Nedap ONS has a ready-made hours export for ADP, AFAS and SDB, but not for Visma Raet YouForce or HR2day, and even with AFAS someone still has to import the export file. An integration between Nedap ONS and the HR and payroll system puts care workers with their contracts from HR into ONS and brings approved hours and ORT back straight to payroll processing.
This article helps you choose between the export and an integration. It shows what the export does, what it does not do and which situations in care make the difference.
What the standard ONS hours export does
ONS calculates the ORT (onregelmatigheidstoeslag, the Dutch allowance for irregular hours) itself, according to the cao (collective labour agreement). The payroll export prepares those hours for ADP, AFAS or SDB. Someone downloads the file and imports it into the payroll system.
The export only covers the route from ONS to payroll. Employees, contract hours and teams also have to get into ONS. Without an integration, that is done by hand, and ONS schedules with outdated contract hours as soon as something changes in HR.
What the export does not provide
If you work with Visma Raet YouForce or HR2day, there is no standard hours export from ONS. Visma YouServe also has no way in for writing hours.
What an integration does then differs per payroll system:
- AFAS and YouForce. The hours go directly, without a file. With Nedap ONS and YouForce, the payroll system receives the number of hours per ORT percentage for each employment contract. What an integration of AFAS with Nedap ONS does is described on that page.
- YouServe. The integration creates the change file that YouServe imports itself. That only works once Visma has set up the file format in the payroll administration; for an integration of Nedap ONS with YouServe, we put that on the plan at the start.
- HR2day. In the first integration of HR2day with Nedap ONS, only employees go to ONS. Worked hours back can follow later as an extension, if HR2day accepts hours through a way in of its own.
Employees in ONS: why the whole picture has to go along
ONS always takes over an employee as a complete whole. If a contract or team is missing, ONS treats it as ended. The integration therefore sends all current contracts and teams with every change, even if only one field changed.
In care, an employee often has more than one employment contract, such as a permanent appointment and a relief contract, sometimes under different cao's. ONS recognises an employee by personnel number and employment number. Each employment relationship gets its own number, with its own cao, such as VVT (nursing, care and home care), disability care or mental health care (GGZ). Someone who works in two sectors is scheduled per employment relationship under the right rules, and the hours can later be traced per employment relationship.
A min-max or on-call contract becomes the minimum as fixed hours and the rest as variable hours. ONS then does not schedule a relief worker full on hours that are not guaranteed.
Situations you want to settle in advance
- A department without a team in ONS. The employee then does not go through and a notification appears. Scheduling creates the team or completes the translation table, and the next round still puts the employee into ONS.
- Cost allocation in HR2day. HR2day can temporarily spread an employee's costs over other cost centres. The integration uses the department of the employment relationship, so such an allocation does not move the employee to another team.
- Leave and sickness in ONS. Putting absence into ONS automatically is still experimental on the ONS side. Whether leave and sickness go along, we discuss per organisation.
- Approved hours only. Hours only go to payroll once the team leader has approved them in ONS. The allowance rules stay in one place.
How KoppelHet builds this
KoppelHet builds the integration per organisation on its own platform and starts with the smallest working flow. We arrange access on both sides. Nedap approves every integration with ONS before it goes live; the request runs through the Ons API Dashboard. On the HR side, we arrange the integration user or the coordination with Visma. Your organisation is the client for both, and KoppelHet makes the request and does the coordination together with you. Nedap limits the number of simultaneous requests, so the integration retrieves the hours of a period spread out. As an indication, allow two to four weeks until go-live.
The full explanation is on Nedap ONS integration with HR and payroll. How late and corrected hours flow to YouForce and YouServe is covered under hour corrections after payroll close. The whole process is on leave, absence and time, and more about the system itself on Nedap ONS integration.