What we take care of
Retroactive changes and effective dates in a payroll integration
A payroll integration passes every change on with the effective date from the HR system, so AFAS, Loket or Nmbrs settles a retroactive rise itself and a change from next month only takes effect then. Workday, HiBob and SAP SuccessFactors store those dates per record; the integration has to read them rather than just today's state.
What it is
HR enters a rise in September that applies from July, or records in March a departure in June. For payroll what counts is not when it was entered, but when it takes effect.
An integration that only passes on the current state turns a retroactive rise into a rise from today, and sees a future hire too late. The difference only shows up when a payslip is wrong.
How the integration handles it
- The effective date per record goes to payroll, so AFAS, Loket or YouForce settles the difference over the right months.
- KoppelHet also requests future records. SuccessFactors shows only what applies today by default; without that request a hire from the first of next month is invisible.
- Personio and HiBob only report a start or departure on the day itself. KoppelHet acts as soon as the contract or termination date is in HR.
- Nmbrs works per pay period. A new version goes to the period in which the effective date falls, and a retroactive change is reported separately.
- Only approved records go through. A rise still awaiting approval in Sympa or Sage People does not reach the payroll run.
- Pay and working time are separate parts with their own start date in Loket. An hours change therefore does not close a pay record.
Edge cases we handle
- Loket settles retroactive changes itself within the same year. If the effective date crosses the year end, payroll gets a notification.
- HR deletes a salary record in HiBob that was entered by mistake. No notification follows; the comparison before the cut-off catches it.
- A bank account has no effective date in HiBob, while YouServe requires one. The new IBAN then applies from the next salary payment.
- SuccessFactors sometimes records several changes on one day. Loket has one record per start date, so the day's last change counts.
What KoppelHet does
Effective dates are what a payroll integration is judged on. At the start KoppelHet tests rises ahead, after the fact and across the year end in the test environments of both systems, and compares HR with payroll before every cut-off. Differences are shown on the platform, so the payroll team fixes them before the run.
Common integrations
Workday → AFAS Profit
Workday to AFAS integration: Dutch payroll without retyping
HiBob → Loket
HiBob to Loket integration: new hires and pay changes ready for the payroll run
SAP SuccessFactors → Loket
SuccessFactors to Loket integration: Employee Central as the source for Dutch payroll
Personio → Nmbrs
Personio to Nmbrs integration: salaries and allowances per period into payroll
Sage People → AFAS Profit
Sage People to AFAS integration: Dutch employees and salaries from Sage People in AFAS Profit
UKG Pro → Visma Raet YouForce
UKG Pro to YouForce integration: Dutch changes from UKG Pro as a request in YouForce
Frequently asked questions
What happens with a retroactive change?
The integration passes on the change with the original effective date. Payroll settles the difference in the next run.
Does a rise from next month reach payroll too early?
No. It is ready in advance, but with its own effective date, so it is only paid in that period.
What if the retroactive change crosses the year end?
Then payroll gets a notification, because such a correction has to be handled deliberately.
More on Payroll integration
Payroll integration: the overview
Common situations
What we take care of
- Effective dates and retroactive changesChanges ahead, after the fact and across the year end, in the right pay period.
- Pay componentsSalary, recurring allowances, bonuses and one-off payments to the right pay component.
- Multiple employers and employmentsSeveral entities, moves between entities, two employments and rehires.