Payroll integration
ADP Workforce Now to PayFit integration: French hires from ADP Workforce Now as collaborators in PayFit
An integration between ADP Workforce Now and PayFit turns a new employee with a French work location in ADP Workforce Now into a collaborator with a basic contract in PayFit, with personal email, legal address and social security number. Because the PayFit API does not change a running contract, later pay changes and leavers from ADP go to the French payroll administrator as a task.
What the integration does
Organisations that use ADP Workforce Now for HR and US payroll and pay their French branch in PayFit enter French starters twice. HR then copies the social security number from a document, with typos that only show up in the DSN.
- HR records a hire with a French work location in ADP Workforce Now.
- KoppelHet receives the event and fetches the worker unmasked through the workers API.
- KoppelHet creates the collaborator in PayFit and then the basic contract.
- The payroll administrator completes working time, health insurance and other contract details in PayFit.
- Pay changes and leavers from ADP go to payroll as a task with a date.
What to watch for with ADP Workforce Now and PayFit
- ADP's workers API returns government IDs masked by default, apart from the last digits. PayFit needs the full fifteen-character French social security number. KoppelHet therefore requests unmasked data, and the customer opens the sensitive fields for the API Central project under Manage Profiles in Workforce Now.
- On Workforce Now Next Generation the worker.hire event does not exist; a hire runs through Applicant Onboard there. For those customers KoppelHet queries the workers with a French work location daily and only creates a collaborator for new associateOIDs.
- ADP can filter workers by work location or payroll group. KoppelHet filters on the French location, because PayFit can only create a contract for French companies through the API; a US colleague therefore never ends up in PayFit.
- An employee with several positions has one associateOID in ADP and a positionID per position. PayFit advises against creating several contracts for one collaborator at the start. KoppelHet only uses the primary work assignment for the contract.
- On a worker.rehire event KoppelHet looks up the collaborator already linked to the associateOID. Instead of a second contract, payroll gets a task to assess a new contract in PayFit.
- Salary in ADP is an amount per period, per hour or per day; Workforce Now calculates the annual amount itself. PayFit cannot put a change to it on the running contract through the API, so KoppelHet reports the new amount with its effective date to payroll.
- PayFit requires a personal email address and a full personal address. ADP separates personal from business communication and a legal address from other addresses. KoppelHet only takes the personal email and the legal address, and holds back a starter without either with a message to HR.
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
Can we work in an ADP test environment first?
A UAT environment is not set up by default at ADP; the customer requests it through Service Connect. According to ADP there is no UAT for Next Generation and TotalSource.
Does leave from ADP go to PayFit?
Not in the first version. PayFit accepts absences through the API as approved; a leave flow can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP Workforce Now through the Worker Management API: events worker.hire, worker.rehire and worker.terminate, and GET /hr/v2/workers with $filter=workers/workAssignments/homeWorkLocation, $top (at most 100) and $skip, and Accept application/json;masked=false after release in Manage Profiles.
- PayFit through partner-api.payfit.com with the customer's API key: POST collaborators and POST contracts (France only, 201 without data, available after two to five minutes).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in PayFit | Notes |
|---|---|---|
associateOID | Bewaard naast het PayFit collaborator-ID | Unique across ADP |
person/legalName (givenName, familyName1) | firstName, lastName | Required |
personalCommunication (e-mail) | personalEmail | Required |
person/legalAddress | personalAddress (streetNumber, addressFirstLine, city, postCode, country) | |
person/governmentIDs (Frans) | socialSecurityNumber | Only unmasked; fifteen characters |
workAssignments (primair, jobTitle) | jobTitle (contract) | |
workAssignments (hireDate) | startDate (contract) |
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