Payroll integration
Workday to Loket integration: Workday changes straight into payroll
With an integration between Workday and Loket, new Dutch employees, changes in hours, pay changes, bonuses and departures from Workday reach Loket automatically, at the right employer and with the effective date from Workday. The accounting firm no longer retypes anything from a monthly export, and a backdated rise no longer gets lost between two months.
What the integration does
Employers that run HR in Workday and have Dutch salaries calculated in Loket, often through an accounting firm, send a monthly export from which new employees, changes in hours and bonuses are entered into Loket by hand. A rise entered later but effective earlier easily gets lost between two months.
- HR records a new employee or change in Workday.
- A new employee first appears as a concept in Loket at the right employer. Payroll reviews and completes it, and makes the employee final.
- Wage, working hours and department each reach Loket with their own effective date.
- A bonus or other one-off payment from Workday lands in the period in which it is paid.
- A departure in Workday ends the employment in Loket on the last working day.
What to watch for with Workday and Loket
- In Loket an employee has one or more employments, always with a single employer. Personal data belongs to the employee, pay data to the employment. KoppelHet therefore splits a change from Workday over both.
- Loket settles retroactive changes itself in the next payroll run, as long as they fall in the same year. If a Workday change goes back across the year boundary, payroll gets a notice to handle it deliberately.
- A payroll period in Loket is a month, four weeks or a week. Workday works with an annual or monthly salary; KoppelHet converts it to the amount per period.
- A new employee from Workday first arrives as a concept in Loket, so payroll can add collective agreement, payroll tax credit and pension before the employee becomes final.
- Wage, working hours and tax data are separate parts in Loket with their own start date. A change in hours in Workday only changes the working hours, not the wage.
- With several employers in one Loket environment, KoppelHet picks the employer based on the company in Workday. A move between two entities becomes a termination at one employer and a new employment at the other.
- Loket has a test environment. KoppelHet tests the integration there with data from the Workday test environment before it goes live.
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 payslips from Loket go back to Workday?
Loket can provide payslips per employment. Whether they should become a document on the employee in Workday is agreed per customer; by default the integration runs from Workday to Loket.
Does this work if an accounting firm manages Loket?
Yes. The firm grants the integration access to this customer's employers, and sees the changes as concepts or on the employment in Loket.
What if someone has two jobs in Workday?
Loket can hold several employments per employee with the same employer. We agree up front whether a second job in Workday becomes a second employment in Loket.
Why not create a final employee straight away?
That is possible as well. A concept gives payroll a check for the Dutch data Workday does not hold.
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 with the Dutch workers and their changes (Employee_ID, Legal_Name, National_ID NLD, Hire_Date, Company, Scheduled_Weekly_Hours, Base_Pay, Supervisory_Organization, One_Time_Payment, Termination_Date).
- Loket is written through the Loket REST API with OAuth (endpoints for concept employee, conversion to employee, wage, working hours, tax properties, ending employment, period data and payslips per employment). Loket has an acceptance environment with test data.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Loket | Notes |
|---|---|---|
Employee_ID | Personeelsnummer | |
Legal_Name | Voornaam, voorvoegsel, achternaam | |
National_ID (NLD) | BSN | |
Hire_Date | Datum in dienst (dienstverband) | |
Company | Werkgever in Loket | Fixed table from Workday company to Loket employer |
Scheduled_Weekly_Hours | Arbeidstijd (uren per week) | |
Base_Pay | Loon | Converted to the amount per payroll period |
Supervisory_Organization | Organisatorische eenheid | Through a lookup table |
One_Time_Payment | Periodegegevens (variabele mutatie) | |
Termination_Date | Datum uit dienst |
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