Migrate from Madison Resources to BambooHR

Madison Workers map to BambooHR Employee records. We extract full name, SSN, pay rate, tax withholding elections, start and end dates, and direct deposit details. BambooHR's Employee API accepts these fields natively. SSN is stored in BambooHR's protected field and transmitted via the API over HTTPS. Active Workers migrate as active BambooHR employees; terminated workers migrate as inactive employees with termination date and final assignment status preserved.

Madison Assignment records (linking a Worker to a client placement with bill rate and pay rate) have no direct BambooHR equivalent. We create custom fields on the BambooHR Employee record: assignment_client_name__c, assignment_start_date__c, assignment_end_date__c, assignment_bill_rate__c, assignment_pay_rate__c, and assignment_status__c. For firms with hundreds of concurrent assignments, we recommend evaluating a staffing-specific ATS (TempWorks, Bullhorn, or Salesforces FSC) as the system of record for assignments post-migration; BambooHR is not designed to replace a staffing CRM.

Madison Payroll Runs (earnings, deductions, taxes, net pay per worker per pay period) do not map directly into BambooHR's payroll product, which is a separate add-on priced per employee per month. We transform payroll run data into BambooHR custom fields on each Employee record (last_gross_pay__c, last_net_pay__c, ytd_gross__c) and flag the customer to configure BambooHR Payroll separately for future runs. Historical pay stubs migrate as document attachments to each Employee File where BambooHR's file attachment API supports PDF imports.

Madison Invoices (hours worked, bill rate, markups, status) are billing records that have no native equivalent in BambooHR's HRIS data model. We map invoice header fields (client name, invoice amount, invoice date, status) to a BambooHR custom object or, for smaller invoice volumes, to a structured note on the related Employee record. Assignment-linked line items cannot be natively modeled in BambooHR. Firms that require invoice record retention should export Madison invoices to a document archive rather than relying on BambooHR for billing history.

Madison Tax Records (quarterly and annual federal, state, and local withholding summaries) require transformation to align with BambooHR's payroll tax configuration. We map Madison's annual W-2 summary data to the Employee record for the applicable tax year, but BambooHR's tax filing and withholding tables must be configured in the payroll module by the customer's admin using current-year state and federal rates. Historical tax data migrates as read-only records; the active payroll tax configuration is set up post-migration.

Madison's SUTA limit tracking records identify workers approaching state unemployment wage bases across multiple states. BambooHR has no native SUTA tracking object. We migrate limit data to custom fields: suta_state__c, suta_wage_base__c, suta_rate__c, and suta_ytd_taxable_wages__c on the Employee record. The customer should review current-year state rates in BambooHR's payroll tax tables post-migration; we flag historical SUTA data as audited records for compliance review rather than live tax calculations.

Madison stores I-9s, W-4s, and state-specific compliance paperwork. We extract document file path references and metadata and attach them to the corresponding BambooHR Employee File. BambooHR's file attachment API supports PDF and common document formats. The actual physical file transfer from Madison's document management layer is a separate coordination step requiring Madison support; we include the file manifest in the export scope but do not transfer files directly.

Madison's factor-fee arrangements (advance rates, factoring fees, recourse provisions) are contractual and not part of Madison's operational data export. These financial terms must be renegotiated directly with the staffing firm's new funder or bank and are outside the scope of the data migration. We explicitly flag this gap in the scope document and recommend the customer involve their finance or lending team in parallel with the data migration.

Terminated workers with completed assignment histories migrate to BambooHR as inactive employee records. We preserve SSN, hire date, termination date, final pay rate, and assignment status for compliance and historical reporting. If the customer does not require retention of inactive worker records, this step can be scoped out to reduce migration volume.

Madison payroll processors and account managers referenced in worker and assignment records are mapped to BambooHR employee records by email match where possible. Madison owner records typically do not correspond to BambooHR system users unless the same individuals administer the HR platform. We flag unmatched owners in a reconciliation report for the customer to resolve manually.