Heartland Payroll and Employee Navigator Integration

Heartland Payroll has partnered with Employee Navigator to offer a bi-directional integration to exchange demographic, compensation, and benefit information between the two systems. Updates to specific employee demographics can be made in either Employee Navigator or Heartland Payroll and will reflect in the corresponding system in real-time. Additionally, changes to employee benefits in Employee Navigator will be updated in Heartland Payroll in real-time, By using this integration, you will experience a significant reduction in manual entry in both systems which will save you time all while improving accuracy and reducing errors.

Getting Started:

 To enable the Heartland / Employee Navigator integration, you will first need to ensure that your broker is licensed with Employee Navigator. Once that has been confirmed, work with your broker to set up your EN account. A welcome email will be sent from our Heartland Integrations Team with instructions on how to enable the Heartland integration in the Marketplace within Employee Navigator, if it has not already been done.

There are two criteria that must be met in addition to those mentioned above:

• You must be at least 30 days outside of your open enrollment period and
• You must have processed at least two payrolls within Heartland

Expectations:

Employee Navigator and Heartland will partner with you and your broker to ensure the setup on your account is timely and most importantly, accurate. Employee Navigator will be handling the bulk of your set up and will take the lead on facilitating the movement of your account through each phase. Setup times will vary and are dependent on completing the two audits below. This time can be reduced by you, the client, by keeping in constant communication and providing timely responses to any questions directed towards you.

Once you have satisfied the setup criteria, you will begin the audit process in Employee Navigator. There are two audit reports that you will pull from Heartland:

• The Demographic Import Audit
• The Deduction Import Audit

Your Heartland Integration Specialist will have created these custom reports for you to download from your Heartland Payroll account.

To generate the report, follow these steps:

• Log in to your Heartland Payroll account
• Click on the Reports tab at the top of your screen
• Select Custom Report from the menu on the left
• Click on the eye icon next to the Demographic Audit Report

• Do not enter in a date
• Change the output type to Excel
• Click “Run Report”

Follow the same steps for the Deduction Import.

 Once you have downloaded these reports, work with your broker and your contact at Employee Navigator to start the audit process within your Employee Navigator account. Heartland will then transition your account in Employee Navigator to, “Audit Mode”. During this process, there will be a live limited demographic feed that will allow you to choose which data is the most up-to-date for each employee and both systems will be updated automatically.

Once the audit has been completed, your Employee Navigator contact will engage Heartland and we will change your account status to “live”. Your Heartland Integration Specialist will connect with you to set up a brief call to go over key details that will ensure the success of your integration.

Data Exchange and Maintenance

 One of the greatest features of the Heartland and Employee Navigator integration is that there is certain data that can be updated in either system which will update the other in real time. In addition, there are certain data fields that can only be exchanged in a one-way feed, meaning, if you do not enter the data in the correct system, it will not update the other. In order to enjoy the benefits of this integration and reduce potential errors, it is important to understand how data flows, what your responsibilities are and what steps need to be taken first in order to see results.

A list with client responsibilities as well as a breakdown of what information is exchanged and which directions it flows is listed below.

Client Responsibilities / Ongoing Maintenance:

 Setting Up Benefits in Employee Navigator

 Before your integration is completed, your Heartland Integration Specialist will have already provided benefit codes to you and/or your broker to enter into Employee Navigator. It is important to ensure that you enter these codes in as provided as this is what our system will use to identify the correct benefit type for your employees and ensure proper mapping.

Adding New Benefits

Once you have been set up, it is important that you notify your Heartland Payroll Specialist any time you add a new benefit to Employee Navigator. New benefits need to be added to your payroll account first in order for the integration to recognize and map them. If you do not notify the Payroll Specialist, the benefit will not be mapped which will result in errors and potential missed benefits.

Missing benefits / Makeup benefits

 If for any reason your employee is missing a benefit deduction or they did not have an accurate amount taken from their pay, you will need to work with your Payroll Specialist to set up separate payroll benefits for this purpose. The integration does not identify if an employee misses a benefit deduction or has a different amount withheld from their paycheck due to keying errors during setup.

Reviewing Payroll Reports / Audit Payroll Accounts

 It is important to always preview your payroll and review payroll reports every time you process payroll to ensure accuracy. You can review changes made to your employees’ profiles in Heartland by periodically reviewing your Employee Change Log.

Here is how to access that report:

• Log in to your Heartland Payroll account
• Click on the Reports Tab at the top of your screen
• Click on OnDemand Reports
• Select Date Range Reports
• From the drop down menu, select Employee Change Log Report
• Put in a start and stop date
• Run

Once you generate this report, you will be able to see the date that a change was made, for which employee the change was made, and what the old value was and what the new value is. You will also see who made the change. Any changes made due to the integration between Employee Navigator and Heartland will have the username, EaseGetHiredAPI.

Note: You can run a report for ALL employees, or you can review changes for certain employees by clicking on the Employee box and selecting the employee from the dropdown list.

One Way Data Feeds:

Heartland → Employee Navigator

 Heartland is the System of Record for all new-hire information, terminations and compensation. This means that you will create the employee profile in Heartland first, process terminations and update any salary or job title information in Heartland. This data will flow from Heartland to Employee Navigator, only.

Employee Navigator → Heartland

 Once the integration is completed, Employee Navigator is the System of Record for all benefit-specific data. This includes the benefit amount, the benefit start date and the benefit end date. This means that any changes made to employee benefits need to be done in Employee Navigator first. This data will flow from Employee Navigator to Heartland, only.

Bi-Directional Data Feed:

Heartland ↔ Employee Navigator

Exclusive to the Employee Navigator and Heartland Integration, is the bi-directional data feed with certain employee demographic fields including: first name, last name, middle name, date of birth, address, city, state, zip, work email, personal emails and phone number, This means that your employees can log in to either system and update their information one time in either place, and the corresponding system will receive the update in real time

Corresponding Data Fields Between Heartland and Employee Navigator

Heartland Data Field	Employee Navigator Data Field	Direction of Data Exchange
First Name	First name	Heartland ↔ Employee Navigator
Middle Name	Middle name	Heartland ↔ Employee Navigator
Last Name	Last name	Heartland ↔ Employee Navigator
Birth Date	DOB	Heartland ↔ Employee Navigator
Address Line 1	Address 1	Heartland ↔ Employee Navigator
Address Line 2	Address 2	Heartland ↔ Employee Navigator
City	City	Heartland ↔ Employee Navigator
State	State/Territory	Heartland ↔ Employee Navigator
Zip	Zip Code	Heartland ↔ Employee Navigator
Work Email	Work Email	Heartland ↔ Employee Navigator
Personal Email	Personal Email	Heartland ↔ Employee Navigator
Mobile Phone	Phone	Heartland ↔ Employee Navigator
SSN	Social security number	Heartland → Employee Navigator Only
Payroll ID	Payroll ID	Heartland → Employee Navigator Only
Annual Salary	Annual Base Salary	Heartland → Employee Navigator Only
Base Hourly Rate	Hourly rate	Heartland → Employee Navigator Only
Effective Date	Salary Effective Date	Heartland → Employee Navigator Only
Pay Type	Pay Basis	Heartland → Employee Navigator Only
Hire Date	Hire date	Heartland → Employee Navigator Only
Termination Date	Termination date	Heartland → Employee Navigator Only
Amount	Employee Cost Per Pay	Employee Navigator → Heartland Only
Start Date	Enrollment Start Date	Employee Navigator → Heartland Only
Benefit End Date	Enrollment End Date	Employee Navigator → Heartland Only

FAQ

I just hired a new employee, I do not see them in Heartland

New hires need to be first added in Heartland. Once your integration is completed, Heartland will send all new hire information to Employee Navigator. New Hires will show in the ‘Employee's missing HR required fields’ section on your ‘Homepage’ in Employee Navigator under 'Things to do'. Click ‘Complete Hire’ and assign the proper Payroll Group and Benefit Class for these new hires. If applicable, be sure to send the employee the registration/login information email to enroll in benefits.

I terminated an employee - what happens next?

As with new hires, terminations need to be completed within Heartland first. Navigate to your payroll account and terminate the employee first. The termination date will then be sent to Employee Navigator.

We just added a new benefit to Employee Navigator - why is it not showing up in Heartland?

Remember, before you add a new benefit to Employee Navigator, you need to first ensure that the benefit is set up in Heartland. Please contact your Payroll Specialist at Heartland and they will add the new benefit to your payroll account and provide you with the benefit code to enter into Employee Navigator.

What happens if deductions are under OR overwithheld for any reason?

This needs to be completed in Heartland since Employee Navigator does not track missed or duplicated deductions from payroll nor does Employee Navigator send over missed deduction amounts or overpayment amounts. Please contact your Heartland Payroll Specialist to set up a new deduction to withhold additional funds OR to compensate your employee if they had funds overwithheld from their paycheck.

Employee Navigator and Heartland Employee Self Service

• If you use Heartland Hire to onboard new employees, the email address that you use to send your new hire their onboarding documents will be used as their work email address. This data field is exchanged during the initial data that is sent from Heartland to Employee Navigator to create the new employee profile. Once the profile is created, this information can be updated in either
• The work email in Heartland is also the email address that is associated with the Employee Self Service account. If you have this service enabled, and an employee logs in to Employee Navigator and updates their work email address, this WILL impact their self service account credentials. In addition, this could cause some concerns with MFA (Multi Factor Identification).

Support & Questions:

• For Employee Navigator related questions, please contact their team at [e-mail]
• For any needs related to Heartland Payroll system, please contact our team [e-mail]