Leave, absence and time
ADP iHCM to UKG Dimensions integration: employees from ADP in UKG, signed-off hours back as variable pay components
With an integration between ADP iHCM and UKG Dimensions, every employee from ADP appears automatically in UKG, with their manager, contract hours and a job in the organisational structure. Hours from timecards signed off in UKG go back to ADP iHCM NL as variable fields per paygroup and pay period.
What the integration does
Organisations that keep payroll and personnel records in ADP iHCM and schedule and track time in UKG Dimensions now enter new starters and transfers twice. After each period someone retypes the hours from UKG into ADP's variable data, per paygroup.
- HR records a hire in ADP iHCM, with work location, paygroup and contract hours.
- KoppelHet creates the person in UKG, with the path to the job, the pay rule and the manager from Reports to.
- Changes to hours, location or manager from ADP are set in UKG with their effective date.
- The manager signs off timecards in UKG up to the end of the pay period.
- KoppelHet reads the totals per pay code and delivers them to ADP iHCM per paygroup, on that paygroup's exact period.
Back: Hours and premiums per pay code from signed-off timecards
What to watch for with ADP iHCM and UKG Dimensions
- ADP iHCM only shows a new employee in the worker API once the Stop external processing flag is off. While it is on, UKG cannot receive them and the planner cannot schedule them. If a starter is missing in UKG, KoppelHet checks that flag first and reports it to HR instead of waiting.
- In ADP iHCM a leave request goes to the person recorded as Reports to; the supervisor is for information only. UKG only accepts a manager who already exists or appears earlier in the same request. KoppelHet takes Reports to and puts new managers first, so timecards sit with the same person who approves leave in ADP.
- ADP only links delivered hours to a payroll run when start and end date exactly match the paygroup's pay period. Otherwise ADP accepts the lines without attaching them to a run. UKG has its own timeframes for sign-off. KoppelHet reads the periods per paygroup and requests the UKG totals over exactly those dates.
- UKG lets a manager sign off a timecard up to a date, and returns that date per employee. KoppelHet only sends an employee's hours to ADP once that date reaches the end of the pay period. A forgotten sign-off appears as an alert, so half a period does not end up in payroll.
- Through the API ADP iHCM NL only accepts variable fields, and which ones differs per paygroup. Every pay code in UKG must therefore land on a V field that exists in that paygroup. KoppelHet records that table per paygroup and checks it before the first run, so no pay code silently drops out.
- If a manager still changes hours in UKG after sign-off, KoppelHet delivers the difference to ADP, or replaces the whole delivery as long as ADP has not processed it. For that KoppelHet keeps the batch number of each delivery, because ADP has no way to list earlier batches.
- ADP iHCM sends the termination notification again when the date or reason changes. UKG records status with an effective date and an end date that can run to 3000-01-01. KoppelHet resets the end date in UKG on every new notification, so someone who stays longer remains on the schedule.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does leave from ADP iHCM also go to UKG?
Not in this integration. Leave is requested in UKG and comes along as a pay code in the hours to ADP. Leave from ADP to UKG can be added later as an extension.
What happens to colleagues outside the Netherlands in the same ADP environment?
KoppelHet only includes the paygroups that schedule in UKG. The rest stays outside the integration.
Does UKG or ADP calculate the premiums?
We agree that at the start. If UKG already calculates them, they go to ADP as their own V field and ADP does not calculate them again.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP iHCM through the Worker Management API (GET /hr/v2/workers with $top up to 100 and $skip, filter on payrollGroupCode) and the event notifications worker.hire, worker.terminate and work assignment changes. Fields include workAssignments.reportsTo with reportsToRelationshipCode, standardHours, fullTimeEquivalenceRatio, homeWorkLocation and payrollGroupCode. Every API URI must be in the Consumer Application Registry.
- To UKG through the UKG Pro Workforce Management API: POST /v1/commons/persons or /v1/commons/persons/multi_create with personNumber, employmentStatusList, primaryLaborAccounts.organizationPath, payRuleName, supervisorPersonNumber and personLicenseTypes; dates between 1900-01-01 and 3000-01-01. Sign-off status through GET /v1/timekeeping/timecard_signoffs (managerSignOffThroughDate), totals through POST /v1/timekeeping/timecard_metrics/multi_read.
- Hours to ADP through the Pay Data Input API for iHCM NL (pay-data-input.add and .replace) with payrollGroupCode, payPeriodStartDate and payPeriodEndDate equal to the pay period, and payeePayInputs with V fields. The batch ID is in events/data/output/payDataInput/itemId.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP iHCM | Field in UKG Dimensions | Notes |
|---|---|---|
workerID / payrollFileNumber | personNumber | Also the key for hours going back (payeeID) |
legalName | person (firstName, lastName) | |
homeWorkLocation en functie | primaryLaborAccounts.organizationPath | Through a table to a job that exists in UKG |
reportsTo (relatie Reports to) | supervisorPersonNumber | |
payrollGroupCode | payRuleName | Pay rule per paygroup, agreed per customer |
standardHours.hoursQuantity en fullTimeEquivalenceRatio | Verwachte uren en FTE op de persoon | |
worker.terminate (vertrekdatum) | employmentStatusList met einddatum | |
Paycode-totalen (UKG, terug) | payeePayInputs met V-veld | Per paygroup with payPeriodStartDate and payPeriodEndDate |
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