Migrate from PrimePay to Bullhorn ATS & CRM

PrimePay Employee records map to Bullhorn Candidate profiles. We extract first name, last name, email, phone, address, hire date, employment status, and employee ID. Employment type (full-time, part-time, contractor) maps to the Bullhorn customCandidate15 field or an equivalent custom field. Employee ID from PrimePay becomes the Candidate's externalID for deduplication. Personal fields not relevant to recruiting (bank account details, social security for payroll purposes) do not migrate; only work-history-relevant fields transfer.

PrimePay's Position Management stores job title, department, manager, salary, security permissions, and reporting lines on the Position record separate from the Employee. We extract Position fields during extraction and merge them into the Bullhorn Candidate record. Title, department, and manager become Candidate work history entries. Salary and compensation band map to Bullhorn custom fields (customText or customCurrency) on the Candidate. Since Bullhorn has no native Position object, Position-to-Employee linkage is resolved during extraction and the resolved employment details are written as a single Candidate profile with a current-position block.

Payroll records (wages, deductions, taxes, garnishments, net pay per pay period) have no native Bullhorn equivalent because Bullhorn does not run payroll. We extract payroll history in pay-period batches from PrimePay's export SOW, aggregate annual compensation totals per employee, and store salary, bonus, and overtime totals as Bullhorn custom fields on the Candidate record. Detailed per-period payroll records are documented in a written summary rather than migrated as individual line items. High-frequency weekly payroll environments generate 52 records per employee annually, which we batch into quarterly summaries to keep field count manageable.

Accrual policies and current PTO balance snapshots (vacation, sick, personal) are extracted from PrimePay and stored as Bullhorn custom fields on the Candidate. Carryover rules and accrual rate configurations are documented in a written policy inventory for the customer's admin to configure in Bullhorn or a separate PTO system post-migration. Bullhorn has no native PTO accrual engine.

Benefit plan assignments, coverage tiers (employee only, employee plus spouse, family), and deduction amounts per pay period are extracted as a current enrollment snapshot from PrimePay. We map plan name, coverage level, and monthly deduction to Bullhorn custom fields on the Candidate. Customers with complex multi-plan benefits (medical, dental, vision, 401k, HSA) may request a separate Bullhorn custom object (e.g., BenefitsSummary) with lookup to Candidate to accommodate multi-row enrollment records per employee.

PrimePay org structure, departments, and cost centers map to Bullhorn Corporation and Department entities. The top-level organization becomes the Bullhorn Corporation record, and child departments migrate as Bullhorn Department records with the correct hierarchy. This provides the org structure for candidate placement and reporting in Bullhorn.

Federal, state, and local tax withholding configurations (W-4 derived values, additional withholding amounts, exempt status) are extracted from PrimePay per employee and stored as Bullhorn custom fields. We note that Bullhorn does not use these for payroll processing; they serve as a record of the employee's tax election for re-entry into whichever payroll system the customer adopts post-migration.

For staffing agencies, PrimePay time and attendance records for placed contractors can be mapped to Bullhorn Placement records with custom time-tracking fields. For internal employees migrating as Candidates, timesheet summaries (total hours worked, overtime hours) are stored as Bullhorn custom fields. Approval-state flags do not transfer because Bullhorn does not have a native time-off approval workflow equivalent to PrimePay's time-and-attendance module.

WC class codes, rates, and claims linked to employee and position records in PrimePay are extracted and mapped to Bullhorn Placement records using custom fields for WC class code, carrier name, policy number, and claim status. Historical claims are documented in a written summary; active WC configuration transfers as a snapshot for the customer's HR admin to re-enter in Bullhorn Back Office or a separate WC administration tool.

New hire workflow task states, I-9 records, and onboarding checklist completion status are extracted from PrimePay as a written inventory. Active onboarding task states are mapped to Bullhorn Candidate custom fields (e.g., I9_Status, backgroundCheck_Status). Completed-task history often cannot be reconstructed cleanly; we document the active state at migration time and flag the onboarding rebuild scope for the customer's Bullhorn admin.

Employee documents (offer letters, contracts, tax forms) stored in PrimePay are exported where accessible via the SOW-assisted export. We migrate file references and document content to Bullhorn ContentDocument records linked via ContentDocumentLink to the corresponding Candidate. Documents not included in the PrimePay SOW export are flagged in the written document inventory for manual retrieval or re-upload by the customer's admin.

PrimePay's time-relational structure stores effective-dated job-title changes and compensation adjustments per employee. We extract the effective-date sequence (chronological list of title and salary changes) and map it to Bullhorn Candidate work history entries with job title, effective date, and compensation at each change point. The compensation progression is stored as a Bullhorn custom long-text field (customTextArea) holding a JSON or delimited summary of the effective-date sequence for audit purposes.