When a new employee is created in Factorial, an employee update is created. You can open it and check that all the data is correct, and then mark it as "Completed" to synchronize the change with Silae.

Other important things to consider:

• When creating the employee and loading the contract information, make sure that the CONTRACT DATE is the same in SILAE. Otherwise, Silae will create a new contract, resulting in duplication.
• When having employees without Social Security Number → You need to create the employee in Silae first to get a provisional social security number (after the first payroll), and then input it into Factorial. From that point on, you will be able to synchronize the changes of this employee from Factorial to Silae.
• The date of birth and the gender provided must be consistent with the social security number.
• The birth name is mandatory. If it is left empty, the surname used will be treated as the birth name to avoid blocking the creation.
• The matricule does not have to be added in Factorial. When the new hire is synced, we will automatically populate the matricule field in Factorial. You can enable an option in Silae to ensure the uniqueness of the personnel number across multiple files or file groups if necessary.
• The employment start reason will be sent by default as the code 001: Hiring, start of activity, direct recruitment or recruitment via competition (public service), start of detachment, start of cultural life (religions). You can modify this in Silae, if needed.

Fields being sent to Silae

1. Employee data
   • First name
   • Last name
   • Social security number (the client must select the social security number in the identification number field)
   • Maiden name (if left blank in Factorial, the first name will be synchronized here as well)
   • Gender
   • Professional email
   • Personal email (if left blank in Factorial, the personal email will be replaced by the professional email)
   • Mobile phone
   • Home address (city, country, state, street, number, and postal code)
   • INSEE commune code
   • Date of birth
   • Birth department (it takes it from the SSN & if it is outside of France, it is sent as code “99” and the user needs to edit it manually in Silae)
   • Birth country code (it takes it from the SSN)
   • Nationality
   • IBAN
   • BIC
2. Contract data
   • Seniority date in the company (based on the Start date field of Factorial’s contract)
   • Entry date (based on the Start date field of Factorial’s contract)
   • Contract start date (based on the Effective date of Factorial’s contract)
   • Contract version Start date (based on the Effective date of Factorial’s contract)
   • End date
   • Start reason (by default synchronized reason: 001)
   • Establishment
   • Job title - under “other job title”
   • Employment contract code (must be a contract type available by default in Factorial)
   • Base salary (must be in a monthly basis)
   • For hourly employees → Working hours in contract (must be in a monthly basis. It will populate the “Normal monthly hours” and “Overtime monthly hours” fields in Silae)
   • For employees on a day-based contract → Number of days

When an employees’ profile or contract data is updated in Factorial, an employee update is created. You can open it and check that all the data is correct, and then mark it as "Completed" to synchronize the change with Silae.

The following fields will generate an employee update that can be synced to Silae:

1.  Employee data
   • Last name
   • First name
   • Professional email
   • Mobile phone
   • Home address (city, country, state, street, number, and postal code)
   • Nationality (only the code is changed, text has to be changed manually from Silae)
   • IBAN
   • BIC
2.  Contract data - Sync temporarily suspended
   • Employment start date
   • Contract start date
   • Seniority date in the company
   • Entry date
   • End date
   • Establishment
   • Job title (under "other job title")
   • Employment contract code (must be a contract type that is available by default in Factorial)
   • Base salary (must be the monthly salary)
   • For hourly employees:
     • Contractual hours - monthly ot weekly hours must be entered (these will populate the “Normal monthly hours” and “Overtime monthly hours” fields in Silae)
   • For employees on a day-based contract:
     • Number of days

When an employee's absence is approved in Factorial, a payroll employee update is created. You can verify that all the data is correct, and then mark the incident as “Completed” to sync the data to Silae.

Type of absences that can be synced

Half-day, full-day, and hourly absences can be synchronized. Absences that involve complex rules (such as waiting periods, Social Security allowances, employer top-ups, or thresholds) are sent from Factorial but calculated in Silae, which in this case acts as the master system. Silae determines both the compensated duration and the amounts to be paid.

Other absences, generally simpler, are managed directly in Factorial, which acts as the master system — no further processing is required on Silae's side. 

•  Paid leave and RTT must always be sent in days or half-days. 
• Sick leave is calculated by Silae. If sent in days, it is automatically processed. 
• Hourly absences must have their counters properly configured in hours (e.g. training, conversion leave, public holidays, compensatory leave, paid/unpaid leave). 

If multiple days of hourly absences are sent, the total hours may not display immediately, but the calculation is accurately reflected in the payslip.

Modifying & Deleting a Synced Absence

If an absence that has already been synced with Silae is later modified or deleted, it must also be updated or removed manually in Silae. You can export a delta file from Factorial to perform bulk updates. We are currently working on improving this process.

The integration retrieves the accrued leave counters from Silae to Factorial on a recurring basis by obtaining the accumulated leave.

The counters are updated once a month, based on the payslip validation date (indicated by a green bubble in Silae). After this update, the paid leave (CP) and RTT counters are automatically completed with both the days already accrued in the previous year (N-1) and the days currently being accrued in the current year (N).

How to Retrieve Accrued Leave Counters from SILAE to Factorial?

1. Before activating the counters, you must set the leave counters for all leave policies to 0 available days.
2. Also, you need to configure the leave counters in the Marketplace settings. Each line corresponds to a different counter, linked to a leave policy.
    

3. Once activated and the counter codes completed, the Factorial accrued counters will be adjusted 5 days after the payroll cycle is closed in Silae. Once the adjustment is made, the user will see a note in the counter saying “Automatically updated by Silae + a code.” However, the employee will not receive any notification.
4. The available days must be manually adjusted by the administrator by exporting the data from Silae and importing it into Factorial.

List of counters and their associated codes in Silae:

If a synchronization error occurs, an error report will be sent to the client by email. The client must specify the email address to which they would like the report to be sent.

These reports will provide a detailed summary of all the data sent to Silae, along with the status of their update, allowing the user to:

• Verify that all data has been transmitted correctly.
• Identify and resolve any issues regarding data that was not successfully transferred.

Here is an example of an error report:

The new hire will NOT be synced (it will give an error).

The data of the new hire in Factorial will overwrite the data of the existing employee in Silae.

Most of the data is synced from Factorial to Silae. However, there are 2 specific data points that is synced from Silae to Factorial:

• Matricule - synced to Factorial once the employee is created in Silae
• Time off counters - adjusted automatically in Factorial 5 days after the payroll is calculation in Silae

In order for an employee to be created in Silae, the Social Security Number (SSN) has to be filled in. If an employee does not have it, the employee has to be created manually in both Silae and Factorial. Once the temporary SSN is assigned in Silae, you will need to copy and paste it in Factorial.

• Birth data and Social Security Number are not coherent
• Codes are not filled in in the Factorial Marketplace page.
• No API access for some client dossier.