Leave, absence and time
Workday to Deputy integration: employees and approved time off from Workday in Deputy, hours back to Workday
With an integration between Workday and Deputy, every worker from Workday appears automatically in Deputy, at the right locations and with their employee ID on the agreement. Time off approved in Workday arrives in Deputy as approved leave in hours, and timesheets approved for payroll in Deputy go back to Workday Time Tracking.
What the integration does
Organisations that manage staff in Workday and schedule on site in Deputy add new employees to Deputy by hand and track leave in two places. A worker who has left is still in the schedule, and worked hours from Deputy reach Workday as an export.
- HR completes a hire in Workday, with location and weekly hours.
- KoppelHet creates the employee in Deputy, with an agreement per location carrying the Workday ID as payroll ID.
- Time off approved in Workday is entered in Deputy by KoppelHet as leave that is already approved, in hours based on that day's schedule. Balances are taken over daily.
- The manager approves timesheets for payroll in Deputy. KoppelHet delivers those hours to Workday Time Tracking.
- After the last working day from Workday, KoppelHet terminates the employee in Deputy.
Back: Hours from timesheets approved for payroll
What to watch for with Workday and Deputy
- Deputy has no termination with a future date; the API terminates an employee immediately. Workday often records a departure weeks ahead. KoppelHet keeps that date and only terminates the employee in Deputy after the last working day, so they stay in the schedule until then.
- Deputy records leave in hours with a start and end time, even when someone takes a full day off. Workday can record time off per day or per hour, depending on the plan. KoppelHet converts a day off into the hours the employee would work that day according to the schedule.
- Leave that enters Deputy through the API waits for manager approval by default. Because the request was already approved in Workday, KoppelHet sets the leave in Deputy to approved straight away, with a comment that refers to the Workday request. Nobody approves the same leave twice.
- The leave balance in Deputy is overwritten through the API, not added to, and the old value is not kept. That only fits when Workday leads for leave. KoppelHet therefore writes the full Workday balance per leave type daily; for Deputy installs in the United Kingdom this does not work.
- Deputy has two approvals on a timesheet, one for time and one for payroll. Only the second is final. KoppelHet only sends timesheets with that second approval to Workday, as reported time blocks with an incrementing key per row, the method Workday recommends for integrations.
- An employee with an additional job at another location has two positions in Workday. In Deputy this becomes a second workplace with its own agreement. KoppelHet puts the same Workday ID as payroll ID on both agreements, so hours from both locations come back to the same worker.
- A timesheet query in Deputy returns the first 500 records by default. For a pay period with hundreds of employees, KoppelHet filters on date and location and fetches the rest in parts, so no hours are missing.
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
If we do not use Workday Time Tracking, where do the hours go?
Then they go to local payroll per country, and this integration stays with workers and time off. The hours flow can be added later as an extension.
Can employees request leave in Deputy?
They can, but then it is not in Workday. We choose one place for leave; with Workday as the leading system, that is Workday.
What if a time off type has no leave rule in Deputy?
Then the leave is not entered and an alert appears in the platform. HR links a leave rule or confirms the type does not need to be in the schedule.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday through RaaS reports with an Integration System User (workers with Employee_ID, Location, Scheduled_Weekly_Hours, Hire_Date and termination; approved time off entries) and Get_Time_Off_Plan_Balances from Absence_Management. Hours to Workday with Import_Reported_Time_Blocks from the Time_Tracking web service (incrementing Spreadsheet Key); Workday advises against Put_Reported_Time_Blocks_for_Worker for integrations.
- Deputy through POST /api/management/v2/employees (firstName, lastName, displayName, primaryLocation, workplaces[].agreement.payrollId, externalId, startDate) and POST /api/v1/supervise/employee/{employeeid}/terminate. Leave through POST /api/v1/resource/Leave (Employee, LeaveRule, Company, DateStart, DateEnd, Start, End, Status 1, ApprovalComment); balance through POST /api/v1/resource/LeaveAccrual (Hours, TransactionDate). Hours through Timesheet/QUERY and TimesheetPayReturn/QUERY (500 records by default).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Deputy | Notes |
|---|---|---|
Employee_ID | workplaces[].agreement.payrollId en externalId | Payroll ID per location, so hours going back find the right worker |
Legal_Name / Preferred_Name | firstName, lastName, displayName | |
Location (primaire en extra functies) | primaryLocation en workplaces[].location | Through a table of Workday locations to Deputy locations |
Hire_Date | startDate | |
Time off entry (goedgekeurd) | Leave met Status 1 en LeaveRule | Through a table of time off types to leave rules |
Time off plan balance | LeaveAccrual (Hours) | |
Last day of work (termination) | Terminate na die datum | |
TimesheetPayReturn (Deputy, terug) | Reported time block via Import_Reported_Time_Blocks | Per date and time entry code |
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