This article is for clients and it explains how time-off plugins sync with Deel.
For information on installing an HRIS integration, please refer to Deel's integration guides.
In this article you will find:
Enabling and Managing your plugins
Updating time-off type matching
How does time-off synching work?
National Holidays and Weekends
Enabling and managing your time-off plugins
To access HRIS plugins, go to More > Apps. Search for and locate HRIS integration of choice to launch the integration console.
Click the plugins tab to enable or manage your plugins.
Deel can not sync PTO for employees who used different email addresses to sign up for Deel Engage and for Deel.
Deel will be able to sync Paid Time Off from 1 year in the past, and also 1 year in the future.
Matching users between your HRIS and Deel
Deel's HRIS integrations rely on the following details to match profiles:
- Contractor email
- HRIS work and personal emails
This might not be enough to match profiles. If no match is found Deel will attempt to match profiles based on:
- First name and last name
- Date of birth
Auto-Sync for new users
When the integration was initially installed, there was an invitation to turn on auto-sync to enable synching for new users. If this feature wasn't enabled initially, return to the integration console to turn it on now. There will also be the option of manually matching users.
On the Apps tab, select the HRIS integration to access it's integration console. Select the People tab to enable auto-sync or manually match users.
Deel will be able to sync Paid Time Off from 1 year in the past, and also 1 year in the future.
Updating Time-off Type Matching
Deel only supports time-off types that are configured in an HRIS system.
When the time-off plugin was installed during the integration set-up, time-off types were matched across systems.
Add or update new time-off types at any time through the plugins tab of the integration console. Locate the time-off plugin and click manage.
Drag and drop an HRIS time-off type from the list and into one of the three Deel boxes: Holiday/PTO; Sick Leave; Other Leave.
Important Considerations
- Deel's EOR time-off plugin only supports time-off types in a system that are configured to access time-off in half- or whole-day increments.
Half-days can only be applied at the stat and end of a time-off period. This means that a half-day occurring in the middle of a time-off period will be logged as a whole day off.
Deel considers eight (8) or more hours or one (1) day to be a full day off. Anything under eight (8) hours or one (1) day - for example, a fraction) is considered to be a half-day off.
If a group member wants to take a half-day off at the start or end of the time-off period, they should enter a sum of less than one day or less than eight hours, depending on how time-off type has been configured.
Deel will be able to sync Paid Time Off from 1 year in the past, and also 1 year in the future.
How does time-off synching work?
This plugin aims to make clients' HRIS the single source of truth for their group's time off. As such, Deel's EOR Time-off plugins only sync approved time off from a client's HRIS to Deel in an approved (or used, if they happened and were approved in the past) state in Deel. If time off was logged in Deel, but not in their HRIS, there will be no need to send it back.
If auto-sync was enabled when the integration was installed, time-off will sync every four hours. When synching occurs, Deel will look one year into the past and one year into the future to ensure accuracy with the HRIS platform.
Employees may see an error message if they entered different time off dates in Deel and in the time-off plugin. If the PTO dates don't exactly match, the employee will need to either remove the entry in Deel or amend the dates in the plugin.
If there's the need to turn on auto-sync or want to manually sync the HRIS plugin with Deel, this can be done this from the integrations console:
On the Apps tab, select the HRIS platform to access the console. Select the Plugins, locate the EOR plugin and click Manage. A pop-up menu will appear and from here toggle auto-sync on, or click sync to trigger a manual sync.
National Holidays and Weekends
Deel recognizes all national statutory holidays and two-day weekends. This information is based on the location of the employment contract.
Time-off requests and approvals that include national holidays and weekends will be net of those days. For example, A two-week time-off request will count for 10 days. If a national holiday occurs during the time-off period, the request will count for only 9 days.
During synching with the HRIS system, Deel will merge the HRIS information into the platform and reconcile it with weekend and holiday data based on the location of the employment contract.
Please Note
In an HRIS system, clients may have the flexibility to set custom public holidays that are not officially recognized in a given country. When they sync time-off requests to Deel, only the officially recognized national public holidays for the employee's country, along with the start and end dates of each request, are applied. This means the duration of a time-off request might appear differently between the HRIS system and Deel. For example, if a 9-day time-off request is submitted and the HRIS system accounts for both a national and a custom holiday, it would calculate the time off as 5 days after subtracting weekends and holidays. However, Deel's calculation, recognizing only the national holiday and weekends, would result in 6 days of time off.
Approving Time Off Requests
Once clients have enabled their HRIS time-off plugin, all time-off requests must be approved in their HRIS platform for connected group members. They will no longer be able to approve these requests in Deel. Clients should refer to their HRIS instructions for assistance on approving requests.
Frequently Asked Questions
[ACCORDION] Does the integration sync balances?
No, the integration does not sync or reconcile balances.
[ACCORDION] Why are discrepancies in balances between the two systems?
Discrepancies can arise if the total allowance in an HRIS system differs from that in Deel. To resolve this, ensure that the HRIS policy is aligned with Deel's. If alignment isn't possible, contact assigned Customer Success Manager (CSM) to discuss adjusting Deel’s contracts to better fit, where feasible.
[ACCORDION] Why are the total allowances not the same in both systems?
The HRIS system may have PTO policies that differ from those in Deel, potentially leading to variations in accrual logic. As Deel cannot automatically align external systems to our policies, any necessary adjustments must be made manually to ensure consistency.