This document provides an overview of the integration between Skedulo and SAGE/2C9/People Pay (hereafter referred to as SAGE/2C9). The purpose of this integration is to transfer data between the two systems, ensuring that employee and timesheet information remains synchronized and consistent without manual intervention.

The integration facilitates the transfer of timesheet information captured within Skedulo to SAGE/2C9 for processing, approval, and subsequent submission to the payroll solution.

Key Terminology

Understanding the key terms used in the SAGE/2C9 integration is essential for effective use.

Term	Description
Payee	A person who is to be paid by SAGE/2C9 Payroll. This record is mastered in SAGE/2C9.
Resource	A person who acts as a support worker using the Skedulo Mobile App to perform assigned work. This record is synchronized from the Payee in SAGE/2C9.
Scheduler	A person responsible for scheduling jobs, activities, and shifts using the Skedulo Web App.
Assignment	A record in SAGE/2C9 that ensures support workers are correctly configured for necessary payment rates. It is created when a Resource is created or when their first timesheet is processed.
Cost Centre	A tag applied to revenue or expenses that represents a division within a company, used for reporting purposes. This is represented as an Accounting Segment in SAGE/2C9.
Accounting Segment	The SAGE/2C9 representation of a Cost Centre.
Timesheet Entry	Represents Jobs, Shifts, Activities, or Leave Events sent from Skedulo to SAGE/2C9 for payroll processing.
Timesheet Item	Represents Allowance or Cost Code information sent from Skedulo to SAGE/2C9.
Payee Leave Event	Represents approved leave in SAGE/2C9, originating from Skedulo.
Project Code	A feature that facilitates a higher pay rate for resources based on a combination of award classification and level.
Interpretation Rule	Represents awards in SAGE/2C9. This can be defaulted or linked to a specific Resource or Assignment.
Allowance	Standard or custom payments captured on Jobs and sent to SAGE/2C9 as Timesheet Items.
Estimated Interpretation (Job Costing)	The process of predetermining the pay rates for a resource’s shift for informational purposes before the timesheet is finalized.

Integration Overview

The SAGE/2C9 integration follows a high-level workflow where data flows between Skedulo and SAGE/2C9 Payroll.

• SAGE/2C9 acts as the master system for Payee (employee) details, which are synchronized to create Resource records in Skedulo.
• Skedulo is the source for all work and leave-related data, including Jobs, Activities, Shifts, and Unavailability.
• When a Skedulo Timesheet is approved, the related work and leave data is transferred to SAGE/2C9 as Timesheet Entries and Timesheet Items.
• SAGE/2C9 then processes this data for payroll.
• Communication between Skedulo and SAGE/2C9 is primarily handled via direct updates to the underlying data using triggers or other Salesforce mechanisms.

Core Functional Processes

The SAGE/2C9 integration supports several key functional areas.

Payee to Resource Synchronisation

Resource master data originates in the SAGE/2C9 Payee object. Activating the Skedulo Resource checkbox on a Payee record automatically creates or updates the corresponding Resource record in Skedulo. Following this initial synchronization, certain fields on the Skedulo Resource record, such as Primary Region, Category, and Interpretation Rule, must be manually configured. These fields are essential for generating assignments and ensuring accurate timesheet data is sent to SAGE/2C9.

Timesheeting

Approved Skedulo Timesheets automatically generate corresponding Timesheet records in SAGE/2C9. Based on system settings, approved Jobs, Activities, or Shifts become individual Timesheet Entries in SAGE/2C9. Any associated allowance or cost code information is created as Timesheet Items. To streamline processing, multiple jobs or activities occurring within a configurable timeframe on the same day can be consolidated into a single Timesheet Entry.

Leave Management

Leave management originates from Unavailability requests within Skedulo, which serves as the primary system for managing leave for rostered employees. Approved Unavailability requests, especially those conflicting with scheduled work, can generate Skedulo Leave Events. These events are then transferred to SAGE/2C9 as Payee Leave Events upon approval of the associated Skedulo Timesheet. While leave is requested and approved in Skedulo, SAGE/2C9 remains the system of record for managing leave balances.

Cost Centres

Cost centres are used for internal financial reporting by division. Skedulo timesheet entries can store a cost centre code that is passed to SAGE/2C9, where they are known as Accounting Segments. Timesheet Items of the type Cost Code capture the percentage of time allocated to an Accounting Segment. A single timesheet entry can be associated with multiple cost centres and their respective percentage allocations. The source of the cost centre is determined by custom settings and can be derived from various fields on the Job, Activity, or other related records.

Project Codes and Interpretation Variations

Project Codes enable resources to be paid at a higher rate than their standard award for specific jobs. Schedulers can link a Job to a Project Code, and upon timesheet approval, this information is sent to SAGE/2C9 to apply the varied pay rate. Similarly, Interpretation Variations allow for payment according to different Interpretation Rules. Selecting an Interpretation Rule Type on the job scheduling window sends this information to SAGE/2C9 to be processed correctly.

Allowances

The integration supports both standard and custom allowances. Standard allowances include payments for first aid, uniforms, meals, and travel. Custom allowances can be configured to map specific fields on Jobs to pay codes in SAGE/2C9. When an allowance field on a Job contains a value, a corresponding Timesheet Item is created in SAGE/2C9 upon timesheet approval.

Sleepovers

Jobs designated as Sleepovers are processed uniquely. The integration creates a Timesheet Entry for the active work periods and a separate Timesheet Item with a fixed unit value for the inactive sleepover period. Any interruptions during the sleepover are captured as Skedulo Activities via a specific mobile form. These interruptions are sent to SAGE/2C9 as distinct Timesheet Entries and paid at a defined “WakeUp” rate.

Travel

Resources can be compensated for travel time and distance. Billable travel is captured on the Job Allocation, while other travel can be recorded as Activities. Travel is paid as an allowance and is sent to SAGE/2C9 as a Timesheet Item. The system creates a Timesheet Item for job allocations that have a value in the Total Km Travelled with Client field. A custom setting enables this payable travel check, which can be overridden at the individual job level.

Public Holidays

Both Skedulo and SAGE/2C9 manage public holiday calendars with support for region-specific dates. A resource’s Assignment in SAGE/2C9 is linked to a public holiday calendar, typically determined by their Primary Region in Skedulo. A one-time setup is required to associate SAGE/2C9’s state-specific public holidays with the corresponding regions in Skedulo to ensure accurate pay interpretation.

Breaks

Break details, including duration and paid status, can be entered by schedulers directly onto Jobs in Skedulo. For Shifts, break information is typically linked to the shift’s Location. In both cases, this break data is passed to the corresponding Timesheet Entry in SAGE/2C9. Custom fields and settings are used to ensure break information is captured correctly and passed to SAGE/2C9 for accurate payroll processing.

Job Costing (Estimated Interpretation)

This feature allows schedulers to estimate the payroll cost of assigning a specific Resource to a Job before the allocation is confirmed. The estimation considers factors like the resource’s role, potential overtime, and award rules, providing a cost breakdown and highlighting any potential award violations. To facilitate this, Skedulo temporarily creates timesheet data in SAGE/2C9, which processes the estimate and returns the cost breakdown to be displayed to the scheduler in the Skedulo interface. This temporary data is for estimation only and is cleared out periodically.