Payroll integration
Oracle HCM to Paylocity integration: US employees from Oracle HCM Cloud in the right Paylocity company
An integration between Oracle HCM Cloud and Paylocity creates a hire at a US legal employer in Oracle as an employee in the matching Paylocity company, with cost centre, pay group and job, and passes on later personal and assignment changes. If a field Paylocity requires is missing, KoppelHet stages the employee in Web Link, where the payroll administrator completes it.
What the integration does
Organisations with Oracle HCM Cloud as worldwide HR system and Paylocity for US payroll enter every US hire twice. With several US entities an employee regularly ends up in the wrong company, and a transfer within the group becomes a second person in Paylocity.
- HR completes a hire at a US legal employer in Oracle.
- KoppelHet determines the Paylocity company through a lookup table and checks cost centre and pay group against the setup there.
- A complete hire becomes an employee straight away; an incomplete one is staged in Web Link.
- Address, name and assignment changes go as updates to the active record.
- A changed start date or a transfer between companies goes to payroll as a task.
What to watch for with Oracle HCM Cloud and Paylocity
- Each US legal employer in Oracle belongs to one Paylocity Company ID of at most nine characters. KoppelHet records those pairs and sends every call to the company of the legal employer in the Oracle work relationship, so an employee does not end up in a sister company.
- Paylocity can only move an employee to another company when both share the same EIN or company set. The old record gets status XT and the new one becomes active with the same Employee ID. KoppelHet therefore leaves a global transfer from Oracle to be carried out in Paylocity and afterwards only writes to the active record.
- If Oracle reverts a global transfer to correct the date or legal employer, this arrives through the cancelworkrelship feed. KoppelHet reports it to payroll, because a transfer in Paylocity only carries the current year's history and cannot simply be undone.
- When HR changes the start date in Oracle, it arrives in the workrelshipupdate feed. Paylocity ignores a changed hireDate or reHireDate through the API. KoppelHet compares both dates and passes a difference to payroll as a task.
- A company's New Hire Template can have extra required fields, such as an EEO class that Oracle does not record outside the US. If such a field is missing, KoppelHet sends the hire to Web Link staging, where an administrator completes the record instead of the hire being rejected.
- Fields such as cost centre, pay group, position code and change reason must already exist in Paylocity. KoppelHet holds back a new Oracle department without a counterpart in Paylocity with a message, so the rest of the record goes through once the setup is adjusted.
- Oracle reports a future-dated hire straight away. A Paylocity company that is still in implementation cannot hire future employees. During go-live KoppelHet holds such hires until the company is active.
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
Do pay changes from Oracle go across too?
Not in the first version. Paylocity supports pay changes with an effective date, so it can be added later as an extension.
Do payroll results come back to Oracle?
This integration runs one way. A flow back 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.
- Oracle HCM Cloud through the employee Atom feeds (newhire, empupdate, empassignment, workrelshipupdate, cancelworkrelship) on /hcmRestApi/atomservlet/employee/ and the REST resource workers for names, addresses, workRelationships and assignments.
- Paylocity WebLink API v2 with OAuth 2.0 client credentials (scope WebLinkAPI). Create with POST /v2/companies/{companyId}/employees, stage with POST /v2/weblinkstaging/companies/{companyId}/employees/newemployees (response with trackingNumber), update with PATCH on the employee. General limit 25 calls per second, create and update 3 per second.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Paylocity | Notes |
|---|---|---|
PersonNumber | employeeId | At most ten characters; otherwise a fixed translation |
Legal employer | companyId | Lookup table, at most nine characters |
names (FirstName, LastName) | firstName, lastName | |
Department (cost center) | costCenter1 | Must exist in Paylocity |
Payroll | payGroup | Must exist in Paylocity |
Position | positionCode | |
Start date van de work relationship | hireDate | Only on creation |
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