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Payroll Integrations · 2 min read · 19 April 2026

Common Payroll Sync Errors

Three buckets cover every payroll sync error: data mismatches, format mismatches, timing mismatches. Here's how to spot and fix each one.

GD
Gareth de Bruyn
Co-founder
Three buckets of common payroll sync errors: data, format, timing

Common payroll sync errors all fall into one of three buckets: data mismatches, format mismatches, or timing mismatches. Once you know which bucket an error lives in, the fix is usually quick.

This guide walks through the common payroll sync errors we see across SimplePay, Sage Pastel Payroll, PaySpace, and SAGE 300 People integrations — and how to fix each one.

Data mismatch errors

The most common payroll sync errors are mismatched employee codes. The attendance system uses one ID, payroll uses another, and the sync can't match them.

Fix: standardise on a single employee number across both systems. Most payroll providers let you set a custom employee code field. Use the same one in attendance.

Other data errors:

  • Leave types that exist in attendance but not payroll
  • Cost centres or departments not yet created in payroll
  • Pay rates assigned in payroll but missing from attendance shift rules

Format mismatch errors

Each payroll provider expects its import file in a specific shape. Common payroll sync errors here include:

  • Date format mismatch (DD/MM/YYYY vs YYYY-MM-DD)
  • Decimal separator (comma vs period for hours)
  • Header row missing or in wrong order
  • Encoding issues (UTF-8 vs Windows-1252) breaking special characters in names

Fix: use the export template the payroll provider publishes, not a custom one.

Timing mismatch errors

Approval and pay period boundaries cause the third class of errors. Hours approved after the cut-off don't make it into the current run. Hours approved before but post-edited create duplicates.

Fix: lock approval cut-offs at least 24 hours before payroll runs, and disable backdated edits during the sync window.

When to escalate

If you've checked all three buckets and the sync still fails, the next step is the API logs. Realattend's sync log shows the exact error returned by the payroll system — usually with a row number and field name pointing at the problem record.

Going deeper

For the underlying mechanics behind the integration, the guide on how attendance data syncs to payroll covers the push model, the data fields, and pay period alignment. For the attendance to payroll integration overview, see the attendance to payroll sync page.

Data mismatch errors

Mismatched employee codes, missing leave types, missing cost centres, missing pay rates.

Format mismatch errors

Date format, decimals, header order, encoding. Use the provider's template.

Timing mismatch errors

Approval cut-off vs payroll run window. Lock approvals 24h before payroll runs.

Frequently asked

Why is my payroll sync failing on employee codes?
The attendance system and payroll system are using different IDs for the same person. Standardise the employee number field across both.
What date format does payroll expect on the sync file?
Each provider differs. SimplePay typically uses YYYY-MM-DD; Sage Pastel often uses DD/MM/YYYY. Always use the provider's published template to avoid format errors.