Payroll integration
Hailey HR to ADP iHCM integration: approved salaries and end of employment to Dutch ADP payroll
An integration between Hailey HR and ADP iHCM passes approved salary changes and the end date of an employment at the Dutch legal entity from Hailey HR to ADP iHCM. Payroll then no longer retypes those changes; creating a new employee in ADP remains a payroll task.
What the integration does
Organisations that use Hailey HR and process Dutch salaries in ADP iHCM enter an approved pay rise in ADP by hand. In Hailey a rise sometimes still awaits approval while the amount is already visible, and an amount that was not final yet then easily ends up in ADP.
- HR records a salary change in Hailey; after approval it enters the salary history.
- Hailey reports the change; KoppelHet fetches the employee, their employments and salaries.
- A new point in the base salary history goes to ADP as a salary change.
- An end date on the Dutch employment starts the termination in ADP.
- Deviations are in an overview for payroll with the reason.
What to watch for with Hailey HR and ADP iHCM
- A salary in Hailey HR has a history with, per date, the amount that applies from then, including future dates. KoppelHet sends each new point from that history to ADP as a separate salary change, with the date as effective date, so a planned rise falls in the right period.
- Hailey also shows changes on a salary that are still awaiting approval, for amount, end date or reactivation. KoppelHet ignores them until they are approved and in the history, so ADP never receives an amount that can still change.
- An employee in Hailey can have several salaries of different types, each with its own pay period: yearly, monthly, biweekly or hourly. KoppelHet only sends the type you designate as base salary to ADP, and translates the pay period to the salary code.
- Employments in Hailey can overlap; a priority decides which employment comes first. KoppelHet picks the employment at the Dutch legal entity with the highest priority, so a temporary second assignment does not change the ADP data.
- Hailey has an end date and a last working day on an employment, which can differ. KoppelHet gives ADP the end date of the employment, because payment stops then, and puts the last working day in the overview for payroll.
- Besides regular employments Hailey also has casual employments with separate contracted periods. They do not fit a fixed salary in ADP; KoppelHet leaves them out of the integration in the first version and reports them to payroll.
- A Hailey webhook only sends the ID of the company or the employee. KoppelHet then fetches the current data itself, and checks the last change date hourly, so a missed notification is caught before the ADP run.
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
What if the Hailey token expires?
The token is valid for a year. KoppelHet extends it in time and warns if that fails.
Does the integration create new employees in ADP?
No. Payroll creates the employee in ADP; KoppelHet then links them on employee number.
Do allowances or bonuses go along?
Not in the first version. Sending other salary types from Hailey to ADP as variable lines 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.
- Hailey HR API (v1) with a personal access token (valid for a year, extendable through POST /PersonalAccessToken/Extend): GET /Employees (employmentStatus BeingHired, WillJoin, InService, Leaving, HasLeft; lastUpdated), /Employments (priority, startDate, endDate, lastWorkingDay, legalEntityId), /CasualEmployments and /Salaries (salaryTypeName, payPeriod, currencyCode, endDate, history with date and amount, pendingAmountApproval).
- ADP iHCM through GET /hr/v2/workers, the Base Remuneration Change API (2416 and 2417, one event per call) and the Worker Terminate API (worker.terminate, worker-termination.cancel). Canonicals in the Consumer Application Registry (CAR).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Hailey HR | Field in ADP iHCM | Notes |
|---|---|---|
employeeId | payrollfilenumber | Linked once and stored by KoppelHet |
Employment organizationalInformation.legalEntityId | payrollGroupCode | Lookup per legal entity |
Salary payPeriod (Yearly, Monthly, Biweekly, Hourly) | Salariscode 2416 | |
Salary history: date en amount | Salarisbedrag 2417 met effectiveDateTime | |
Salary salaryTypeName | Alleen het basissalaris | Lookup per salary type |
Employment endDate | Beëindiging in worker.terminate |
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