Payroll integration
Workday to ADP iHCM integration: salary, bonuses and departures in the right ADP period
With an integration between Workday and ADP iHCM, salary changes, bonuses, personal data and departures from Workday reach ADP automatically, in the right pay group and the right pay period. A new employee is created in iHCM; from then on the integration keeps the data from Workday up to date, so payroll no longer enters anything twice.
What the integration does
Organisations that manage their workforce in Workday and run Dutch payroll in ADP iHCM copy every salary increase, bonus and departure date by hand without an integration. A bonus entered after the cut-off then easily lands in the wrong period.
- A new Dutch employee is created in iHCM; ADP reports it to the integration.
- KoppelHet links that ADP worker once to the Workday worker, by employee number.
- A salary change in Workday goes to the work assignment in ADP with its effective date.
- Bonuses and other one-off amounts go to the pay period in which they are paid.
- A departure in Workday terminates the employment in ADP; if HR rescinds the departure, the termination in ADP is cancelled.
What to watch for with Workday and ADP iHCM
- ADP only accepts changes for a worker who already exists in iHCM, with that worker's ADP ID. KoppelHet therefore waits for ADP's notification of a new worker and links it once to the Workday worker.
- A bonus only reaches the right payroll run if the start and end date of the pay period match the ADP pay group exactly. If they do not, ADP accepts the amount but leaves it unlinked until someone attaches it. KoppelHet therefore takes the periods from the pay group itself.
- An effective date before the pay period turns an amount into a retroactive entry, and ADP rejects a date before the contract start. KoppelHet checks this before back-dated Workday changes go to ADP.
- A correction to an amount sent earlier goes to ADP as a difference, for example minus twenty to go from one hundred to eighty. As long as ADP has not processed the submission yet, KoppelHet can replace it entirely; for that the integration keeps the number of every submission.
- Workday can rescind a termination or correct its date. In ADP a termination cannot be modified; KoppelHet cancels it and starts it again with the new date. ADP only confirms that a termination is complete with its own notification.
- Base salary and variable amounts use two separate routes in ADP, salary per work assignment with one change at a time. KoppelHet keeps those flows apart, so a bonus never arrives as a salary change.
- Which variable fields a pay group in iHCM has differs per customer. KoppelHet aligns the mapping of Workday payment plans with that list, and reports a Workday plan without an ADP field instead of dropping it.
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
Can the integration create a new employee in ADP?
In ADP's public iHCM guides we find no API to create a worker. ADP or payroll therefore creates the worker, and the integration takes over from there. If ADP does offer you that API, we include it.
Why does an ADP project take longer?
ADP fixes per integration which APIs and fields it may use. We arrange that with ADP in the first weeks; in an earlier project the ADP side took extra time.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read through a RaaS report on the Dutch pay group and change date (Employee_ID, Pay_Group, Legal_Name, Base_Pay, One_Time_Payment_Plan_Reference, Termination_Date).
- ADP iHCM through the Worker Management API (GET /hr/v2/workers, event notifications including worker.hire, changes such as worker.legalname.change only with the associateOID), the Base Remuneration API (/events/hr/v1/worker.workassignment.baseremuneration.change, salary code 2416 and salary amount 2417), the Pay Data Input API for iHCM NL (.add and .replace, payrollGroupCode, payeeID equal to payrollfilenumber, batch ID in events/data/output/payDataInput/itemId) and the Worker Terminate API (worker.terminate and worker-termination.cancel).
- Every API URI must be added to the application in the Consumer Application Registry (CAR); which workers and fields the integration sees depends on the data entitlements.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in ADP iHCM | Notes |
|---|---|---|
Employee_ID | payrollFileNumber (personeelsnummer iHCM) | Linked once to the worker's ADP ID |
Pay_Group | payrollGroupCode | Fixed mapping from Workday pay group to ADP pay group |
Base_Pay | Salariscode en salarisbedrag | Converted to the amount per period of the pay group |
One_Time_Payment_Plan_Reference | earningCode (variabel veld) | Only variable fields enabled for the pay group |
Payment date | payPeriodStartDate en payPeriodEndDate | Exactly equal to the ADP pay group period |
Effective date | earnedPayPeriodStartDate | |
Legal_Name | Naam (legalName) | |
Termination_Date | Beëindiging dienstverband |
- ADP – Worker Management API Guide for ADP iHCM
- ADP – Pay Data Input API Guide for iHCM NL
- ADP – Base Remuneration Change API Guide for iHCM NL
- ADP – Worker Terminate API Guide for ADP iHCM
- ADP Marketplace – Workday Integration for ADP iHCM by Flexspring
- Workday Web Services Directory
- Workday – Reports as a Service (RaaS)
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