Migrate from Apex Human Capital Management to BambooHR

Core employee records (personal data, employment status, job title, department, hire date, termination date) export cleanly from Apex via the standard data dump. Apex stores the employee as a primary anchor record with an assigned employee ID; BambooHR auto-assigns its own Employee ID. We preserve the Apex employee ID in a custom field (apex_employee_id__c) so the migration maintains a reference anchor across all downstream object mappings. Employment status, pay type, exempt/non-exempt classification, and manager reporting line map directly to BambooHR standard fields.

Apex stores department hierarchy as a flat list with parent references rather than a nested tree, which means the reporting structure does not export as a ready-to-import hierarchy. We reconstruct the department tree from the parent reference data during the transform phase and map it into BambooHR's department structure. Any department with no parent becomes a top-level division; children attach under their named parent. If the Apex employer uses cost center codes or location-specific department names, we preserve those as department aliases in BambooHR.

Payroll run history with earnings, deductions, and tax withholdings exports year-by-year from Apex. We chunk large registers by payroll date range to avoid export timeouts and preserve the audit trail structure. Each payroll register row becomes a set of line items in BambooHR's payroll history module, with earnings classified under the matching earning code and deductions (benefits, garnishments, voluntary deductions) mapped to BambooHR deduction types. Historical gross, net, federal withholding, state withholding, and FICA amounts are preserved as separate entries.

Pay rate changes, bonuses, and commission records store effective dates and reason codes in Apex's proprietary compensation tables. We extract the full compensation history including base pay, pay frequency, pay type (salary, hourly, commission), bonus amounts, and effective dates. Rate changes migrate as a compensation history timeline within BambooHR's employee record. Commission and bonus amounts with non-standard earning codes are mapped to BambooHR custom earning codes created during schema setup.

Current PTO accrual balances export from Apex as a snapshot of available, used, and accrued amounts per leave type. Apex stores carryover rules, accrual caps, and earning-rate logic in client-configured tables that are not always included in a standard data export. We extract current balances as a snapshot and map them to BambooHR time-off balances. The accrual rate logic, carryover rules, and cap thresholds require manual reconfiguration in BambooHR; we flag every accrual policy found in the export with its rule parameters so the customer's HR admin rebuilds the policies in BambooHR before go-live.

Federal, state, and local tax code assignments per employee export from Apex as lookup tables with jurisdiction-specific withholding codes. These codes do not map 1:1 to BambooHR's tax setup fields because tax jurisdiction identifiers vary by employer state registration. We extract the full jurisdiction taxonomy, create a mapping table of every jurisdiction code found, and present it to the customer for manual review and approval before applying it to BambooHR's tax setup per employee.

Health, dental, vision, and retirement plan elections export per employee with coverage start dates and carrier-specific plan IDs. We preserve the full election snapshot including dependent information and coverage tier (employee only, employee plus spouse, family). Carrier-specific plan IDs do not map 1:1 to BambooHR's benefits carrier list; we document the carrier name, plan name, and coverage tier as a reference table that the customer's HR admin uses to set up the equivalent benefit plans in BambooHR.

Clock-in/out records and hours worked export per pay period from Apex. When BambooHR's time-tracking schema differs, we map hours to earning codes and flag any entries that fall outside a standard workweek structure. Entries from pay periods that cross midnight or use split shifts require particular attention to ensure hours map correctly. Overtime calculation rules and meal break deduction logic are documented separately as they require manual configuration in BambooHR's time-tracking policy setup.

Onboarding documents, offer letters, employee files, and I-9 forms stored in Apex export as binary blobs or linked URLs. We preserve filenames, associate each document with the correct employee record in BambooHR, and import the files as employee file attachments. Any document with a filename that does not clearly indicate its type is flagged for the customer's HR admin to rename or categorize in BambooHR. Documents that Apex stores as URLs to external storage rather than embedded files require the customer to confirm the source URL remains accessible or to upload the file directly into BambooHR.

1095-C forms and coverage measurement records export with employee associations intact from Apex. We map IRS form data to the applicable BambooHR employee compliance fields and flag any gaps in measurement period coverage that the customer needs to address before filing. BambooHR does not have a dedicated ACA compliance module; coverage measurement records are stored as notes or document attachments associated with the employee file, with a summary reference table provided in the migration deliverable.