Payroll integration
UKG Pro to YouForce integration: Dutch changes from UKG Pro as a request in YouForce
With an integration between UKG Pro and Visma Raet YouForce, every new hire and every salary or hours change of the Dutch company in UKG Pro becomes a request in YouForce, with the effective date from UKG Pro. HR in the Netherlands completes the request with collective agreement scale and step, and a termination reaches payroll as a task with the last working day.
What the integration does
Employers with a Dutch subsidiary that run HR in UKG Pro and Dutch payroll under its own collective agreement in YouForce receive new hires and the annual pay round as a spreadsheet. HR in the Netherlands enters it line by line into YouForce.
- HR records a new employee or change at the Dutch company in UKG Pro.
- Every three hours KoppelHet requests the changed employees and compares with the previous state.
- A new employee or a change in salary or hours becomes a request in YouForce, with the effective date from UKG Pro.
- HR in the Netherlands adds scale and step and completes the request.
- A termination becomes a task with the last working day for payroll.
What to watch for with UKG Pro and Visma Raet YouForce
- YouForce does not let another system adjust an employment directly. A new hire or pay rise from UKG Pro therefore becomes a request, and HR in the Netherlands decides the grading in the collective agreement.
- UKG Pro reports which employees changed, but not what changed. KoppelHet compares the new data with the previous state and only queues a request if something relevant to payroll has changed.
- The annual pay round in UKG Pro produces many changes at once with the same effective date. Because UKG Pro returns changes at most every three hours and refuses too many calls, KoppelHet spreads the fetching and the requests appear on one list for HR in the Netherlands.
- A salary in UKG Pro has its own effective date, separate from the date HR records it. KoppelHet puts that effective date in the request, so YouForce settles a retroactive rise over the right months.
- For a rehire UKG Pro keeps a last hire date next to the original date. KoppelHet recognises a return from it and starts a new contract on the person YouForce already knows.
- A termination cannot be entered in YouForce from outside. KoppelHet turns the end date and reason in UKG Pro into a task for payroll.
- Employees can belong to several companies in UKG Pro, each with a country code. Only the company with country code Netherlands produces requests in YouForce.
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
How does the annual pay round from UKG Pro work?
Each rise becomes a request with the effective date from UKG Pro. HR in the Netherlands sees them on one list and completes them, with collective agreement grading.
What if HR rejects a request in YouForce?
The rejection shows in the KoppelHet platform next to the change from UKG Pro. HR corrects UKG Pro or queues the change again.
What do we need to arrange in UKG Pro and YouForce?
In UKG Pro a service account with read rights on the agreed APIs. In YouForce permission for the integration to start requests and fill an extra field.
We already have an integration platform. Does this fit alongside it?
Yes. This integration runs on the KoppelHet platform and asks nothing of your existing integration platform. Every action is in the audit logging, so operations and audit know what happened.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- UKG Pro is read through the Personnel API with a service account, the US-Customer-Api-Key and basic authentication. employee-changes for changed employees (at least three hours between calls), then employment-details, compensation-details (annualSalary, salaryEffectiveDate, currencyCode), national-documents and person-details. Too many calls return 429.
- YouForce through the Recruitment API (hires, persons/{PersonId}/contracts for rehires and contract adjustments), each starting a workflow in HR Core Self Service; no writable termination endpoint. The UKG employeeId in an extension field through the Extensions API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Pro | Field in Visma Raet YouForce | Notes |
|---|---|---|
employeeId | Extra veld op de persoon in YouForce | Fixed key for every later change |
firstName en lastName | Voornaam, voorvoegsel en achternaam | |
nationalId met nationalIdCountry NLD | BSN | |
Geboortedatum en adres | Geboortedatum en adres | |
lastHireDate | Datum in dienst | For a rehire a new contract on the existing person |
scheduledWorkHours | Uren per week | |
jobCode | Functie | Through a lookup table |
orgLevel1Code t/m orgLevel4Code | Organisatie-eenheid | Through a lookup to the YouForce code |
annualSalary en salaryEffectiveDate | Salaris en ingangsdatum in de aanvraag | Converted to a monthly amount |
terminationDate | Laatste werkdag in de taak |
Related
Recruitee → UKG Pro
Recruitee to UKG Pro integration: European hires through the Global New Hire service in UKG Pro
Teamtailor → UKG Pro
Teamtailor to UKG Pro integration: European hires as global new hires
UKG Pro → Active Directory
UKG Pro to Active Directory integration: domain accounts for the Dutch branch
UKG Pro → ADP iHCM
UKG Pro to ADP iHCM integration: salary and terminations of the Dutch pay group to ADP