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 not importing any data from UKG into HR Cloud (except UKG employee number that gets imported on successful New hire export).
- 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. 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:
- UKG required fields from Employee profile
- Direct Deposit form
- W4 form
- I-9 form
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.
Click here to download the field mappings from HRC to 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.
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 Export task.
Data can be found in UKG employee > Taxes tab > Income Tax > Federal Income Tax
I-9 form and E-Verify
I-9 form is set as required for New hire export.
The only piece of information sent from I-9 is Other Last Names Used value.
E-Verify value is hardcoded - we are sending Yes to “Verified” field for all employees regardless of their actual E-Verify status.
This info is in Personal tab > Private Info > I-9 section in UKG.