Payroll integration
Oracle HCM to PayFit integration: French new hires and absence from Oracle HCM Cloud in PayFit
An integration between Oracle HCM Cloud and PayFit turns a new employee at the French legal employer in Oracle into a collaborator with a basic contract in PayFit, and passes approved absence from Oracle on as absence in PayFit. The PayFit API cannot change a running contract, so a pay or job change in Oracle becomes a task for the payroll administrator.
What the integration does
Organisations that use Oracle HCM Cloud worldwide and run French payroll in PayFit retype French new hires and leave from Oracle in PayFit. If a hire in Oracle is reversed because someone does not show up, the collaborator is often already in PayFit without payroll knowing.
- HR completes a hire at the French legal employer in Oracle.
- KoppelHet reads the newhire feed, fetches the worker through the REST API and checks that a personal email and address are present.
- KoppelHet creates the collaborator in PayFit and then the basic contract with job title and start date.
- The payroll administrator completes working time, health insurance and other contract details in PayFit.
- Approved absence goes to PayFit as absence; KoppelHet cancels it on withdrawal.
What to watch for with Oracle HCM Cloud and PayFit
- Oracle sends a newhire event also for a future-dated hire and for a rehire. On a rehire KoppelHet does not create a second collaborator but finds the existing one by the stored PersonNumber and tells payroll that a new contract is needed.
- Oracle has a separate feed for a cancelled work relationship, for example when someone does not turn up on the start date or turns down an offer. Because PayFit cannot withdraw a contract through the API, KoppelHet turns such a cancellation into a task for payroll with the collaborator's name.
- A changed start date arrives in Oracle through the work relationship update feed. The start date on the PayFit contract cannot be changed through the API. KoppelHet compares both dates and reports a difference, so the first payslip does not start on the old date.
- PayFit can only create a contract through the API for French companies. KoppelHet filters on the French legal employer in Oracle; an employee of a Spanish or UK entity gets at most a collaborator, and KoppelHet reports that to payroll.
- Oracle feeds also report contingent workers and pending workers. Only an employee belongs in French payroll. KoppelHet skips the other types, so a contractor or a hire that is not yet final never ends up as a collaborator in PayFit.
- PayFit wants a personal email address and a full personal address with street number and postcode. In Oracle email and address are lists with a type per entry. KoppelHet picks the personal entry and holds the employee back with a message to HR if it is missing.
- PayFit rejects an absence that overlaps an existing one, and an absence cannot be changed. If a French employee extends their leave in Oracle, KoppelHet cancels the old absence in PayFit and creates a new one with the new end date.
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 Oracle have a standard export to PayFit?
We found none. Oracle does have the Payroll Interface extract for external payroll providers, but PayFit does not take files through its API; KoppelHet therefore works with the feeds and the REST API.
Can the integration write pay changes to PayFit?
No, the public API has no endpoint to change a running contract. KoppelHet reports the change with its effective date to payroll.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud through the employee Atom feeds (newhire, cancelworkrelship, workrelshipupdate) on /hcmRestApi/atomservlet/employee/, the REST resource workers (names, emails, addresses, nationalIdentifiers, workRelationships, assignments) and the employee's absences, filtered on the French legal employer and worker type employee.
- PayFit through partner-api.payfit.com with the customer's API key - POST collaborators, POST contracts (France only, 201 response without data, available after two to five minutes), POST absences and DELETE absence with scope time:write. companyId through the introspect call on oauth.payfit.com.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in PayFit | Notes |
|---|---|---|
PersonNumber | Bewaard naast het PayFit collaborator-ID | Key for absence and notifications |
names (FirstName, LastName) | firstName, lastName | |
emails (type privé) | personalEmail | Required in PayFit |
addresses (thuisadres) | personalAddress (streetNumber, addressFirstLine, city, postCode, country) | |
nationalIdentifiers (FRA) | socialSecurityNumber | Fifteen characters |
assignment (job) | jobTitle (contract) | |
Start date van de work relationship | startDate (contract) | |
Absence type | absence type, bijvoorbeeld fr_conges_payes of fr_rtt | Lookup table |
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