Payroll integration
Workday to Paylocity integration: US employees, pay and terminations from Workday in Paylocity
An integration between Workday and Paylocity creates US workers from Workday in the right Paylocity company, with department, job and primary pay rate, and passes on pay changes and terminations with an effective date. If a field required by the customer's New Hire Template is missing, KoppelHet stages the employee in Web Link, where the payroll administrator completes it.
What the integration does
Organisations that manage HR worldwide in Workday and process US pay in Paylocity keep new hires, salaries and leavers twice. A Compensation Change in Workday only reaches Paylocity when someone remembers, and then often with a different effective date.
- HR completes a Hire in a US pay group in Workday.
- KoppelHet determines the Paylocity company for the Workday company and translates cost centre, pay group and position into the codes from the Paylocity setup.
- If all required fields are there, KoppelHet creates the employee directly; otherwise it goes to Web Link to be completed.
- Pay and job changes go as an update with the effective date from Workday.
- On a Termination KoppelHet sets the status to T with date and reason from the Paylocity setup.
What to watch for with Workday and Paylocity
- Paylocity uses one Company ID per payroll entity, and several companies can form a company set. A Workday organisation with several US entities therefore gets a lookup table from Workday company to Paylocity Company ID; every call goes to the right company.
- A move between US entities is a Copy and Transfer in Paylocity. The old record gets status XT, the new one becomes active under another Company ID with the same Employee ID. KoppelHet leaves that transfer to Paylocity and then only writes to the active record.
- A customer's New Hire Template can have extra required fields, and the API enforces them. If Workday lacks such a field, KoppelHet uses the Web Link endpoint, which stages an incomplete new hire for the payroll administrator instead of rejecting it.
- Changing a hireDate or reHireDate through the API is not possible; Paylocity ignores it. If HR corrects the start date in Workday afterwards, KoppelHet reports it to payroll to adjust in Paylocity.
- Fields such as cost centre, pay group, position code and change reason must match the Paylocity setup. KoppelHet fetches those codes and rejects a Workday value without a counterpart with a clear message, instead of letting the whole record fail.
- For a pay change Paylocity has an effectiveDate and a beginCheckDate for the first check with the new amount. KoppelHet fills the effectiveDate from Workday, even when it lies in the past, and leaves beginCheckDate empty unless payroll agrees otherwise.
- The Employee ID in Paylocity can be at most ten characters. Longer Workday numbers get a fixed translation, and KoppelHet stores both numbers so updates and terminations land on the same record.
- Creating and updating employees is limited to three calls per second. With a large reorganisation in Workday KoppelHet therefore spreads the updates over time.
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 KoppelHet need a Paylocity partnership?
Not for an integration for one organisation. Paylocity grants access to a demo environment if the customer uses Paylocity and takes part in testing and sign-off.
Do tax details and bank account go along too?
Not in the first version. They are usually not in Workday and are filled in within Paylocity itself; it can be added later as an extension.
Do hours or payroll results come back to Workday?
This integration runs one way. Paylocity has a webhook for a processed payroll, so results back can be added later as an extension.
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 US pay groups (Employee_ID, Legal_Name, National_ID USA-SSN, Date_of_Birth, Home Address, Company, Cost_Center, Business_Title, Manager, Base_Pay, Pay_Rate_Type, Hire_Date, Termination_Date) with change date and effective date.
- Paylocity WebLink API v2 with OAuth 2.0. Create with POST /v2/companies/{companyId}/employees, stage incomplete records with POST /v2/weblinkstaging/companies/{companyId}/employees/newemployees, update with PATCH /v2/companies/{companyId}/employees/{employeeId}. General limit 25 calls per second, 3 per second for create and update.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Paylocity | Notes |
|---|---|---|
Employee_ID | employeeId | Ten characters at most |
Legal_Name | firstName, middleName, lastName | |
National_ID (USA-SSN) | ssn | |
Hire_Date | status.hireDate | Cannot be changed afterwards through the API |
Company | companyId | One Paylocity company per payroll entity |
Cost_Center | departmentPosition.costCenter1 | Code must exist in Paylocity |
Business_Title | departmentPosition.jobTitle | |
Manager Employee_ID | departmentPosition.supervisorEmployeeId | |
Base_Pay en Pay_Rate_Type | primaryPayRate (payType, annualSalary of baseRate, payFrequency, effectiveDate) | |
Termination_Date en reason | status.employeeStatus T, effectiveDate, changeReason |
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