Managing Multiple Companies with Payroll FAQ

How do I manage multiple companies while using Payroll?

Purpose: Our customers operating with multiple companies or EINs can encounter unique situations when running payroll. We have created this guide to help our multiple-EIN customers troubleshoot some commonly asked questions.

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I have an employee(s) who will be paid by multiple EINs. How do I set them up in BambooHR?

If you have employees who will be paid by multiple companies (EINs) at the same time, we recommend having one BambooHR account for each company (EIN). You will then need to create one profile for the employee in each company’s BambooHR account that will be paying the employee.

If you have Payroll accounts for each company and they are all syncing to one BambooHR account, you will then need to create only one employee profile for the employee in BambooHR. The duplication of the employee’s name, birthdate, and Social Security number in BambooHR will cause an error when syncing employee information to Payroll. Before the pay date of each company (EIN) that will pay the employee, change the employee’s pay schedule to include them in the correct company’s pay schedule. You can update the pay schedule within the Compensation table on the employee’s Job tab.

How do I switch an employee from one company or EIN to another in BambooHR?

If you have a BambooHR account associated with multiple payroll accounts/EINs you will need to take extra steps before changing an employee from one pay schedule to another in BambooHR. This is because an employee's profile can only sync with one payroll account/EIN at a time through the pay schedule the employee is assigned to within the Compensation table of their Job tab.

When you need to move an employee from one payroll account/EIN to another, a termination date will need to be synced to the payroll account/EIN the employee is being moved from. This should take place after the employee's final paycheck has been approved for the payroll account/EIN they will be moved from. The termination date will disconnect the employee from syncing to the payroll account/EIN they are being moved from so they can then sync with a new payroll account/EIN. Here is the recommended workflow for this process:

  1. Add a new Employment Status record as “Terminated" on the employee’s Job tab in BambooHR for the previous payroll account/EIN.
    1. The Termination Date and Final Pay Date should be the end date of the last pay period the employee was paid from the previous payroll account/EIN.
  2.  Verify the Termination Date has fully synced to payroll.
    1. When the Termination Employment Status record is added, BambooHR will automatically sync the Termination Date to payroll. To verify the Termination Date synced, navigate to the Employee tab in TRAXPayroll, double-click on the Select Search bar, change the Filter By radio button to All, and press the Search button. Then, search for the employee from the list below, click on their name, and verify they have a Termination Date next to their name in the top left-hand corner.
    2. NOTE: When the Termination Employment Status record is added, this change typically takes 5-10 seconds, but may take up to 2 minutes for the Termination Date to be visible in TRAXPayroll. Please wait to proceed with the next steps until you verify the Termination Date has synced to TRAXPayroll.
  3. Add a new Employment Status record on the employee’s Job tab in BambooHR for the new payroll account/EIN.
    1. The new record should have the appropriate active status (e.g., Full-time, Part-Time, etc.).
    2. The Start Date must be at least one day after the Termination Date for the previous payroll account/EIN.
  4. Add a new Compensation record on the employee’s Job tab in BambooHR for the new payroll account/EIN.
    1. The new record should list the employee's Pay Schedule for the new payroll account/EIN.
    2.  The Start Date is the same as the active Employment Status record.
  5. If needed for the new payroll account/EIN, add a new Job Information record on the employee’s Job tab in BambooHR.
    1. The new record should list any new information for the change.
    2. The Start Date is the same as the active Employment Status record.
Will BambooHR sync data to Payroll for terminated employees?

Data changes made to employees who are terminated or have ended their employment with your company will automatically sync to Payroll. It is important to note that you will need to update their employment status to Terminated or Resigned on their Job tab first in order to have this information synced automatically.

What will show on the paystub for an employee paid by more than one company?

Paystubs for only one Payroll account will appear on the employee’s Pay Info tab of BambooHR. If the employee was paid in another account, the authorized Payroll admins can view the paystubs in TRAXPayroll. These users can download the paystub from TRAXPayroll and provide it to the employee.