Migrate from Payroll Automation to Crelate

Employee records from the payroll system map to Crelate Person or Candidate records depending on the destination's object model configuration. Core fields that transfer: full name, preferred name, home address, work email, work phone, employment status (active, terminated, on leave), hire date, and termination date. SSN, bank account details, and tax withholding elections do not migrate because Crelate has no fields for this data and it is not appropriate to store in an ATS. We extract from the source payroll API at the employee record level and map to Crelate's Person or Candidate standard fields.

Departments, cost centers, job titles, and reporting hierarchies from the payroll system map to Crelate's organizational structure if the destination includes an organizational hierarchy module. Job titles from the payroll source become the candidate's most recent job title in Crelate. Manager-employee relationships migrate as candidate-to-placement or candidate-to-client relationships depending on whether the destination org is a recruiting client or a candidate. We resolve the manager reference by matching the manager's employee ID or email to a Crelate Person record.

Any custom fields on the employee record in the payroll system (certification types, skills tags, security clearance levels, union affiliation) map to Crelate's custom fields on Person or Candidate. The customer defines which custom fields are relevant for recruiting continuity during scoping. Fields containing payroll-specific data (salary bands, pay grades, equity holdings) are flagged as non-migratable and noted in the delivery documentation.

Terminated employees from the payroll system migrate to Crelate as inactive or archived Person records to support re-hire eligibility and internal mobility programs. The termination date from the payroll source becomes the Person's end date or a custom termination_date field. We preserve the full tenure history (hire date through termination date) to support background check re-verification and institutional knowledge tracking. Active employees migrate as active Crelate Person or Candidate records.

Crelate's Job object is a recruiting-specific record with no direct payroll equivalent. We do not create Jobs from payroll data because payroll systems do not track job requisitions, candidate pipelines, or hiring stages. If the customer wants to populate Job records with headcount-planning data from the payroll org structure, we discuss this as a custom configuration option during scoping. Standard scope excludes Job record creation from payroll migration.

Crelate's Application and Pipeline Stage records represent the recruiting process for a candidate and have no payroll equivalent. These objects are not created during a payroll migration because they represent job-applicant relationships that do not exist in a payroll system. If the customer's migration scope includes populating Crelate's recruiting pipeline with historical job data from an HRIS that also served as a job requisition system, we scope that as a separate object set and apply different pricing.

Wage rates, salary changes, bonus schedules, equity compensation, and pay frequency are payroll-specific data with no Crelate field or object equivalent. Crelate's ATS data model does not include compensation fields. We flag this object as non-migratable and document it in the written inventory with a recommendation that the customer retain the compensation history in their payroll archive or move it to a dedicated HRIS that supports pay transparency and compensation benchmarking.

Paycheck records, payroll run dates, pay period summaries, and employer-side payroll entries have no Crelate equivalent. The payroll run is a transactional record specific to the payroll processing domain. Crelate's recruiting and ATS model does not include payroll run history. We extract a payroll run summary (year-to-date gross, YTD taxes, YTD deductions) as a reference document during migration discovery, but this does not load into Crelate because there is no destination field.

Federal, state, and local tax withholding records, Form W-4 elections, tax jurisdiction assignments, and IRS filing history are compliance-sensitive payroll data with no Crelate analog. Crelate's data model is built for candidate relationship management and applicant tracking, not tax compliance. We do not migrate tax withholding records. The customer's payroll team or tax advisor retains these records in the payroll platform archive or a dedicated compliance document store.

Health insurance elections, 401(k) contribution rates, HSA/FSA deductions, life insurance premiums, and voluntary benefit deductions are payroll-domain records that do not exist in Crelate's ATS schema. We flag benefit deduction records as non-migratable and document them in the written inventory with a note that benefit enrollment history is typically retained in the payroll platform's archive, a benefits administration platform (if separate), or an ERISA-compliant document store.

Child support orders, tax levies, wage garnishment judgments, and voluntary wage deduction authorizations are legally enforceable financial obligations tied to an employee's payroll record. Crelate does not support garnishment records. These are non-migratable by design and must remain in the payroll system or be transferred to a subsequent payroll platform if the customer is also changing payroll providers. We document garnishment obligations in the written inventory with a recommendation to coordinate with legal counsel before payroll system decommissioning.

Accrued PTO, sick leave, and other leave balances are calculated and stored within the payroll system's leave management module. Crelate does not include a leave accrual or time-off balance tracking module. We flag PTO balances as non-migratable and note in the written inventory that leave balance carryover should be handled by the payroll team during the transition to a new payroll platform if the customer is also changing payroll providers. Crelate's ATS does not track time-off balances for employees.