Migrate from Paylocity to BambooHR

Paylocity uniquely identifies employees by the composite of Employee ID plus Company ID. We preserve this composite as the employee's canonical identity key during migration, and store the Paylocity Company ID in a BambooHR custom field for reference. If the destination has only one entity, all Company IDs consolidate under one BambooHR location with the Paylocity Company ID recorded as metadata on each employee record. If BambooHR locations are used to represent legal entities, we map each Paylocity Company ID to the corresponding BambooHR location before import.

Name, preferred name, address, phone, email, date of birth, gender, marital status, and emergency contact information migrate directly to BambooHR's standard employee fields. Paylocity's biographical fields have stable schema across editions and map cleanly to BambooHR's Employee Info tab without transformation.

Hire date, termination date, re-hire date, job title, department, employment type (full-time, part-time, contractor), and employment status (active, inactive, on leave) map directly. Paylocity stores supervisor relationships; we map these to BambooHR's supervisor field by resolving the supervisor's Paylocity Employee ID to the migrated BambooHR employee record.

Paylocity exposes pay rate, salary amount, pay frequency, bonus, and commission via the Pay Entry API. We map hourly rate to BambooHR's payRate field and salary to the compensation summary. Paylocity stores pay type (hourly, salary, non-exempt, commission) as a separate property; we store this as a custom field in BambooHR since the destination's base payRate does not natively capture the pay type classification. Historical pay run records migrate as reference-only records in a migration manifest, not as live payroll data in BambooHR.

W-4 federal filing status, allowances, and additional withholding amounts, plus state withholding elections and state-specific allowance counts, migrate to BambooHR's tax withholding fields. The destination's tax election schema supports federal and most state jurisdictions. We flag any jurisdiction that requires manual re-entry as a migration note in the manifest for the customer's HR admin to verify before the first BambooHR payroll run.

Paylocity's Benefits API exposes employee benefit elections, plan names, carrier assignments, and monthly deduction amounts. We map these to BambooHR's Benefits Tracking module, creating benefit records that include plan type, carrier name, coverage level (employee, employee plus spouse, family), and monthly cost. BambooHR does not support native EDI feeds to carriers, so carrier contact and account numbers are stored as metadata for manual carrier re-enrollment. Plan rules and contribution tiers migrate as reference data in the manifest, not as live configuration in BambooHR.

Current accrual balances and available-snapshot data migrate as read-only reference records in BambooHR's time-off module. We capture the accrual balance as of the migration date and store it as a snapshot note on each employee's BambooHR record. The destination system's accrual engine recalculates forward-looking balances from the employee's active start date using BambooHR's configured policies, which corrects Paylocity's accumulated calculation errors. We explicitly flag which employees have pre-migration balance discrepancies documented in Paylocity so the admin can review before cutover.

Historical pay run records from Paylocity — gross pay, net pay, tax withholdings, and deduction line items — are retrieved via the Pay Entry API and compiled into a migration manifest as reference records. BambooHR's payroll add-on does not support retroactive import of historical pay runs. We preserve the manifest as a CSV export linked to each employee record so that if future reconciliation is needed, the data is accessible without accessing the Paylocity tenant after cutover.

Paylocity allows custom employee properties to be created independently in the HR module and the Payroll module, meaning a property may exist in one module API response but not the other. We query both module-specific endpoints during discovery and reconcile the union of all custom fields. Where field names overlap but data types differ, we apply explicit type casting. BambooHR custom fields are type-constrained to text, number, date, or dropdown; we map accordingly and log any field that cannot be natively represented in BambooHR as a migration note for the customer to resolve.

Documents stored in the Paylocity Employee Profile — offer letters, signed agreements, certifications, and custom document categories — migrate as binary file imports to BambooHR. We map file type, employee association, and document category to the destination's employee file structure. BambooHR supports PDF, DOCX, and image formats; we filter unsupported file types during discovery and flag them for manual upload if necessary.