claim to payroll for processing

Xemplo

KeyPay

If auto-export of leave is enabled in integration settings:

Immediately on approval of an expense claim

If auto-export of leave is not enabled in integration settings:

When exported from Xemplo by an authorised user using the 'Export' option on the expense claim

Time & Attendance configuration and activity

When a company is using the HR Time & Attendance feature, the following data will be exchanged between Xemplo and KeyPay during time activity processing:

Action

Sender

Receiver

When

Send approved time entry payroll for processing

Xemplo

KeyPay

If auto-export of time & attendance data is enabled in integration settings:

Immediately on approval of a time entry

If auto-export of leave is not enabled in integration settings:

The data will not be exported.

Timesheet updates, including expense claims and leave activity

When a company is using the Time to Bill Timesheets feature, the following data will be exchanged between Xemplo and KeyPay during time activity processing:

Export Timesheet

When a Payroll Batch is exported from Xemplo, the following actions will occur automatically:

Action	Sender	Receiver	When
Export timesheets	Xemplo	KeyPay	Immediately on approval of a timesheet
Export workers included in payroll batch (if not already exported to KeyPay previously)	Xemplo	KeyPay	Immediately on approval of a payroll batch, if the worker does not already exist in KeyPay

Sync Payroll Batch

After a pay run has been completed and you sync the payroll batch, the following actions will occur automatically:

Export Expenses
Save KeyPay earnings lines to Xemplo

Action	Sender	Receiver	When
Populate earnings lines: For margin report For superannuation of worker	KeyPay	Xemplo	After a pay run has been completed and the payroll batch is synced to Xemplo
Export expenses	Xemplo	KeyPay	After a pay run has been completed and the payroll batch is synced to Xemplo
Save KeyPay earnings lines to Xemplo	KeyPay	Xemplo	After a pay run has been completed and the payroll batch is synced to Xemplo

Payslips

After a payrun even is processed in KeyPay, the following data will be exchanged between Xemplo and KeyPay:

Action	Sender	Receiver	When
Worker payslip information for a specific payrun (including PDF payslip), for all workers including in the payrun	KeyPay	Xemplo	Immediately after a payrun is processed in KeyPay