PayHero is the newest payroll system from the FlexiTime team. For current users of FlexiTime Payroll we offer a migration service to quickly and easily copy your payroll data over into PayHero. Hit the ground running with your employees and pay history all setup, ready to go.
Please note: Your FlexiTime Payroll account data will not be affected by the upgrade or by any subsequent changes made in the PayHero company.
If you're logged into FlexiTime Payroll using the Admin username, you'll see an Upgrade to PayHero button which has been made available in all accounts.
To copy your details to PayHero simply click the Upgrade to PayHero button and follow the prompts to migrate the company across.
Before the Migration
Before migrating it's a good idea to understand how your new PayHero account will be set up, and how your data will be converted to suit PayHero. Please ensure you read through the following details carefully.
Account Details - PayHero & FlexiTime Payroll
The migration will create a new PayHero account with a company code matching your current FlexiTime Payroll company code.
Existing PayHero Company - If an account already exists with a matching company code, we'll check whether that account is associated with your FlexiTime Payroll Contact Email address. If so, we'll overwrite the PayHero account and populate it with the migrated details from your FlexiTime Payroll account. If the emails don't match, we'll create a separate PayHero company instead.
Your user access for the PayHero account owner will be set up with the following login details:
Username - FlexiTime Payroll Contact Email (found in your FlexiTime Company Settings).
Password - Current password associated with the FlexiTime Payroll username Admin.
It's vital you know these details before the transfer takes place so you're able to login to your new PayHero account.
Your new account will begin with a free 14 day trial - see our support article for additional information on Managing Your Subscription.
Annual Leave balances in FlexiTime Payroll are kept in hours whereas in PayHero we've moved to storing this balance in weeks (as well as hours and days, where known) for increased compliance with the Holidays Act. The FlexiTime Payroll 'Annual Leave Due' balance will be converted into weeks using the Normal Hours Per Week set for each employee.
If Normal Hours per Week is not set, but a weekly number of hours can be determined from the employee's work pattern on the Employment tab, this will be used for the conversion.
If neither of those approaches provide a weekly number of hours, the conversion will be calculated using the average Hours per Week from their last 8 weeks of pays in FlexiTime Payroll.
In addition to leave being stored in weeks, PayHero doesn't use an accrual method for leave balances. The 'Current Leave Due' field in PayHero will only show leave that the employee has become entitled to as a result of crossing an employment anniversary. This balance will not increase throughout the year until reaching an employment anniversary where they become due 4 weeks of annual leave. See our How Annual Leave & Holiday Pay Work article for more details.
Re-Migration of an Account
If required, you can process another migration to PayHero from the same FlexiTime Payroll account but there are some important aspects to note before doing so.
First, you need to cancel the previously migrated company in PayHero.
The re-migration process will completely overwrite your PayHero account and repopulate it with the details from FlexiTime Payroll at the time of re-migration. Any changes you've made in PayHero since the initial migration won't be saved.
This means if you've adjusted any company settings, entered any time, changed any employee details, or invited any users in PayHero you'll need to redo these afterwards.
After the Migration
Looking for how to access PayHero? See our support article here: How Do I Login?
Once the migration is complete we recommend you go through your PayHero account and double check the settings on your employees to ensure everything has been set up correctly.
Our article on Getting Started After Your FlexiTime Payroll Migration provides a guide on the important aspects to review and some of the exciting new features in PayHero that'll help get you up and running again in no time.