Payroll integration
HiBob to ADP iHCM integration: salary, bonuses and leavers from HiBob in the right ADP run
With an integration between HiBob and ADP iHCM, salary changes, bonuses and other variable amounts and leavers of the Dutch entity from HiBob reach the right ADP run. KoppelHet fetches the changed rows as soon as HR records them and delivers them before the ADP cut-off.
What the integration does
Organisations that record HR in HiBob and run Dutch payroll in ADP iHCM retype the changes from HiBob into ADP every month. Bonuses and commissions from variable pay in HiBob often go to ADP as a spreadsheet, with the risk that an amount lands in the wrong period.
- HR records a new hire, change, variable payment or leaver for the Dutch entity in HiBob.
- KoppelHet fetches the changed rows.
- Variable amounts go to ADP as a batch, with the period of the ADP pay group.
- ADP returns per line what was processed and what was not; rejected lines appear on the difference list for payroll.
- Payroll runs the payroll in ADP iHCM.
What to watch for with HiBob and ADP iHCM
- Variable pay in HiBob is a table in which an employee can have several types at once, such as bonus and commission, each with its own effective date. ADP iHCM NL accepts variable amounts per pay group in numbered fields. KoppelHet translates every HiBob type into one ADP field.
- Which variable fields a pay group in ADP has is shown in the iHCM Multipay mapper. If the field for a HiBob type does not exist in that pay group, ADP rejects the line; KoppelHet checks this before sending.
- HiBob only reports a leaver through the webhook at midnight on the effective date. Because ADP wants a leaver before the run, KoppelHet reads future rows in HiBob's lifecycle table and sends the leaver as soon as HR records it.
- A termination date cannot be changed in ADP; the termination has to be cancelled and started again. If HR moves the last working day in HiBob, KoppelHet takes those two steps instead of sending a change.
- A corrected bonus in HiBob goes to ADP as a difference, unless the batch has not been processed yet; then KoppelHet replaces it. When replacing, the whole batch has to be sent again, because ADP deletes a line that is left out.
- If HR deletes a row from the variable pay table, HiBob sends no webhook; only new and changed rows are reported. Before the ADP cut-off KoppelHet therefore compares the variable rows in HiBob with the open batch in ADP. If a row is missing in HiBob, the batch is sent again without it.
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 is a bonus in ADP but not in the run?
ADP only links an amount to a run when the start and end date of the period exactly match the pay group. Otherwise it stays unlinked until someone attaches it. KoppelHet therefore takes the periods from ADP.
Do employees from other countries go to ADP as well?
No. This integration is about ADP iHCM NL. Which HiBob entity belongs to it is recorded at the start.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob is read through employee data webhooks and the Employee data API (api.hibob.com/v1) - bulk endpoints for salaries, variable, employment and lifecycle, with effectiveDate, endEffectiveDate and isCurrent. The service user has rights per table, for history also View history.
- ADP iHCM through the Pay Data Input API for iHCM NL (pay-data-input.add and .replace; payrollGroupCode, payeeID equal to payrollfilenumber, payPeriodStartDate and payPeriodEndDate exactly matching the pay group; batch ID in events/data/output/payDataInput/itemId), the Base Remuneration Change API (fields 2416 and 2417) and the Worker Terminate API (worker.terminate and worker-termination.cancel). Every URI must be in the Consumer Application Registry (CAR).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in ADP iHCM | Notes |
|---|---|---|
id | Extra sleutel bij de medewerker in ADP | KoppelHet stores the ADP number (payrollfilenumber) on the HiBob employee |
Salary (base, effectiveDate) | Basissalaris, veld 2416 en 2417 | Per work assignment, one change per call |
Variable pay (type, amount, effectiveDate) | Variabel veld (Vxxx) in de paygroup | Through a lookup table per variable type |
Employment (working pattern, weekly hours) | Work assignment | |
Bank account | Bankrekening in ADP | |
Lifecycle (terminated, reason) | Beëindiging met datum en reden |
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