Payroll integration
Workday to SD Worx integration: changes per pay group to SD Worx, payslips back in Workday
With an integration between Workday and SD Worx, new hires and changes from the Workday pay groups SD Worx pays go to SD Worx payroll, and payslips come back to the worker in Workday. KoppelHet reads Workday per pay group and delivers in the files SD Worx defines per country.
What the integration does
Organisations that record HR for all countries in Workday and have payroll in one or more countries at SD Worx send SD Worx an overview of changes every month without an integration. They then put the payslips back by hand.
- HR records a new hire or change in Workday in the pay group of the country SD Worx pays.
- KoppelHet brings the change to SD Worx with its effective date.
- Data that only applies to that country is entered by HR in Workday.
- SD Worx runs payroll and reports missing or incorrect data back.
- Payslips then appear in Workday with the worker.
Back: Payslips and payroll documents
What to watch for with Workday and SD Worx
- KoppelHet returns payslips as documents to the worker in Workday. HR and managers can see in Workday what was paid without logging in to SD Worx.
- In Workday a pay group belongs to one country and a worker is in one pay group. Belgian and Dutch colleagues therefore run through separate pay groups, each to its own payroll, even when HR manages them in one organisation.
- KoppelHet reads Workday through a report on the pay group. Only workers in the pay groups SD Worx pays are included.
- KoppelHet translates one-off payments into SD Worx pay components, with a table agreed by SD Worx and payroll.
- SD Worx publishes no public API documentation for payroll processing. KoppelHet delivers in the standard files SD Worx defines per country.
- Workday requires an active document category and a file name of at most 255 characters for every document. KoppelHet puts every SD Worx payslip in one fixed payslip category, so HR and managers find them in Workday separately from other documents.
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 hours from our scheduling system go to SD Worx as well?
Yes. KoppelHet can build that flow separately, in the format SD Worx uses for that country.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Workday through a RaaS report on the pay group (Employee_ID, Legal_Name, Pay_Group, Hire_Date, Base_Pay, One_Time_Payment_Plan_Reference, Termination_Date) and returns payslips with the Put_Worker_Document web service. Towards SD Worx we use the standard files SD Worx defines per country; we have not found public API documentation for payroll processing.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in SD Worx | Notes |
|---|---|---|
Employee_ID | Personeelsnummer bij SD Worx | Target fields are descriptions; SD Worx does not publish the field names |
Legal_Name | Naam | |
Pay_Group | Werkgever en paygroup bij SD Worx | A pay group belongs to one country |
Hire_Date | Datum in dienst | |
Base_Pay | Basisloon | |
One_Time_Payment_Plan_Reference | Eenmalige looncomponent | Through a lookup table agreed by SD Worx and payroll |
Termination_Date | Datum uit dienst |
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