Leave, absence and time
UKG Dimensions to Loket integration: signed-off timecards as payroll period data, per pay code and cost centre
With an integration between UKG Dimensions and Loket, the hours of timecards signed off by the manager in UKG go to the right employment in Loket as payroll period data, per pay code on the agreed pay component and on the cost centre and cost unit of the shift. Days that are not yet signed off wait until the next run.
What the integration does
Organisations that use UKG Dimensions for time tracking and process their Dutch payroll in Loket export timecard totals and enter them per employee in Loket. Overtime, supplements and hours in another department take manual work every period, and a day that is changed after the export is missing from the payslip.
- KoppelHet reads per employee up to which date the manager has signed off in UKG.
- For the signed-off days in the Loket period KoppelHet retrieves the timecard totals, per pay code and labor category.
- Each pay code gets the pay component chosen by payroll; amounts in money stay outside the integration.
- KoppelHet delivers the hours per cost centre and cost unit to the employment in Loket, starting from that employment's defaults.
- If a day is changed later, KoppelHet sends the new period total and payroll gets a notice if the run has already been done.
What to watch for with UKG Dimensions and Loket
- UKG can supply timecard totals per pay code with and without combined pay codes. A combined pay code adds up other pay codes. KoppelHet requests the totals without combinations, so the same overtime does not reach Loket a second time through the summed pay code.
- A pay code can be set to hidden in UKG, and then it is not in the totals by default. Sometimes exactly such a pay code, such as a supplement, is needed for the payslip. KoppelHet explicitly requests hidden pay codes and only includes the pay codes that are in the translation table to Loket.
- Besides hours, UKG also calculates a wage amount per total. Loket calculates pay with its own hourly rates and collective agreement rules. KoppelHet only sends the amount of time, so a different hourly rate in UKG does not put another amount on the Dutch payslip.
- In UKG a shift is linked to labor categories, such as a cost centre or project. Loket accepts both a cost centre and a cost unit per line of payroll period data. KoppelHet puts the shift's cost centre in costCenter and a project or product in costUnit, so cost reporting in Loket is correct per project.
- UKG can keep a night shift across midnight on the start day or split it at midnight. If midnight falls on the boundary of a Loket period, that decides which period the hours are paid in. KoppelHet records in advance which of the two you want, and requests the timecard accordingly.
- Loket recommends fetching an employment's defaults first, such as shift, distribution unit and cost centre, and completing them. KoppelHet takes shift and distribution unit from Loket and only replaces cost centre and cost unit with those of the UKG shift.
- UKG records per employee the date up to which the manager has signed off. KoppelHet only delivers days up to that date and only sends the Loket notice that the period is ready once everyone in the period has been signed off.
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
What if a pay code has no pay component in Loket?
Then that line is not booked and payroll gets a notice with the employee and the day. They link a component or confirm the pay code is not paid.
Does leave also go to Loket?
That can be added later as an extension, as a leave record on the employment. We start with worked hours and supplements.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- UKG Pro Workforce Management API. Sign-off state through GET /api/v1/timekeeping/timecard_signoffs?employee_id= (managerSignOffThroughDate, signOffPending). Timecard with totals per person and date range (person_number, start_date, end_date, breakUpAtMidnight, show_totals_with_hidden_paycodes, totals_include_combined_paycodes, return_true_cost_center_id); aggregatedTotals with payCode, amountType, amount, wages and laborCategoryTransfer.
- Loket through the Loket REST API with OAuth 2.0: PATCH /v2/providers/employers/employees/employments/{employmentId}/payrollperioddata (key payrollPeriod, shift, payslipType, distributionUnit, costCenter, costUnit; delivered components overwrite), /defaults beforehand, periods through .../payrollperiods and the notice through .../periodreadyforpayroll.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Dimensions | Field in Loket | Notes |
|---|---|---|
personNumber | Personeelsnummer van het dienstverband in Loket | |
aggregatedTotals.payCode | payrollComponent | Translation table per pay code |
aggregatedTotals.amount (amountType tijd) | value (uren) | |
Labor category kostenplaats | costCenter | |
Labor category project of product | costUnit (kostendrager) | |
aggregatedTotals.wages | Niet overgenomen | Loket calculates pay itself |
managerSignOffThroughDate | Laatste dag die mee mag |
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