To use the Loket integration, your company needs a legal entity based in the Netherlands. 🇳🇱

This article guides you through the new, cyclical monthly payroll process using the Loket integration. Following these steps helps you run an efficient and accurate payroll every month.

Before you start

Before you run your first full payroll, test the integration with a single employee. This helps you validate the entire process in a controlled environment and builds confidence that data transfers as expected.

To do this: 

1. Set the Consider in NL payroll attribute to Yes for one employee.
2. Make sure the attribute is set to No for all other employees. 
3. Perform the sync and review the outcome in Loket with your payroll administrator. 
4. Once confirmed, you can roll it out to all other employees.

Understand the monthly payroll cycle

The monthly payroll process is a cycle that begins and ends in Personio.

Step 1: Prepare your data in Personio

Your first step is to make sure all employee data for the current pay period is accurate and complete in Personio.

Update employee data

1. Add any new hires and complete all their attributes, especially those in the Loket section of their profile, and add their salary and compensation data.
2. Apply any data changes for existing employees (for example, address changes, salary updates).

Review and resolve issues

1. Go to Payroll. Select the relevant legal entity.
2. In the payroll table, review all employee data and resolve any open tasks or validation errors that appear.

Confirm who is included in the sync

For an employee to be included, they need to meet all of these conditions:

• Status is Active.
• Consider in NL payroll is set to Yes.
• Employee number (Loket) is filled in.
• Income No. is filled in.

Step 2: Run the sync and review results

Once your data is ready, you can push it to Loket.

1. From the payroll view, click Sync with Loket.nl.
2. After the sync completes, review the results under the Last sync tab.
3. Check the People synced tile to see how many active employees were successfully synced.
4. Review any messages in the sync results. Some messages are informational notices (starting with NB:). These don't always require action, but it's always best to review them with your payroll administrator.

You can sync as many times as you need for the same pay period.

Step 3 (optional): Run your payroll in preliminary payroll

The Loket integration covers a certain scope: specific employee and compensation data. Everything the integration doesn't cover needs to be handled manually.

Tip: 
We recommend using preliminary payroll for this. Read our article about the monthly payroll process with preliminary payroll. To access preliminary payroll, go to Payroll and select the legal entity with the subtitle Preliminary payroll.

Step 4: Finalize payroll in Loket (handoff)

Your payroll administrator or tax accountant performs this step directly in Loket.

Inform your payroll administrator that you've synced the latest data from Personio. They then:

1. Review the synced changes in Loket.
2. Manually add any data outside the scope of the integration (for example, tracked hours for hourly employees). See Step 3 above for providing your payroll administrator with an Excel export from preliminary payroll.
3. Run the payroll and approve the final run in Loket.

Step 5: Retrieve and distribute payroll documents

Once payroll is approved in Loket, the integration automatically fetches the payroll documents and delivers them back into Personio.

1. Go to Payroll. Select the relevant legal entity. 
2. Click Documents.
3. Select the current pay period to view all the retrieved documents (for example, payslips, annual statements, reports).
4. Select the employee documents you want to share and click Share. Personio securely sends the documents to the Documents tab of each employee's profile.