VSAbsence reporting (SIVI)
ADP Workforce Now to the absence insurer via SIVI: approved sickness time off per Dutch employee
With an integration between ADP Workforce Now and the absence insurer, approved time off under a sickness policy of Dutch employees in ADP goes to the insurer automatically, as a SIVI employer-to-insurer message. KoppelHet responds to ADP's time off events and compares daily, because ADP does not send an event for every change.
What the integration does
Organisations that use ADP Workforce Now for HR of a group with Dutch employees, and have insured the sickness risk for them, now send absence to the insurer by hand. Workforce Now is mainly set up for the US and Canada, with the Netherlands as a smaller part.
- At the start we designate the time off policies for sickness and record how Dutch employees can be recognised in ADP.
- ADP sends an event for a reviewed or cancelled request; KoppelHet fetches that employee's time off requests.
- Approved sickness becomes a new or changed report with first day of absence and percentage.
- Every day KoppelHet compares the ongoing sickness of the Dutch employees with what the insurer holds.
- Per agreed period all reports go to the insurer together.
What to watch for with ADP Workforce Now and Verzuimverzekeraar (SIVI)
- ADP sends an event when a time off request is reviewed and when it is cancelled or denied. According to ADP's own list of known issues, no event arrives when a pending request is edited or withdrawn. KoppelHet therefore compares all ongoing sickness of the Dutch employees every day.
- The Workforce Now time off API returns requests from the past ninety days and up to two years ahead. Long-term absence that started earlier therefore drops out of view. KoppelHet keeps its own state of every reported sickness, so a recovery after months still lands on the right absence case.
- ADP returns time off per employee, based on their associate ID. There is no query for all requests at once. KoppelHet therefore first fetches the Dutch employees and then requests the requests per employee, so colleagues in the US stay outside the integration.
- Every request has a policy and a category, which ADP calls Time Off Policy and Time Off Category on screen. The integration recognises sickness by that policy. ADP only gives a list of all policies per employee, so we determine the policies for sickness together with you at the start.
- A request has a total quantity with a unit, hours or days, and a separate status per entry. KoppelHet converts the quantity into a percentage of the working day and only reports approved entries, so a partly denied request is not claimed in full.
- ADP only delivers time off when Time and Attendance is enabled for the client and the employees concerned. At the start we check that for the Dutch employees; otherwise their sick days do not exist as requests in ADP and the integration has nothing to report.
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
Why a daily comparison alongside the events?
ADP itself names cases where no event arrives, such as an edited pending request. The comparison catches those.
Does the employee's comment go along?
No. The comment on the request stays in ADP.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP Workforce Now Time Off Request API - GET /time/v2/workers/{aoid}/time-off-details/time-off-requests as practitioner, scope /time/timeLaborManagement/timeOffManagement/timeOffRequestManagement/timeOffRequest.read. Fields include requestID, requestStatus, paidTimeOffEntries with entryStatus, paidTimeOffPolicy, earningType, totalQuantity (valueNumber, unitTimeCode) and timePeriod (startDateTime, endDateTime), plus requestorComment. Range 90 days back and two years ahead. Events time-off-request.review and time-off-request.cancel; no event when a pending request is edited or withdrawn (DE642896, DE642898).
- Message Verzuimmeldingen from employer to insurer (XML, targetNamespace VerzuimmeldingenWerkgeverVerzekeraar, file name prefixed WV-), processing codes 01 new, 02 changed, 03 cancelled, 04 for information and 05 correction, cause codes 10, 11 and 99. Transport to be agreed per insurer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in Verzuimverzekeraar (SIVI) | Notes |
|---|---|---|
Payroll group of werklocatie (via tabel) | Werkgever: loonheffingennummer | |
associateOID | Identificatie werknemer | No citizen service number |
requestID | Verzuimgeval identificatie | |
timePeriod.startDateTime | Datum eerste verzuimdag | |
totalQuantity (valueNumber, unitTimeCode) | Percentage verzuim | |
timePeriod.endDateTime + 1 dag | Datum hersteld en Einde verzuim J/N | |
paidTimeOffPolicy.code en earningType | Filter op ziekte |
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