When considering HRIS integration or census flat file uploads you may have the following questions:
What if we don’t have an HRIS system that is currently mapped to Cocoon?
We are actively looking to expand our library of HRIS integration capabilities and will make announcements when a new integration is implemented and available for use.
To review our library of current integration setup instructions, please review here.
If you have no HRIS system, or Cocoon currently does not support your HRIS via an integration, please utilize our Census Template.
How often do I need to provide Cocoon with Census information?
Cocoon requires census files in order to help manage your employee leaves and provide accurate information on eligibility and pay. More information on census information and requirements can be found here.
With a flat file: Cocoon recommends that employers provide up-to-date information anytime there is a change to the census data. At minimum, a new census should typically be uploaded monthly.
Cocoon will send automated reminder emails to Pay and Workspace Admins 5 work days in advanced of the scheduled payroll due date within Cocoon.
With an integration: Cocoon pulls updated census data every Monday around 8AM PST. This would mean that Cocoon would not need you to upload any census information as this data pull is automatic and scheduled to occur weekly.
In order for Cocoon to utilize updated information within your HRIS system, all changes should be made in your system prior to the automatic pull on Monday.
What if I need to make a change quickly to the census?
There may be situations where you need to provide updated information outside of the normal census cadence to Cocoon, like for salary changes or updated termination effective dates.
With an integration: You can contact our Support team to let them know you’ve made a change that could affect an employee on leave (if this happens after our standard Monday morning data pull). Our team can pull up-to-date census information at the click of a button without any further work from your team!
With a flat file: You will need to provide Cocoon with a fully updated Census file within the Documents center. As a reminder, the census template should be used for all manual uploads to minimize the amount of errors.
This would need to occur before the expected payroll due date in order for changes to be implemented. If you need to utilize an updated census for a payroll file that is already submitted, please contact our Support team accordingly.
What if Cocoon requires more/different census information in the future?
We are actively looking to expand our product capabilities and help you manage employee leave. In the event Cocoon requires more information from your HRIS system or census, Cocoon will work with your teams directly prior to implementation in order to alert you of requirements for new product features.
With an integration: Cocoon can automatically update any new information required on our end. We will work with your team as necessary to ensure the proper permissions are in place from your team and within your HRIS system.
With a flat file: Cocoon would update our census template and alert your team accordingly of any changes. This may require you to stay up-to-date on our census template as well provide a fully new and up-to-date census with the new requested information included to ensure that there are no issues parsing the new data.
If we adopt an integration method, can we still provide flat census files?
Yes! Just because you start to utilize an integration does not mean that you are unable to provide a flat census file. This can be helpful if your company is switching HRIS systems or if there’s an outage.