Leave, absence and time
UKG Dimensions to YouForce integration: worked hours as pay components, employments and sickness back to UKG
With an integration between UKG Dimensions and Visma Raet YouForce, overtime, allowances and other hours from signed-off timecards go to YouForce automatically as pay components, on the right employment and with the date of the shift. The other way round, new hires, employments, planned changes and sickness reports from YouForce reach UKG, so scheduling knows who is available.
What the integration does
Organisations that keep schedules, time clocks and overtime in UKG Dimensions and HR and payroll in Visma Raet YouForce send overtime and allowances to payroll as a file each period. Someone who reports sick in YouForce is still scheduled in UKG, and a transfer starting next month is only seen by the planner once it has begun.
- HR records a new employee or a change in YouForce, even if it only takes effect later.
- KoppelHet places the employee in UKG at the right spot in the business structure, with the effective date from YouForce.
- A sickness report from YouForce appears in UKG as absence, so the planner can fill the shift again.
- After sign-off KoppelHet fetches the totals per pay code and adds them up per day and per employment.
- The hours go to YouForce as pay components. KoppelHet follows per delivery whether YouForce processed, blocked or rejected it.
Back: New employees and employments with org unit and job profile · Planned changes with their effective date · Sickness reports and recovery
What to watch for with UKG Dimensions and Visma Raet YouForce
- YouForce accepts hours as one value per pay component, per date and per employment. UKG supplies totals per pay code, and a day with a move to another department has more than one. KoppelHet adds them up per employment before they go to YouForce.
- Someone with two employments in YouForce, for example a production job and a role as emergency response coordinator, is one person in UKG with a primary job and transfers. KoppelHet uses the job on the timecard line to decide which employment the hours land on in YouForce.
- Leave can only be read through the YouForce API, not posted. If employees request leave in UKG, UKG stays leading for leave. If they request it in YouForce, approved leave goes to UKG. We settle that per customer before the integration goes live.
- A sickness report in YouForce can contain partial recovery, with a percentage per period. KoppelHet passes that on to UKG, so an employee who has half recovered can be scheduled again for shorter shifts.
- YouForce has planned changes that only take effect later. UKG accepts effective dates on job, status and pay. A transfer to another shift is therefore already in UKG with its start date, and the planner can schedule ahead.
- A delivery to YouForce gets a ticket with a status. After sign-off in UKG a manager can still withdraw the sign-off. KoppelHet only passes on hours that are signed off at the time of retrieval, and follows each ticket until it is processed or rejected.
- The UKG business structure runs from organisation via country and site to job. YouForce has org units and job profiles. A new department in YouForce without a place in UKG produces an alert, not an employee in the wrong place.
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 happens to a correction after the close?
A change to a signed-off day goes to YouForce as a new line with the original date. How YouForce settles it depends on the pay component; we agree that with payroll in advance.
Is pay data sent to UKG?
Only if UKG has to calculate labour cost; then the hourly rate comes along. Without that need pay stays in YouForce.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce through the WFM API. Reading persons, employments (with plannedChanges), organizationUnits, jobProfiles and sickleaves based on latestSync. Hours are written through POST payComponents with employmentCode and per line elementCode, value and effectiveDate; status is followed through payComponents/{TicketId}/status. Leave endpoints are read-only and return the last two years.
- UKG through the UKG Pro Workforce Management API. Persons through /v1/commons/persons (personNumber, employmentStatusList, primaryLaborAccounts, payRuleName, timeZoneName). Sign-off state through /v1/timekeeping/timecard_signoffs; hours from the timecard totals per pay code.
- The customer grants the integration the required scopes in YouForce, such as Get_Basic, Get_sickleave and Write_Basic.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Dimensions | Field in Visma Raet YouForce | Notes |
|---|---|---|
personCode (YouForce) | personNumber (UKG) | Fixed key for the person |
organizationUnit en jobProfile (YouForce) | primaryLaborAccounts.organizationPath (UKG) | Through a table to a job in the UKG business structure |
hireDate en dischargeDate (YouForce) | employmentStatusList met ingangsdatum (UKG) | |
sickleaves.startDate, recoveryDate en sicknessPeriod.percentage (YouForce) | Afwezigheid in UKG | |
Paycode-totaal (UKG) | elementCode (YouForce) | Through a mapping table per pay code, agreed with payroll |
amount (UKG) | value | Summed per day and per employment |
Datum (UKG) | effectiveDate | |
Labor account van de regel (UKG) | employmentCode | Determines which employment the hours land on |
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