Leave, absence and time
UKG Dimensions to AFAS integration: signed-off timecards as wage entries, employees back to UKG
With an integration between UKG Dimensions and AFAS Profit, the hours and allowances on signed-off UKG timecards go to AFAS automatically as wage entries, and leave taken as leave entries. The other way round, new hires, contract changes and departures from AFAS reach UKG by themselves, with the right job in the business structure and the right pay rule.
What the integration does
Anyone registering hours, shifts and overtime in UKG Dimensions and running payroll and HR in AFAS Profit exports the hours to a spreadsheet every period and enters them per pay component in AFAS. Temporary workers who join permanently are then created again in UKG.
- HR records a new employee in AFAS. KoppelHet creates the person in UKG, with job, pay rule, time zone and the licences for timekeeping and scheduling.
- Employees clock in and out in UKG. UKG calculates overtime and allowances with the pay rule.
- Once the manager has signed off the period's timecards, KoppelHet fetches the totals per pay code.
- Each pay code arrives as a wage entry on its own pay component in AFAS; leave taken becomes a leave entry.
- If a signed-off day is changed later, the difference goes with the next payroll run as a correction, with the original date.
Back: New hires and employments · Job and organisational unit as a place in the UKG business structure · Termination date
What to watch for with UKG Dimensions and AFAS Profit
- UKG only creates an employee if their job already exists at a place in UKG's business structure. AFAS has organisational units and functions, but not that structure. KoppelHet translates the combination with a table and flags a new function in AFAS before the employee is needed in UKG.
- A manager must already exist in UKG before an employee can be linked to them. When a new team leader and their first employees come from AFAS at the same time, KoppelHet processes the team leader first.
- UKG calculates overtime and allowances with the employee's pay rule, while AFAS knows the collective agreement. The integration picks the pay rule based on the collective agreement and contract type in AFAS, and AFAS only gets the outcome per pay code. The allowance rules thus live in one place.
- Only signed-off timecards go to AFAS. After sign-off the manager can no longer simply change the timecard; a later edit becomes a historical correction in UKG. KoppelHet posts it as a separate wage entry with the original date, so payroll sees what changed after the close.
- AFAS takes the duration of a leave entry in minutes, UKG counts in hours with decimals. A 7.5-hour day of leave becomes 450 minutes in AFAS. The integration converts, so the leave balance in AFAS is not off by a factor of sixty.
- UKG records the time zone per employee and uses it to assign night shifts to a day. In an American UKG environment the default is often an American zone. KoppelHet sets the Dutch time zone for Dutch employees, otherwise a night allowance lands on the wrong date in AFAS.
- An employee in UKG gets licences, such as timekeeping, scheduling and absence. KoppelHet assigns them based on the function in AFAS, so office staff without a time clock do not use a timekeeping licence.
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 not just keep using the UKG hours export?
You can, but then someone has to produce, check and import the file in AFAS every period. With the integration hours go through right after sign-off and you see per employee what was posted or rejected.
What if a pay code in UKG has no pay component in AFAS?
Then that line is not posted and an alert appears in the platform. Payroll assigns a pay component or confirms that the pay code is not paid out.
Do leave balances also need to go from AFAS to UKG?
That depends on where employees request leave. If they do so in UKG, UKG stays leading and the integration posts leave taken in AFAS. A balance from AFAS to UKG 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.
- AFAS is read with a dedicated GetConnector on employees, employments, functions and organisational units, filtered on change date. Wage entries go through the HrCompMutGUID UpdateConnector, so a correction lands on the right line; leave through HrAbsence, with duration fields in minutes. Access through a dedicated app connector.
- UKG is written through the UKG Pro Workforce Management API. Persons through POST /v1/commons/persons with personNumber, employmentStatusList, primaryLaborAccounts (organizationPath), payRuleName, timeZoneName and personLicenseTypes. Dates run until 3000-01-01 at the latest.
- The signed-off state is read through timecard_signoffs (including managerSignOffThroughDate). Hours come from the timecard totals per pay code, with amount and the line's labor category.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Dimensions | Field in AFAS Profit | Notes |
|---|---|---|
Medewerker (AFAS) | personNumber | Fixed key in both directions |
Organisatorische eenheid en functie (AFAS) | primaryLaborAccounts.organizationPath | Through a table; the path must be a job in the UKG business structure |
Cao en contractsoort (AFAS) | payRuleName | Through a mapping table |
Begin- en einddatum dienstverband (AFAS) | employmentStatusList (Active, Terminated) met ingangsdatum | |
Leidinggevende (AFAS) | Supervisor in UKG | Managers are processed first |
Paycode-totaal (UKG) | Looncomponent in HrCompMutGUID | Each pay code its own pay component, agreed with payroll |
Verlofuren (UKG) | Verlofboeking HrAbsence | Converted from hours to minutes |
Datum van de tijdkaartregel (UKG) | Periode van de loonmutatie |
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