How to set up and use the Tempaid Integration

BETA - This is to help set up your Tempaid Integration and export your timesheets.

Beta Header copyIf you are going to be using the export functionality, you will need to enable the contract time capture settings

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How to Enable Tempaid

Enabling Tempaid will allow you to export your timesheets and assign candidates a unique Payroll ID.

To enable the Tempaid Integration, a Super User can go to Settings > Integrations > Pay & Bill and click Enable for Tempaid.

The following fields will become mandatory and must be completed before you can place a candidate on a contract job. These fields must be completed at the Job Offer Compliance stage for both Candidates and Companies. 

Candidate Mandatory Fields

  • Address Line 1
  • Postcode
  • Mobile Number
  • Email
  • Date of birth
  • Gender
  • Pay Type
  • Pay Method
  • NI Number
  • Bank Details (Account Name, Account Number, Sort Code, Bank Name)

If Self-Employed is selected as the Pay Type, then the following field will be mandatory:

  • HMRC Engagement Type

If Self Employed/Umbrella is selected as the Pay Type, then the following will also be mandatory:

  • LTD Details (LTD Name, Contact Name, Contact Number, Email)
  • LTD Address (Address Line 1, Postcode)
  • LTD Number

Company Mandatory Fields

  • Accounts Contact
  • LTD Registration

Custom Fields

Any custom fields added to the Contract Workflow will be included on the Tempaid Export. A good example of this is if you need to add a Purchase Order number to your contract placements.

Any field included at Job Offer will also be included on the Placement CSV file that is generated by the Tempaid Export.

Note: You will need to liaise with Tempaid separately if you are adding additional custom fields to your exports to ensure that they recognise and accept the information.

Payroll ID

With Tempaid enabled, a unique payroll ID can be generated for candidates who are going to be placed on a contract job.  

To generate this ID, navigate to the Pay tab in the candidate profile and select an option from the Type dropdown. Updating fields within the Pay tab will update the Payroll ID for that candidate. 

Note: Candidates Bank Details, Pay Method, or Pay Frequency will not generate or update the Payroll ID.

The Payroll ID can also be generated at the offer stage of a Job by clicking the Compliance status icon and navigating to the Pay Details tab within the side panel.

All fields from the Candidate Pay tab will show on the Pay Details tab of the side panel. A warning message will display every time one of the fields is updated within the Candidate Pay tab or Job Offer Compliance Side Panel. If confirmed, this will update the fields in both locations and generate a new Payroll ID for the candidate. 

Note: Candidates who are placed on an active job will be unable to update their payroll ID until their job is no longer active.

Changing the Payroll ID

If a candidate’s pay conditions change, their Payroll ID needs to be regenerated for the purposes of accurate payroll in Tempaid. These changes can be any of the following:

  • Moving from one Pay type to another (e.g. PAYE to Self Employed)
  • Moving from one Umbrella to another
  • A change in Ltd Company Details
  • A change in Engagement Type (e.g. Sole Trader to Ltd Company)

Whilst a candidate is in contract, their pay details cannot be changed. However, if your candidate is in the middle of a placement and needs to change their pay conditions, you must end that placement and export all time capture information first.

To end a placement, click edit and change the end date to the current date.

Once you have exported the information, you can then edit your candidate’s pay information and roll on the placement to reactivate it.

How to Export Timesheets

The Tempaid export allows all your contracts with timesheets submitted to be exported into CSV files. Each export will display all timesheets for the chosen week and will not show any weeks dated before or after the week ending that you exported.

To export a week of timesheets, a Super User can go to Settings > Integrations > Pay & Bill and select the Sunday that the chosen week ends on from the date picker.

Note: Sundays are the only date available to be selected within the Date picker and this currently cannot be changed.

Click Export and the zip file will be exported into your downloads folder within your Browser and your downloads folder within File Explorer.

If you refresh the Pay & Bill page after a successful export, you can see the last date/time an export occurred and the user who completed the export.

After you have successfully exported your timesheets, if there are no outstanding timesheet overdue then the Time Capture lozenge will update to Submitted.

An action will be recorded within the Candidate and Jobs Recent Activity streams to display all the relevant information to the timesheet that has been submitted for that week.

Each Export Zip file contains 3 CSV files:

  • Placement
  • Candidate
  • Client

All 3 CSV files will have the date of the export held within their file name to identify each timesheet export.

The Placement CSV will display all information relating to the job(s) that the candidate(s) are placed on. Custom Fields will be added to the CSV with the name given to the field within Firefish.

The Candidate CSV will display all information relating to the candidate(s).

The Client CSV will display all information relating to the companies involved with the job contracts that are exported into the Placements CSV.