Payroll engine
Turn attendance into payroll-ready inputs, country by country
The XperienceHR payroll engine prepares hours worked, overtime, shift premiums, allowances and approved time off, each mapped to the pay codes your payroll provider expects, and delivers them on your schedule and in your format. Rules are configured per country, legal entity, pay group and employee group, so one tenant can serve several populations with different overtime, premium and holiday treatment.
What a payroll engine does in a time and attendance system
A payroll engine is the layer that converts recorded attendance into the pay-relevant values a payroll system needs. Instead of sending raw clock data to payroll, XperienceHR applies each country’s rules to produce overtime by threshold and day type, shift premiums, allowances, paid and unpaid absence and day counts, each on its own pay code. It prepares payroll inputs and does not run the gross-to-net calculation, which stays with your payroll provider or payroll system.
Rule configuration
Pay items are defined per pay group with an output code, unit, day-type applicability, a condition and a value formula. Rules can be expressed in script rather than fixed logic, so the same input can produce different codes for different populations.
Overtime
Daily and weekly thresholds, with tolerance windows so minor overruns do not create overtime. Separate treatment of working, off, rest and public-holiday days, multiple rate arms, and overtime measured in hours or in day units. Calculation runs automatically or is gated by manager approval.
Shift premiums
Bands are resolved from the shift actually worked rather than the roster alone, with eligibility driven by site, grade, employee group and work pattern. A manager can correct the result, and the system’s own answer is recorded alongside the decision. Consistency is checked before export.
Absence
Paid and unpaid types, with unpaid types carried on their own pay codes and configurable weights, so a partly paid absence contributes proportionally. Half days are supported and absences crossing a period boundary are split to the correct period.
Public holidays
Holiday-aware rosters, payment or time-in-lieu elections per employee, and configurable treatment where a public holiday falls on a weekend.
Day counts
Calendar days, working days and actual worked days, produced per day or aggregated per period, whichever the provider’s format requires.
Corrections and retroactive pay
Once a period has been delivered its figures are frozen. Later changes are sent as retroactive entries under their own codes, with a full audit of what changed, so the provider receives only the delta and can reconcile against what it already holds.
Controls before delivery
Pre-delivery reconciliation with a configurable block on discrepancies, exception reporting of manual corrections, an approval workflow with warnings that must be acknowledged, and guards that prevent changes to closed or delivered periods.
Delivery
API and scheduled file delivery through XP-Hub: employee and organisation data inbound from the HR system of record, payroll files outbound in each provider’s format.
Where the data comes from and where it goes
Inbound: employee and organisation data
Outbound: payroll files on your pay codes
Frequently asked questions about the payroll engine
Does XperienceHR run payroll?
No. The payroll engine prepares payroll inputs: hours worked, overtime, shift premiums, allowances and approved absence, mapped to your pay codes. The gross-to-net calculation and the payment itself stay with your payroll provider or payroll system.
How are overtime rules configured?
Per country, legal entity, pay group and employee group. Daily and weekly thresholds, tolerance windows around planned start and end, separate treatment of working, off, rest and public-holiday days, multiple rate arms, and overtime measured in hours or day units. Calculation runs automatically or is gated by manager approval.
How do you handle corrections after payroll has closed?
Delivered figures are frozen. Later changes are sent as retroactive entries under their own pay codes, with a full audit of what changed, so the provider receives only the delta and can reconcile it against what it already holds.
What checks run before data is sent to payroll?
Results are reconciled against configurable checks that can block delivery when discrepancies appear, manual corrections are reported as exceptions, warnings must be acknowledged in the approval workflow, and closed or delivered periods cannot be changed.
Can you produce our own pay codes?
Yes. Pay items are defined per pay group with an output code, unit, day-type applicability, a condition and a value formula, and rules can be expressed in script, so the same input can produce different codes for different populations.
What happens when an employee changes role or site mid-period?
Employee assignments are effective-dated. A change part-way through a period applies from its own date and leaves earlier days untouched, so no recalculation is needed for days already worked under the previous assignment.
Review your time-to-payroll process with our team
In 30 minutes we map your countries, your HR system of record and your payroll providers, and show how working time, overtime, premiums and absence would reach each payroll cut-off.
Prefer to write first? info@xperiencehr.com · +421 915 890 309 · USA +1 646 926 0897