Leave, absence and time
Workday to UKG Dimensions integration: workers in scheduling, leave taken back in Workday
With an integration between Workday and UKG Dimensions, every worker from Workday appears in UKG automatically, with job, manager, pay rule and time zone, and with the effective date recorded in Workday. Leave that employees take in UKG goes back to Workday, so the balance in Workday matches what happened on the floor.
What the integration does
Anyone managing workers in Workday and scheduling in UKG Dimensions creates new workers in UKG with an import file, so a transfer sometimes reaches UKG weeks later. Leave is requested and approved in UKG, but the balance in Workday lags behind and HR corrects it by hand at year end.
- HR completes a hire or job change in Workday, with location, job profile, manager and hours.
- KoppelHet looks up the matching job in the UKG business structure and creates missing managers first.
- The worker appears in UKG with job, pay rule, time zone and licences, from the effective date in Workday.
- Employees request leave in UKG. After approval KoppelHet enters it in Workday as time off on the right day and the right plan.
- If leave in UKG is shortened or extended, KoppelHet adjusts the existing entry in Workday. After a termination the status in UKG becomes terminated on the last working day.
Back: Leave taken per day and per plan · Corrections to leave posted earlier
What to watch for with Workday and UKG Dimensions
- UKG only creates an employee if the job already exists as a place in the business structure. Workday works with supervisory organizations, locations and job profiles, which do not map one-to-one to that structure. KoppelHet translates location and job profile to a place in UKG and flags a combination UKG does not know yet.
- For a correction to leave Workday wants the change in hours, not the new total. When an 8-hour day of leave in UKG becomes half a day, KoppelHet sends minus 4 hours to Workday, not 4.
- Leave entered in Workday through the integration runs through the business process for a time off request. If an approval step is configured there, a manager approves the same leave twice. KoppelHet agrees with the Workday administrator that leave from the integration skips that step.
- Workday records changes with an effective date, also retroactively. UKG has effective dates on status, job and pay. A transfer that takes effect a week back in Workday arrives in UKG with that date, so that week's timecards fall on the right department.
- UKG assigns a shift to a day based on the employee's time zone. Workday knows the location's time zone. KoppelHet sets the time zone per worker based on their location, so a night shift in Poland falls on the same day as in Workday.
- A new manager must exist in UKG before employees are linked to them. After a reorganisation in Workday with new managers, KoppelHet processes the managers first and their teams after.
- Workday distinguishes time off, such as vacation, from a leave of absence, such as parental leave. Only time off goes back from UKG to Workday. A leave of absence stays leading in Workday and should not come back as separate days of leave from UKG.
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 Workday not have its own time tracking and scheduling?
Yes, but many organisations with shift work keep UKG for the floor and Workday for HR. This integration keeps the two aligned.
What if a job in Workday has no place in UKG?
Then the worker is not created and an alert appears in the platform. The UKG administrator adds the job to the business structure or the table is extended.
Do leave balances also go from Workday to UKG?
That can be added as an extension, if employees need to see their balance in UKG. In the smallest setup Workday leads for the balance and UKG only passes on leave taken.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with a RaaS report on change date (workers with location, job profile, manager, pay rate type and dates). Leave goes to Workday through Enter_Time_Off (Request Time Off business process) and corrections through Adjust_Time_Off (Correct Time Off business process), from the Absence Management web service. Access through an Integration System User with its own security group.
- UKG is written through the UKG Pro Workforce Management API, with POST /v1/commons/persons (or the multi-create variant with managers first). Fields include personNumber, employmentStatusList, primaryLaborAccounts.organizationPath, payRuleName, timeZoneName and personLicenseTypes.
- Worked hours for payroll usually go to local payroll per country. That flow can be added later as an extension.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in UKG Dimensions | Notes |
|---|---|---|
Employee_ID | personNumber | Fixed key, also on rehire |
Location en Job_Profile | primaryLaborAccounts.organizationPath | Through a table to a job in the UKG business structure |
Manager | Supervisor | Create the manager first |
Hire_Date / Termination_Date | employmentStatusList met effectiveDate | |
Location (tijdzone) | timeZoneName | |
Pay_Rate_Type en land | payRuleName | Through a mapping table per country |
Verlofregel (UKG, terug) | Enter_Time_Off | Pay code in UKG linked to a time off type in Workday |
Gewijzigd verlof (UKG, terug) | Adjust_Time_Off | Only the difference in hours |
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