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      UKG Integration

      This article will help you understand what is integrated with UKG and how to set it up in HR Cloud.

       

      UKG is an HCM system that our clients mostly use for payroll.

       

      What is integrated with UKG?

      • We are importing employees as well as data from UKG into HR Cloud (locations, jobs, organizational levels, job groups, marital statuses, pay groups, languages, earnings, and projects).
      • We are exporting data from HR Cloud only once; export occurs on completion of Export Employee from HR Cloud to UKG task.
      • New hire sends employee details and required information (e.g. Direct Deposit and W4 forms data).
      • There are no updates sent from HR Cloud to UKG. The new hire service is the only one we are approved to use.

      Setting up UKG in HR Cloud

      After your Account Manager enabled the UKG integration, go to System Settings > Integrations > UKG and add API keys and credentials and connect.

       

      Export Employee from HR Cloud to UKG task

      Once you have successfully connected you will be able to export your New Hire information to UKG.

      Firstly, you would need to fill out the employee information in HR Cloud. On the employee profile, there will also be a UKG section that will need to be filled out.

       

      Secondly, you would need to complete the Export Employee from HR Cloud to UKG task.

      This is the information that is being sent to UKG:

      This task will appear in your predefined task section and it is advised to include it in your All New Hire checklist so all new employees are transferred to UKG.

       

      The task will indicate if there are any missing required fields necessary to push the employee over to UKG.

       

      Field Mappings

      Click here to download the Import field mappings.

      The Reduced import field mappings can be generated here. 

      Click here to download the Export field mappings.

      Setting up UKG on the UKG side

      In order to set up UKG, a UKG PRO Service Account is required. To finish the Service setup, a password, and sufficient permissions are necessary. 

      1. Employee Employment Information Service
      Accounts Required: UKG Pro Service Account or UKG Pro Web User with Web Services Permissions
      Employee Employment Information Object
      Permissions Required: Read and Create 


      2. Employee Job Service
      Accounts Required: UKG Pro Service Account or UKG Pro Web User with Web Services Permissions
      Employee Job Object
      Permissions Required: Read and Create

      3. Employee Contacts Service
      Accounts Required: UKG Pro Service Account or UKG Pro Web User with Web Services Permissions
      Employee Contacts Object
      Permissions Required: Read and Create

      4. Employee Compensation Service
      Accounts Required: UKG Pro Service Account or UKG Pro Web User with Web Services Permissions
      Employee Compensation Object
      Permissions Required: Read and Create


      5. Employee Phone Service
      Accounts Required: UKG Pro Web User or UKG Pro Site Admin with API keys
      Employee Phone Object
      Permissions Required: Read and Create


      6. Employee Person Service
      Accounts Required:
      UKG Pro Service Account or UKG Pro Web User with Web Services Permissions
      Employee Person Object
      Permissions Required: Read and Create


      7. Employee Address SOAP Service
      Accounts Required: UKG Pro Service Account or UKG Pro Web User with Web Services Permissions
      Employee Address Object
      Permissions Required: Read and Create


      Get Employment Details
      Permissions - UKG Pro service account must have "View" role for the "Personnel Integration" Web Service. Headers - US-Customer-Api-Key, Authorization (base64 encoded {username}:{password}).

      Get Employee Demographic Details
      Permissions - UKG Pro service account must have "View" role for the "Personnel Integration" Web Service. Headers - US-Customer-Api-Key, Authorization (base64 encoded {username}:{password})

       

      Forms in HR Cloud utilized by UKG

       

      Direct Deposit form

      Direct Deposit Integrations form is used for UKG integration.

      Completion of the form is required for the Export task.

      All fields except signature and date are optional so that clients can set it up with their custom additional questions and workflows.

      If the employee decides not to get paid through direct deposit to the account (additional question added to form), the form is completed, but we are not sending any info to UKG.

      The form supports two bank accounts and sends this data to UKG.

      Data can be found in UKG employee > Pay tab > Direct Deposit.

       

      W4 form

      The standard W4 form is used for UKG integration and the list of fields integrated with UKG is covered in the previously shared mapping document.

      Completion of the form is required for the Export task.

      Data can be found in UKG employee > Taxes tab > Income Tax > Federal Income Tax

       

      I-9 form and E-Verify

      The I-9 form is set as required for New hire export.

      The only piece of information sent from I-9 is the Other Last Names Used value.

       

      E-Verify value is hardcoded - we are sending Yes to the “Verified” field for all employees regardless of their actual E-Verify status.

      This info is in the Personal tab > Private Info > I-9 section in UKG.