Payroll integration
Dayforce to Paylocity integration: US hires and departments from Dayforce in Paylocity
An integration between Dayforce and Paylocity creates a new employee of a US org unit in Dayforce in the matching Paylocity company, with cost centre, pay group and start date, and then passes on personal and department changes. A hire for which Paylocity asks more fields than Dayforce supplies is staged in Web Link for the payroll administrator.
What the integration does
Organisations that use Dayforce for HR and keep part of US payroll in Paylocity, for example at an acquired company, retype new employees and department moves. A cost centre with a different name in Paylocity then causes a wrong entry in the payroll journal.
- KoppelHet requests new and changed employees in Dayforce from the units paid through Paylocity.
- KoppelHet finds the Paylocity company for the unit and checks cost centre and pay group against the setup.
- A complete hire becomes an employee; an incomplete one is staged in Web Link.
- Address and department changes go as updates to the active record.
- A corrected start date or a move to another company becomes a task for payroll.
What to watch for with Dayforce and Paylocity
- A Dayforce employee number longer than ten characters does not fit Paylocity's Employee ID. If KoppelHet leaves the field empty, Paylocity assigns the next free number. KoppelHet stores that number with the XRefCode, so later changes reach the same employee.
- Cost centres, pay groups, position codes and change reasons must already exist in Paylocity. KoppelHet translates the department from the Dayforce work assignment to costCenter1 and holds back an employee with an unknown code, with the missing code in the message.
- The New Hire Template of a Paylocity company can require more fields than Dayforce fills in. KoppelHet then sends the hire to Web Link staging; an administrator completes the record there, and Paylocity returns a tracking number that KoppelHet stores with the employee.
- If HR corrects the hire date in Dayforce, Paylocity ignores that change through the API. KoppelHet finds the correction through the update filter on employment status and passes the difference to payroll as a task.
- If an employee in Dayforce moves to a unit that belongs to another Paylocity company, Paylocity can only do that as a transfer within the same EIN or company set. The old record becomes XT and only the current year's history moves along. KoppelHet leaves the transfer to Paylocity and then writes to the active record.
- A Paylocity company still in implementation cannot hire employees with a future start date. Because Dayforce's hire filter also looks ahead, KoppelHet holds such hires until the company is live.
- Dayforce only limits the change query to work assignments and addresses when both start and end date are set. KoppelHet always sends both, so not every changed employee causes an update in Paylocity, given the limit of three write calls per second.
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 not pay everyone in Dayforce?
That is often the end goal. This integration is for the period in which part of the US is still paid through Paylocity, for example after an acquisition.
Do pay changes go across?
Not in the first version; Paylocity supports pay changes with an effective date, so it 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.
- Dayforce through the REST API on /api/{clientName}/v1/Employees with OrgUnitXRefCode, FilterHireStartDate/EndDate and FilterUpdatedStartDate/EndDate with filterUpdatedEntities (WorkAssignments, Addresses, EmploymentStatuses), and expand per XRefCode.
- Paylocity WebLink API v2 with OAuth 2.0 client credentials (scope WebLinkAPI): POST /v2/companies/{companyId}/employees, POST /v2/weblinkstaging/companies/{companyId}/employees/newemployees and PATCH on the employee. Limit of 3 calls per second for create and update.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Paylocity | Notes |
|---|---|---|
EmployeeNumber | employeeId | At most ten characters |
OrgUnitXRefCode | companyId | Lookup table |
FirstName, LastName | firstName, lastName | |
WorkAssignments (department) | costCenter1 | Must exist in Paylocity |
Pay group | payGroup | Must exist in Paylocity |
HireDate | hireDate | Only on creation |
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