Data is transferred from Factorial to Silae through our "Employee Payroll Updates" section. Any action you take in Factorial that affects payroll will generate an employee update.

To ensure the correct updates are synced, it's important to activate the relevant employee updates in Factorial. These may include new hires, contract changes, personal data updates, and absences. To do this, go to Settings > Payroll > Employee Updates, and enable all the updates you wish to sync with Silae.

When an employee update is generated, you will be able to review it and send it to Silae by marking the employee update as “Completed”. Transmission times may vary depending on the period. For example, if a large number of incidences are sent at the end of the month during payroll closing, processing may take up to 5–10 minutes to complete.

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
   • 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 or annual basis)
   • For hourly employees → Working hours in contract (must be in a monthly basis or weekly 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 
   • Employment start date
   • Contract start date
   • 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 or the annual salary)
   • For hourly employees:
     • Contractual hours - monthly or 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

How to Create an Addendum or Simply Modify a Contract

• Create an Addendum: When a contract change occurs, if you want to create a new job in Silae, go to the Contract tab in your employee's profile on Factorial, click on New Conditions, and enter the date of the change.
• Modify a contract: If you want to make a modification without creating a new job in Silae, click on the three dots and select Correct Conditions.

Make sure that the effective date matches the date of the job in Silae. If it does not, a new job will be automatically created in Silae:

Managing Contract Endings, Extensions, and Successions

What is the correct workflow to follow in Factorial ?

If the employee is leaving:

• Close the employee’s profile in Factorial, enter the end date and its reason; the contract termination entry will appear in the "Updates" section of the Payroll module.

If the employee rejoins the company:

• Reactivate the same profile to create the new condition.

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 you have submitted an absence for one of your employees from Factorial to Silae, and in the meantime your employee has deleted this absence from their profile, the absence incidence will be reopened with the message: “The absence has been deleted”. By marking this incidence as completed, the deletion will be sent to Silae:

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, each beginning of the following month After this update, the paid leave (CP) and RTT counters are automatically completed and for the CP both the days already accrued in the previous year (N-1) and the days currently being increased in the current year (N).

How to Retrieve Accrued Leave Counters from SILAE to Factorial?

1. Before activating the counters, you must set the cumulative days base in your leave policies to 0 to disable automatic accrual calculation by Factorial. Go to Settings > Leave and Absence > your leave policy > Counter → set Cumulative Days Base to 0.
   

   

1. Enter the counter code in Factorial under Discover > Integration. Each line corresponds to a different counter linked to a leave policy.
   
    
2. Be careful in your Factorial’s settings not to allow carryover of unused days from the previous year, as Silae’s CP accrued leave calculation includes the carried-over days.
    
3. Once activated and the counter codes completed, the Factorial accrued and currently being 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.

If Silae has only started calculating the payslips, it is normal that the counters have not been updated yet. The monthly counters are only taken into account once all the payslips have been validated and printed.

For example, if payslips have been calculated but not yet reviewed or printed, so the bubble at the top remains yellow. Once the bubble turns green, the information will be correctly updated.

List of counters and their associated codes in Silae:

General Workflow

Step 1 – Identify the EVP Codes in Silae

Variable payroll elements are transmitted each month from Factorial for integration into Silae. Each EVP in Silae corresponds to a client-specific code. They can be found under Settings > Input Variables. The EVP codes to use are listed in the **“Name”**column:

Make sure that all of your EVPs are listed in this menu, with the exception of hours*.

Step 2 – Configure EVP Codes in Factorial

In Factorial, these EVP are entered in the same location as absence codes, employee file numbers, and establishment codes, under the “additional compensation” fields:

Step 3 – Send the EVP from Factorial to Silae

The EVP are entered in Factorial and will be sent manually (via a button click) through the API:

Step 4 – Check the Integration Status in Factorial

Once the data has been processed, the integration status returns in Factorial:

The response must include the ID and the processing status, which can be one of the following three options:

• success – if the VPE was successfully synchronized with Silae
• failed – if a technical error prevented synchronization
• invalid – if the data sent is incorrect or missing

Additional Details on Specific Variable Types

*The Hours

For hours, you do not need to enter them in the “Input Variables” menu.

You only need to correctly assign the appropriate Silae hour codes in Factorial, depending on the categories used in your payroll setup.

1. Native hours (standard Silae codes)

These hours use predefined Silae codes:

• HN = regular hours
• HM = increased-rate hours
• HC = complementary hours
• HCNSTEPA = complementary hours not subject to TEPA
• HS25 = overtime at 25%
• HS50 = overtime at 50%
• HS100 = overtime at 100%

2. Hours with custom Silae codes

The following codes correspond to hours that rely on custom Silae configurations.

If your setup uses any of these, make sure to reproduce the exact code in Factorial:

Sending an Advance Payment

If you need to send an advance payment, you must use the code “acompte” in the Factorial integration data so that we can properly identify this type of VPE.

There is no specific corresponding code in Silae for advance payments.

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.