Payroll integration
Workday to Visma YouServe integration: Workday changes straight to the payroll service
With an integration between Workday and Visma YouServe, new Dutch employees and changes from Workday reach the YouServe payroll specialists automatically, with the effective date from Workday. HR no longer compiles monthly files or forms, and a change made late in Workday still goes into the right payroll run.
What the integration does
Employers that run HR worldwide in Workday and outsource Dutch payroll to Visma YouServe send a file or form each month with new hires and changes, compiled from Workday reports. That takes time, and a change made in Workday afterwards is missing from the run.
- HR completes a hire, job change or departure in Workday for the Dutch company.
- KoppelHet fetches the workers changed since the last time, with only the data YouServe needs.
- Changes to existing employees go straight to YouServe, each with the effective date from Workday.
- Anything that must go through a file, such as a new hire or hours and bonuses, is delivered by KoppelHet in the agreed format and YouServe imports it automatically.
- Anything YouServe cannot process appears with the reason in the KoppelHet platform, so HR can fix it in Workday.
What to watch for with Workday and Visma YouServe
- YouServe processes payroll as a service, with its own specialists. The integration delivers changes the way YouServe expects them; checking the payroll calculation stays with YouServe.
- When updating an employee in YouServe an effective date is mandatory and data that is not sent is left untouched. KoppelHet therefore only sends what changed, with the date from Workday.
- YouServe cannot yet receive everything directly. For the rest YouServe has an automatic file import; KoppelHet builds those files from Workday, so HR no longer compiles exports.
- Workday often works with an annual salary in a group currency, while YouServe uses Dutch monthly amounts and collective agreement scales. Per customer we agree whether the integration passes an amount or only job and hours.
- A retroactive correction in Workday keeps its original effective date, so YouServe processes it in the right period and not as a new change from today.
- In Workday KoppelHet only sees the Dutch company and the data needed for payroll. Data from other countries never reaches YouServe.
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 YouServe need to set anything up for this?
Yes. YouServe grants KoppelHet access for your environment and agrees the file format. We arrange that together at the start.
What if YouServe rejects a change?
You see the reason in the KoppelHet platform. HR corrects it in Workday and the change goes through in the next round.
Can this also work for Workday to Visma Raet YouForce?
Yes. The approach on the Visma side differs, because YouForce takes new hires in through an approval step.
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, with an Integration System User that only sees the Dutch legal entity and the required domains, on completed hire, change and termination processes.
- YouServe is written through the HR Core and Payroll API (updates with a mandatory start date; fields not sent are ignored) and through the File API, which imports files into HR Core and Payroll automatically (among others new hires, hours and bonuses).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Visma YouServe | Notes |
|---|---|---|
Employee_ID | Extern nummer of vrij veld | Key to link later changes to the same employee |
Legal_Name | Achternaam, voorvoegsel, voornamen | |
National_ID (NLD) | BSN | |
Hire_Date | Datum in dienst | |
Scheduled_Weekly_Hours | Uren per week | |
Job_Profile | Functie | Through a lookup table |
Supervisory_Organization | Organisatie-eenheid | Through a lookup table |
Base_Pay | Salaris | Convert an annual amount to monthly, or only supply the job if YouServe calculates on a collective agreement scale |
Termination_Date | Datum uit dienst |
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