Migrate from empeon to BambooHR

Empeon Employee records map to BambooHR Employee records. Standard fields (name, contact info, employment status, job title, department, hire date, pay rate) transfer directly. The Empeon Employee ID becomes the BambooHR employee number for cross-system reconciliation. Any date fields stored as free text in Empeon Custom Fields are parsed and validated against a configurable date format before insert into BambooHR's typed date fields.

Empeon's free-text Input Custom Fields map to the closest BambooHR typed field: numeric-looking strings coerce to BambooHR Number fields, ISO-format dates coerce to Date fields, and remaining free text maps to BambooHR Text fields. Boolean Checkbox fields in Empeon map directly to BambooHR Checkbox fields. We enumerate all active Custom Fields during scoping and document every coercion decision so the customer can validate data quality post-migration. Complex free-text values that do not cleanly coerce are flagged as requires-review in the migration report.

Empeon accrual balances (PTO, sick leave, and other accrual types with effective-dated change history) map to BambooHR Time Off. We transfer current balance, accrual rate, and carryover rules as separate Time Off History entries. BambooHR's Time Off module supports multiple policies per employee; we create the destination policy structure during configuration so that carryover rules from Empeon map to the equivalent BambooHR policy rules.

Empeon Direct Deposit routing numbers and account numbers are sensitive fields. We do not transfer live bank credentials as structured data. Instead, we deliver a Direct Deposit re-enrollment guide with the routing and account data anonymized in a reference table so that employees can re-enter their banking information in BambooHR Payroll. This eliminates the risk of carrying sensitive banking data across platforms and complies with ACH data security expectations.

Benefit plans, carrier assignments, coverage tiers, and enrollment dates export from Empeon as structured enrollment records. Plan names and carrier codes differ between systems, so we build a carrier code mapping table during scoping. Active enrollments at the time of migration transfer as Benefits entries in BambooHR; historical enrollments transfer as a Benefits History table accessible in the employee's record for audit purposes.

Empeon payroll register exports (pay periods, gross/net pay, deduction line items) map to BambooHR as structured compensation summary entries on the Employee record. BambooHR does not expose a full payroll register data model on its base API, so we deliver the historical payroll summary as a compensation history table within the Employee record rather than as live pay-run records. The number of pay periods migrated depends on the customer's retention policy agreed during scoping.

Empeon time entries, clock punches, and scheduling data (Employee View and Daily View) export by employee and date range. If the destination BambooHR subscription includes the Time Tracking module, we import clock-in/clock-out records as BambooHR Time Tracking entries. If Time Tracking is not included, we import a summary of hours worked per pay period as a Custom Field on the Employee record to preserve the data at least as a reference.

Documents attached to Empeon Employee profiles (offer letters, performance reviews, certifications) export with file metadata and binary content where accessible. Documents migrate to the BambooHR employee file cabinet as individual file attachments. We preserve document type tags and original upload dates. Documents that cannot be exported as binary (such as those accessible only through Empeon's document viewer) are flagged with a document retrieval guide for manual handling.

Empeon organization-level configuration (departments, cost centers, job titles, pay grades) exports as structured data. These map to BambooHR Departments, Locations, and Employment History job title entries. Approval workflows configured at the company level do not migrate — we deliver a written inventory of every Empeon approval workflow with its trigger, conditions, and approver chain for the customer's admin to rebuild in BambooHR's approval chain settings.

Empeon ESS Hub access is tied to the employee email stored in the Workforce profile. We capture all employee email addresses during discovery and cross-reference against the destination BambooHR email to identify mismatches before cutover. Email mismatches (such as domain changes or employee re-enumeration) are resolved through a pre-cutover email update script so that ESS invitations from BambooHR arrive at the correct addresses without employee re-registration.