Payroll integration
Oracle HCM to Loket integration: new hires and pay changes for the Dutch payroll run
With an integration between Oracle HCM Cloud and Loket, a new employee of the Dutch legal employer in Oracle arrives in Loket as a concept employee, and pay and hours changes go to the right employment with their effective date. Payroll or the payroll bureau completes the Dutch payroll details and converts the concept into an employee.
What the integration does
International employers that manage all employees in Oracle HCM Cloud and have a payroll bureau process Dutch salaries in Loket send the bureau an Excel export every period. The bureau converts the salaries from Oracle by hand, including to four-weekly pay where that applies.
- HR records a new employee at the Dutch legal employer in Oracle.
- Oracle reports the new hire; KoppelHet fetches person, work relationship, national identifier and salary.
- In Loket a concept employee appears at the right employer, with the new hire checklist started.
- A pay change in Oracle goes to the pay with its effective date, converted to the payroll period; an hours change to the working hours.
- A termination in Oracle ends the employment in Loket.
What to watch for with Oracle HCM Cloud and Loket
- Oracle also reports contingent workers and hires that are not yet final. Only employees of the Dutch legal employer become a concept in Loket, so the payroll bureau does not have to clean up contractors or withdrawn hires.
- In Oracle a salary has an amount and a frequency, such as per year or per hour. Loket calculates per payroll period; for four-weekly pay KoppelHet divides an annual amount by thirteen, not twelve.
- Oracle reports pay changes separately from job or department changes. In Loket pay and working hours are also separate parts with their own start date, so a pay rise does not close the working hours and vice versa.
- Oracle can store several identification numbers per person, per country and type. KoppelHet only takes the Dutch number as BSN in the concept; if it is missing, payroll gets a notification.
- Loket settles a retroactive pay change itself in the next run within the same year. If the effective date from Oracle lies in a previous year, the payroll bureau gets a notification, because that needs a separate correction.
- KoppelHet builds the integration the way Oracle recommends for new integrations, not on the older route Oracle is phasing out. For the initial load and the check before cut-off KoppelHet fetches all employees at once.
- A payroll bureau managing Loket only grants the integration access to your employer. In Oracle the integration only has read rights, limited to the Dutch legal employer.
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
Does this work if a payroll bureau manages Loket for us?
Yes. The bureau gives the integration access to your employer; it simply sees new concepts and changes appear in Loket.
Do payroll tax credit and collective agreement come from Oracle?
Usually not, as Oracle does not hold them by default. Payroll completes them in Loket when converting the concept, and the integration does not overwrite them afterwards.
What do we need to arrange in Oracle?
An integration user with read-only rights on the employee feeds, workers and salaries of the Dutch legal employer.
We already have an integration platform. Does this fit alongside it?
Yes. This integration runs on the KoppelHet platform and asks nothing of your existing integration platform. Every action is in the audit logging, so operations and audit know what happened.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud is read through the employee Atom feeds (newhire, empassignment, payupdate, termination) and the REST resources workers (with work relationship, assignment, national identifiers and address) and salaries. Feeds also fire for contingent and pending workers; filter on worker type employee and LegalEmployerName. Initial load and check through an HCM Extract.
- Loket is written through the Loket REST API with OAuth - create concept employee, initiate the new hire checklist workflow, wages, working hours and end employment. Loket has an acceptance environment with test data.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Loket | Notes |
|---|---|---|
PersonNumber | Personeelsnummer of vrij veld | Fixed key |
FirstName en LastName | Voornaam, voorvoegsel en achternaam | Split the name prefix |
NationalIdentifierNumber | Burgerservicenummer | Only the number of the Dutch type |
LegalEmployerName | Werkgever | |
StartDate (work relationship) | Begindatum dienstverband | |
SalaryAmount en SalaryFrequencyCode | Loon per verloningsperiode | Annual amount divided by thirteen for four-weekly periods |
NormalHours en Frequency | Arbeidstijd | |
Adres | Adres | |
TerminationDate | Einde dienstverband |
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