Payroll integration
Workday to PayFit integration: French new hires and absence from Workday in PayFit
An integration between Workday and PayFit prepares a new hire of the French entity from Workday as a collaborator with a basic contract in PayFit, and approved absence as a validated absence. The PayFit API cannot write later changes; those remain manual work in PayFit, and payslips go back to the worker in Workday.
What the integration does
Organisations that record HR worldwide in Workday and run French payroll in PayFit retype every French new hire in PayFit. Time off already approved in Workday is then entered by hand in PayFit once more, and the payslips only exist in PayFit.
- HR completes a Hire in the French pay group in Workday.
- KoppelHet creates the collaborator in PayFit and then a basic contract with job title and start date.
- The payroll administrator completes the contract in PayFit with working time and health insurance, among others, after which the employee joins the payroll run.
- Approved time off from Workday becomes a validated absence on that employee's PayFit contract.
- After the run KoppelHet fetches the payslips and adds them to the worker in Workday.
Back: Payslips per run, as a document on the worker in Workday
What to watch for with Workday and PayFit
- PayFit sees itself as the source of employee data. The API can create a collaborator and a basic contract, but cannot change an existing collaborator or running contract. A pay rise or new job in Workday therefore remains manual work in PayFit.
- A collaborator without a contract does not appear in the list in PayFit. KoppelHet therefore always creates the contract right after it, so payroll actually sees the new French employee.
- According to PayFit, creating a contract through the API is only possible for French companies; Spain and the United Kingdom will follow later. For Workday workers in those countries the integration only creates the collaborator for now.
- The contract from the API is not complete. Only after an administrator in PayFit has filled in working time and health insurance, among others, can PayFit produce a payslip. KoppelHet therefore reports the new contract to payroll, with the start date from Workday.
- PayFit advises against starting several contracts at once. If a Hire in Workday is rescinded and done again, KoppelHet does not create a second contract while one is still being set up for that collaborator.
- A new contract only becomes available in PayFit after two to five minutes. Time off already approved in Workday before the start date is only placed on the contract once PayFit returns it.
- PayFit has fixed French absence types, such as congés payés, RTT and sickness. Every time off type in Workday gets one PayFit type in the lookup table; a Workday type without a counterpart is reported by KoppelHet instead of being booked as congés payés.
- PayFit stores the personal email address and advises against matching on the work address. KoppelHet stores PayFit's collaborator ID on the Workday worker and uses it for absence and payslips.
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 a pay rise from Workday go to PayFit as well?
No. The PayFit API has no endpoint to change an existing contract. KoppelHet can report a rise to payroll as a task, but the entry happens in PayFit.
Does this also work for Spanish or British employees in PayFit?
Only partly for now: the collaborator can be created, the contract cannot. PayFit names Spain and the United Kingdom as the next countries.
What if time off is withdrawn in Workday?
PayFit has an endpoint to cancel an absence. KoppelHet keeps the ID of every absence and cancels it when the time off in Workday is withdrawn.
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 French pay group (Legal_Name, Personal Email, National_ID, address, Job title, Hire_Date, Time Off Entries); payslips go back with the Put_Worker_Document web service.
- PayFit through partner-api.payfit.com - POST /companies/{companyId}/collaborators (scope collaborators:write), POST /companies/{companyId}/collaborators/{collaboratorId}/contracts (collaborators:contracts:write, France only, 201 response without data), POST /companies/{companyId}/absences (time:write, with contractId, type and start and end date with part of day) and GET /companies/{companyId}/collaborators/{collaboratorId}/payslips (contracts:payslips:read); cancelling through DELETE /companies/{companyId}/absences/{absenceId}. As a customer with an API key with scopes from PayFit admin; companyId through the introspect call. Limit of 20 write requests per second.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in PayFit | Notes |
|---|---|---|
Legal_Name (voornaam, achternaam) | firstName, lastName | |
Preferred of usage name | otherName | In France the nom d'usage |
Personal email | personalEmail | Required; PayFit uses the personal address |
National_ID (FRA) | socialSecurityNumber | Fifteen characters for France |
Home address | personalAddress | |
Job title | jobTitle (contract) | |
Hire_Date | startDate (contract) | |
Time off type | type, bijvoorbeeld fr_conges_payes of fr_rtt | Through a lookup table |
Related
Ashby → Workday
Ashby to Workday integration: hires to Workday, with a check on outcome and phone number
Bullhorn → Workday
Bullhorn to Workday integration: a consultant's first placement as a hire in Workday
Carerix → Workday
Carerix to Workday integration: a placed candidate becomes a pre-hire and starts the hire
Greenhouse → Workday
Greenhouse to Workday integration: hires as pre-hires, interim staff and contractors included