VSAbsence reporting (SIVI)
UKG Pro to the absence insurer via SIVI: approved sick days of the Dutch company
With an integration between UKG Pro and the absence insurer, approved sick days of employees of the Dutch company in UKG Pro go to the insurer automatically, as a SIVI employer-to-insurer message. KoppelHet reads the time off requests from UKG Pro's time and attendance API and only reports, per day, what has been approved.
What the integration does
Organisations that use UKG Pro as HR system for a group with a Dutch company, and have insured the sickness risk there, now send absence to the insurer separately. UKG Pro is set up for the American market, and Dutch absence reports are not part of it by default.
- At the start we designate the time off types for sickness and link the Dutch company to the payroll tax number of the policy.
- KoppelHet logs in to the time and attendance API and fetches the time off requests in a window around today.
- Approved days with a sickness type of a Dutch employee become a new or changed report.
- If an already reported day disappears or is declined, a cancelled or changed report follows.
- Per agreed period all reports go to the insurer together.
What to watch for with UKG Pro and Verzuimverzekeraar (SIVI)
- In UKG Pro time off requests live in the time and attendance service, with their own login. KoppelHet logs in with basic authentication, keeps the session cookie and the wbat header that come back, and sends them with every request, together with the tenant's Customer API Key.
- UKG Pro HCM webhooks report a change in PTO plans, such as balance and plan, but not an individual leave or sickness request. KoppelHet therefore requests the time off requests itself, with a mandatory window of start and end date.
- A time off request in UKG Pro consists of days, and each day has its own status. A manager can therefore approve some of the days. KoppelHet only reports the approved days to the insurer, and adjusts the report if a day is declined later.
- Per day UKG Pro records whether it is a full day, and otherwise a start and end. KoppelHet uses that to calculate the absence percentage per day. Two hours of sickness on an eight-hour working day thus goes to the insurer as twenty-five percent.
- The kind of absence in UKG Pro is linked per day to a type, which ties in with the tenant's time codes. At the start we designate the types that mean sickness. Leave and other absence thus stay away from the insurer.
- Each day can carry a reason, a comment from the employee and a comment on the decision. Those text fields never go to the insurer, because they may contain medical information.
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 this also work if we use UKG Pro Workforce Management?
Then absence lives in Workforce Management and we read it there. This page assumes time off in UKG Pro itself.
Does the employee's comment go along?
No. Reason and comments stay in UKG Pro.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- UKG Pro time and attendance web service - log in through /user/get_current with basic authentication, then JSESSIONID cookie, wbat header and US-CUSTOMER-API-KEY on every call. GET /services/ws/mob/simpleschedule/timeoff_requests with from and to (required) and optionally emp_id; per request id, type, comment and days with date, from, to, fullDay, status, type, reason, empComment, conclusionDate, conclusionComment, submittedDate and empId. Types through GET /services/ws/mob/simpleschedule/time_codes. Company and country from UKG Pro HCM.
- Message Verzuimmeldingen from employer to insurer (XML, targetNamespace VerzuimmeldingenWerkgeverVerzekeraar, file name prefixed WV-), processing codes 01 new, 02 changed, 03 cancelled, 04 for information and 05 correction, cause codes 10, 11 and 99. Transport to be agreed per insurer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Pro | Field in Verzuimverzekeraar (SIVI) | Notes |
|---|---|---|
Nederlandse company (via tabel) | Werkgever: loonheffingennummer | |
empId | Identificatie werknemer | No citizen service number |
Time off request id | Verzuimgeval identificatie | |
Eerste goedgekeurde days.date | Datum eerste verzuimdag | |
days.fullDay, from en to | Percentage verzuim | |
Laatste goedgekeurde days.date + 1 dag | Datum hersteld en Einde verzuim J/N | |
days.type (via time codes) | Filter op ziekte |
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