Hartford XactPay Connector Setup Guide

Learn how to connect your Hartford XactPay payroll system to Audit1 for automated workers' compensation audit data synchronization.

Overview

The Hartford XactPay Connector is specifically designed for Hartford insurance policyholders who use XactPay as their payroll solution. This connector automatically syncs consent data, employee records, and payroll information directly into Audit1.

What Gets Synced

✅ Consent Data: Business information and policy details
✅ Employee Records: Names, IDs, employment status
✅ Payroll Data: Gross pay, wages, pay periods
✅ Payment Details: Check dates and payment information
✅ Policy Information: Hartford policy numbers and status
✅ Business Details: FEIN, company information

Benefits

🎯 Hartford-Specific: Built specifically for Hartford policyholders
🔄 Automated Sync: Eliminate manual data entry
✅ Audit-Ready: Data formatted for Hartford audits
🔒 Secure: Direct integration with Hartford systems
📊 Comprehensive: Combines policy and payroll data

Who Can Use This Connector?

This connector is available to:

✅ Hartford Workers' Compensation Policyholders
✅ Organizations using Hartford XactPay for payroll
✅ Businesses with active Hartford policies
✅ Multi-location Hartford insureds

Note: You must have both a Hartford workers' compensation policy AND use Hartford XactPay payroll to use this connector.

Prerequisites

Before starting, ensure you have:

✅ Active Hartford Workers' Comp Policy
✅ Hartford XactPay Payroll Account
✅ Audit1 Account set up
✅ Hartford Account Admin Access
✅ FEIN (Federal Employer Identification Number)
✅ Hartford Policy Number(s)

Step-by-Step Setup

Step 1: Contact Audit1 Support

Initiate the Hartford XactPay connector setup:

Contact Methods:

📧 Email: [email protected] with subject "Hartford XactPay Connector"
📱 Phone: Call during business hours (Mon-Fri, 9 AM - 5 PM ET)
💬 Admin Portal: Submit through Help → Integrations

Information to Provide:

Your Audit1 organization ID
Hartford policy number(s)
Your FEIN
XactPay account administrator name
Primary contact email and phone

Step 2: Verify Hartford Account Access

Ensure you have the necessary access:

Log into Hartford XactPay
- Visit: https://www.xactpay.com
- Use your XactPay credentials
Verify Admin Access
- Navigate to Settings or Administration
- Confirm you can access:
  - Company settings
  - Payroll reports
  - Employee data
  - Integration settings (if available)
Note Your Account Details
- Partner Number: Usually 501 (Good), 502 (Better), or 503 (Best)
- Partner Name: Typically "payrollfeed"
- Company/Business Name as shown in XactPay
- FEIN from your account

Step 3: Request Hartford API Credentials

Hartford XactPay uses SOAP/XML API with specific credentials:

Contact Hartford XactPay Support
- Phone: Hartford's XactPay support line
- Online: Through your XactPay account portal
Request API Access
- Tell them: "I need API credentials for third-party integration"
- Specify: "For Audit1 workers' compensation audit integration"
- They may ask for:
  - Your FEIN
  - Authorization letter
  - Integration purpose
Receive Your Credentials Hartford will provide:
- API Username
- API Password
- Partner Number (if not already known)
- Base URL (typically https://www.xactpay.com/Xpress_Service.asmx)

🔒
Security Note: These credentials provide read-only access to your payroll data. Store them securely.

Step 4: Configure Connection in Audit1

Log into Audit1 Admin Portal
- Navigate to Settings → Integrations
- Click Add Integration → Hartford XactPay

Enter Connection Details

Base URL: https://www.xactpay.com/Xpress_Service.asmx
Username: [Your XactPay API Username]
Password: [Your XactPay API Password]
Partner Number: [Your Partner Number, e.g., 503]
Partner Name: payrollfeed
FEIN: [Your Federal EIN]

Test Authentication
- Click Test Connection
- Wait 10-30 seconds for validation
- You should see: "✅ Authentication Successful"
Verify Consent Data Access
- Click Fetch Consent Data
- This retrieves your business and policy information
- Verify your company name and FEIN appear correctly

Step 5: Configure Data Sync Settings

Customize what data syncs and how often:

Sync Scope

Data to Include:

☑️ Consent data (business and policy information)
☑️ Employee roster
☑️ Payroll data
☑️ Payment details

Date Range:

○ Current policy period only (recommended for audits)
○ Last 12 months
○ Custom date range
○ All available historical data

Sync Frequency

Choose how often to sync:

Weekly: Every Monday at 6 AM (recommended)
Bi-Weekly: Every other Monday
Monthly: 1st of each month
Quarterly: Beginning of each quarter
Manual: Only when you trigger it

Recommendation: Weekly sync ensures audit data stays current.

Notifications

Configure alerts:

✅ Sync completion confirmation
✅ Error notifications
✅ Monthly summary reports
⬜ Every sync (can be noisy for weekly syncs)

Add notification recipients:

Primary contact email
Backup administrator email
Hartford liaison (optional)

Step 6: Run Initial Sync

Test the integration before enabling automation:

Trigger Initial Sync
- In Audit1, click Run Initial Sync
- This will fetch:
  - Consent/business data
  - Employee list
  - Recent payroll data (last 30 days)

Monitor Sync Progress

Progress indicators:
✓ Authenticating with Hartford...
✓ Fetching consent data...
✓ Retrieving employee list...
✓ Downloading payroll data...
✓ Processing and validating...
✓ Import complete

Review Imported Data

Check Consent Data:
- Go to Settings → Company Information
- Verify FEIN is correct
- Confirm business name matches Hartford records
- Check Hartford policy number(s) appear
Check Employee Data:
- Navigate to Employees section
- Verify employee count matches XactPay
- Spot-check several employee names and details
- Confirm employment statuses are accurate
Check Payroll Data:
- Go to Payroll → Recent Pay Periods
- Verify recent pay periods appear
- Spot-check gross pay amounts
- Confirm pay dates align with your payroll schedule
Validate Data Accuracy

Compare Audit1 data against Hartford XactPay:
- Total employee count
- Gross payroll totals
- Pay period dates
- Employee names and IDs
Review Sync Log
- Click View Sync Log for detailed information
- Check for any warnings or errors
- Common warnings:
  - Missing employee data
  - Date format issues
  - Unmapped fields
- Address any errors before proceeding

Step 7: Enable Automatic Sync

Once testing is successful:

Enable Auto-Sync
- Toggle Automatic Sync to ON
- Confirm sync schedule (e.g., "Weekly on Monday at 6 AM")
- Save settings
Set Up Monitoring
- Ensure email notifications are configured
- Add backup notification contacts
- Set up escalation for failures (optional)
Document Your Setup
- Save your Hartford API credentials securely
- Document sync schedule
- Note notification recipients
- Share setup details with relevant team members

Understanding the Data Flow

┌─────────────────────────┐
│   Hartford XactPay      │
│   Payroll System        │
│                         │
│   - Employee data       │
│   - Payroll records     │
│   - Policy information  │
└────────────┬────────────┘
             │
             │ SOAP/XML API
             │
             ▼
┌─────────────────────────┐
│   Hartford XactPay API  │
│   Xpress Service        │
└────────────┬────────────┘
             │
             │ API Request
             │ (Scheduled)
             ▼
┌─────────────────────────┐
│   Audit1 Connector      │
│   Hartford Integration  │
│                         │
│   - Fetches data        │
│   - Parses XML          │
│   - Validates           │
└────────────┬────────────┘
             │
             │ Import
             │
             ▼
┌─────────────────────────┐
│   Audit1 Platform       │
│   Audit Processing      │
│                         │
│   - Stores data         │
│   - Calculates audits   │
│   - Generates reports   │
└────────────┬────────────┘
             │
             │ Notification
             │
             ▼
┌─────────────────────────┐
│   Email Notification    │
│   Sync Confirmation     │
└─────────────────────────┘

Hartford-Specific Features

Consent Data Syncing

Hartford XactPay includes "consent" data that authorizes data sharing:

What's Included:

Business legal name
FEIN (Federal EIN)
Physical address
Hartford policy number(s)
Policy effective dates
Coverage type

Why It Matters:

Verifies you're a Hartford policyholder
Links payroll data to correct policy
Ensures audit calculations use right rates
Required for Hartford audit compliance

Partner Number Explained

Hartford uses partner numbers to categorize service levels:

501 (Good): Basic payroll service
502 (Better): Enhanced features
503 (Best): Premium service with full features

Most integrations use 503 for comprehensive data access.

Multi-Policy Support

If you have multiple Hartford policies:

Multiple Locations/Entities
- Connector can handle multiple FEINs
- Each FEIN gets its own data sync
- Policy data kept separate for accurate audits
Configuration
- Add additional FEINs in Audit1 settings
- Each requires Hartford API authorization
- Can use same or different XactPay accounts

Troubleshooting

Authentication Issues

Problem: Cannot authenticate with Hartford API

Solutions:

✓ Verify username and password are correct
✓ Check partner number (should be 501, 502, or 503)
✓ Confirm API access is enabled by Hartford
✓ Ensure no recent password changes
✓ Verify FEIN matches your Hartford account
📧 Contact Hartford support to verify API is active

Data Sync Issues

Problem: Sync fails or returns no data

Solutions:

✓ Check that payroll data exists for the date range
✓ Verify you've processed at least one payroll
✓ Ensure employees exist in XactPay
✓ Confirm Hartford services are operational
✓ Try a different date range
📧 Contact Audit1 support with error details

Consent Data Issues

Problem: Consent data not found or incorrect

Solutions:

✓ Verify FEIN matches Hartford records exactly
✓ Ensure Hartford policy is active
✓ Check that XactPay account is properly set up
✓ Confirm you have necessary permissions
📧 Contact Hartford to verify consent status

Data Accuracy Issues

Problem: Data doesn't match XactPay

Solutions:

✓ Check date ranges match
✓ Verify sync completed fully (check sync log)
✓ Confirm no processing errors occurred
✓ Compare specific records, not just totals
📧 Contact support with specific examples

Best Practices

✅ Recommended Practices

Setup & Configuration:

✅ Verify credentials with Hartford before setup
✅ Test thoroughly with recent payroll data
✅ Document everything - credentials, schedules, contacts
✅ Coordinate with Hartford if issues arise
✅ Set up multiple notification recipients

Ongoing Management:

✅ Monitor sync status monthly
✅ Reconcile data quarterly against Hartford records
✅ Keep credentials current if Hartford updates them
✅ Review sync logs for any warnings
✅ Maintain contact with Hartford account rep

Security:

✅ Store credentials securely (password manager or vault)
✅ Limit access to authorized personnel only
✅ Update passwords if personnel changes occur
✅ Review audit logs periodically
✅ Report suspicious activity immediately

⛔ Things to Avoid

❌ Don't share credentials via email or chat
❌ Don't use personal email for notifications
❌ Don't disable sync without coordinating with Hartford
❌ Don't ignore sync errors
❌ Don't modify data manually after sync

FAQs

General Questions

Q: Do I need to be a Hartford policyholder to use this?
A: Yes, this connector is specifically for Hartford workers' comp policyholders using XactPay.

Q: How long does setup take?
A: 30-60 minutes for initial setup, plus time for Hartford to provide API credentials (1-3 business days).

Q: Will this affect my XactPay account?
A: No, the connector is read-only and doesn't modify any data in XactPay.

Q: Can I use this for multiple Hartford policies?
A: Yes, you can configure multiple FEINs/policies in one Audit1 account.

Technical Questions

Q: What API does Hartford use?
A: Hartford XactPay uses SOAP/XML API (Xpress Service).

Q: Is my data secure?
A: Yes, all communication is encrypted (HTTPS/TLS). Credentials are stored securely.

Q: Can I customize what data syncs?
A: Date ranges and sync frequency can be customized. Data fields are standardized by Hartford.

Q: What if Hartford updates their API?
A: Audit1 monitors for API changes and updates the connector automatically.

Sync Questions

Q: How often should I sync?
A: Weekly is recommended to keep audit data current without being too frequent.

Q: What happens if a sync fails?
A: You'll receive an email notification. The connector will retry automatically.

Q: Can I sync historical data?
A: Yes, during initial setup you can specify historical date ranges. Contact support for assistance.

Q: How do I know if data synced correctly?
A: Check the sync log and compare totals against XactPay reports.

Getting Help

Hartford Support

For Hartford XactPay Issues:

XactPay Support: Available through your XactPay account
Hartford Customer Service: Policy and account questions
Hartford Agent: Your insurance agent can assist

Audit1 Support

For Connector Issues:

📧 Email: [email protected] (include "Hartford Connector")
📱 Phone: Mon-Fri, 9 AM - 5 PM ET
💬 Live Chat: In Audit1 Admin Portal
📚 Documentation: developer.audit1.info

What to Include in Support Requests

For Hartford:

Your FEIN
Policy number(s)
XactPay account details
Description of issue

For Audit1:

Organization ID
Hartford policy number
FEIN
Error messages or screenshots
Recent sync logs
What you've already tried

Next Steps

After Successful Setup:

Monitor First Few Syncs
- Verify each sync completes successfully
- Check data accuracy
- Address any warnings promptly
Train Your Team
- Show where synced data appears
- Explain sync schedule
- Provide support contacts
Set Up Regular Reviews
- Monthly: Quick check of sync status
- Quarterly: Full data reconciliation
- Annually: Review setup and optimize
Stay Informed
- Hartford policy updates
- Audit1 connector enhancements
- Regulatory changes

Related Resources:

Connectors Overview - Compare all available connectors
API Integration Guide - Advanced API usage
Webhook Integration - Real-time notifications

Hartford policyholder using XactPay? Contact [email protected] to set up your connector today!

Hartford XactPay Connector Setup Guide

Overview

What Gets Synced

Benefits

Who Can Use This Connector?

Prerequisites

Step-by-Step Setup

Step 1: Contact Audit1 Support

Step 2: Verify Hartford Account Access

Step 3: Request Hartford API Credentials

Security Note: These credentials provide read-only access to your payroll data. Store them securely.

Step 4: Configure Connection in Audit1

Step 5: Configure Data Sync Settings

Sync Scope

Sync Frequency

Notifications

Step 6: Run Initial Sync

Step 7: Enable Automatic Sync

Understanding the Data Flow

Hartford-Specific Features

Consent Data Syncing

Partner Number Explained

Multi-Policy Support

Troubleshooting

Authentication Issues

Data Sync Issues

Consent Data Issues

Data Accuracy Issues

Best Practices

✅ Recommended Practices

⛔ Things to Avoid

FAQs

General Questions

Technical Questions

Sync Questions

Getting Help

Hartford Support

Audit1 Support

What to Include in Support Requests

Next Steps