Please read the below before continuing

1. For direct customers of UKG Ready, only the HR Admin can make integration requests in Employee Navigator as they are auto-redirected to UKG's system to login and authorize the integration.

2. For customers with a network partner of UKG (Inova Payroll, CBIZ, etc.), both the HR admin or the broker can make the integration request. 

   • The network partner must be licensed with Employee Navigator first as a vendor. If you have a network partner you'd like to connect with us, please refer them to Steve Hunt, SHunt@employeenavigator.com

3. If you have further questions, please refer to UKG's User Guide. UKG's contact information is below

   • For Brokers: ryan.klemko@ukg.com

   • For HR admins: Create a UKG Support Case directly with their team

So you're looking to learn more about Employee Navigator's integration with UKG Ready? Well, you've come to the right spot! Let's take a holistic look at the integration in the following areas:

1. Welcome video
   1. This is the video that a broker & HR would ultimately be sent once they started the integration with our EN Payroll team - but there's no sense in hiding it from you until then! Take an insider's glance at what this integration will look like for you.
2. What is the lifecycle of a payroll integration?
3. How do I get started if I am a direct customer of UKG Ready?
   • Short tutorial of this authorization process
4. How do I get started if I am with a network partner of UKG Ready?
5. What do you generally need to be aware of with UKG Ready?
6. What does this integration exchange?
7. What does this integration not exchange?
8. FAQs around the setup process
   • Video tutorial on How to convert your UKG Ready payroll codes

Welcome video

What is the lifecycle of a payroll integration with UKG Ready?

1. Talk with HR
   • Have a conversation with HR to be sure this integration with UKG Ready is the right fit and to determine if they use UKG directly or happen to be with a UKG network partner. This will drive where the integration request is made and who is able to make it.
     • For UKG Ready direct customers: Only HR admins can make the integration requests
     • For customers with a UKG Ready network partner: The broker or HR can make the integration request
2. Request the integration
   • Follow the steps on our How do I get started section to kick off your request for the UKG Ready integration.
     • For UKG Ready direct customers: The HR admin will be automatically re-directed to their UKG system to authorize the integration --> will be returned to Employee Navigator to begin their setup.
     • For customers with a UKG Ready network partner: The partner will be sent the request, approve it, and send out the typical 'Getting Started' email for our integrations.
3. Setup
   • Complete some minor setup in EN for payroll groups, calendars, and deduction codes. Don't worry! Our EN Payroll team is here to help.
4. Audits
   • Complete both one-time reconciliations of your employee data: The Demographic Audit and the Deduction + Employer Contributions Audit. Don't worry! Our EN Payroll team is here to help.
5. Live
   • Go Live! Experience the benefits of a real-time data feed between our systems.

How do I get started if I am a direct customer of UKG Ready?

1. Go to the Payroll tab within your company in Employee Navigator.

2. Click on 'Add Integration +'

3. Click on 'Add Integration +', and choose UKG Ready (direct clients only) from the dropdown --> Save and Continue. 

Add the contacts you would like to be involved in the integration setup process --> Save and continue.

4. This will prompt you to click 'Continue' to be re-directed to UKG's site where you will enter your Company Shortname --> Login using your HR Admin credentials --> Click 'Authorize' to enable the integration.

5. You will then be re-directed back to Employee Navigator's system to hit 'Continue', and can begin your integration setup from there.

6. Finally, you must ensure you install the "Employee Navigator" integration app in your UKG Ready Solutions exchange:

1. From your HR admin homepage in UKG, go to Settings --> Solutions Exchange --> Solutions Exchange.
2. Search for Employee Navigator Benefits Integration
3. Select "Learn More"
4. Select "Install
5. Agree to the Terms & Conditions --> Select Continue --> Enter your password to UKG and select "I Agree".
6. Select "Finish Install"

7. Once your integration request is enabled and you've installed the integration app in UKG Ready, you and your broker will receive a 'Getting Started' email from Employee Navigator within 3 business days to provide our Welcome Video and your link to schedule your review call where your analyst will outline your responsibilities within the integration setup process.

VIDEO of this process

How do I get started if I am with a network partner of UKG Ready?

1. Go to the Payroll tab within your company in Employee Navigator.

2. Click on 'Add Integration +'

3. Click on 'Add Integration +', and choose your specific UKG network partner (example below) from the dropdown --> Save and Continue. If you do not see your network partner, then they are not integrated with Employee Navigator at this time.

Add the contacts you would like to be involved in the integration setup process --> Save and continue.

4. This will send a request to the specific UKG network partner, and you will receive an email confirmation of this as well.

5. The partner controls the Approval step of your new request, and the Employee Navigator team is not involved in this step.

5. Once your integration request is approved, you and your client will receive a 'Getting Started' email from your UKG network partner with the EN Payroll team copied in.

6. An analyst from our team will reach out within 3 business days to provide our Welcome Video and your link to schedule your review call where your analyst will outline your responsibilities within the integration setup process.

What do I generally need to be aware of?

1. Deduction and employer contribution codes must be "converted to Employee Navigator" in UKG, which will enable them to be used within the integration

   1. When you're ready, you can go to your Deduction Codes maintenance page --> Check off the code(s) you wish to convert --> Select the "Convert to Employee Navigator" button at the top-middle of this page.

       

2. All of your payroll codes must have the following settings in place in UKG
   1. Employee Default Amount: Set to "Flat Amount."
   2. Employee Frequency: Set to "Every Scheduled Pay."

What does this integration exchange?

Bi-directional Demographics

With our payroll providers, we are able to exchange bi-directional demographics in real time on a change-only basis. This means that address, email, and other demographic updates can be made in either system, and as soon as the update is made it is pulled into the alternate system within 45-60 seconds.

• New hires and terminations must be added into UKG Ready first and will then feed over to EN.
• Employee Navigator will flag all new hires on your Homepage --> 'Complete Employees Missing HR Required Fields' status --> 'Complete Hire' link.
  • Employee Navigator will not create nor update any employee records with the below, and they must be managed manually:
    • Blank SSNs nor SSNs with all zeros in any digit group (000-##-####, ###-00-####, ###-##-0000, or 000-00-0000).

Base Compensation: 1-Way (Payroll to EN only)

Compensation is “owned” by payroll. This means that compensation will always come from Payroll to Employee Navigator.

An employee's record in Payroll should have:

• Compensation basis: Hourly or Salary
• Pay effective date

• Hourly rate or Salary value; or both

   

Payroll Deductions and Employer Contributions: 1-Way (EN to Payroll only)

Payroll deductions and Employer Contributions are “owned” by Employee Navigator. This means that they will always be sent from Employee Navigator to Payroll.  

We will send the following:

• The deduction or Employer memo code that is mapped into the employee's Payroll Group & corresponding plan
  • Note: Employer Contributions for the following plan types will not be exchanged (but deductions will be):
    • Group Life
    • Group AD&D
    • HSA
  • More information can be found in the How to map and edit your deduction codes article.
• The employee's recurring per-pay cost.
  • We do not send catch-up contributions to payroll for missed pay periods. Any adjustments need to be manually added to UKG Ready. Retroactive deductions can be found by running the Retroactive Deduction report under Payroll > Reports > Retroactive Deductions.
  • Where applicable, the employer's per pay contribution to the benefit
• The effective date of the deduction and employer contribution
• End-date of the benefit (if applicable when an employee drops coverage or is terminated).

We only send employee recurring deductions and employer contributions to payroll one time when an enrollment occurs to insert them initially.  We will not send another transmission to payroll for the same benefit unless the employee's cost changes due to the following:

1. The employee going through an Open Enrollment
2. Plan rates are recalculated due to a Calendar, Class or Payroll Group change
3. Employee experiences a Qualifying Life Event
4. The employee is terminated and their coverage is dropped
5. The enrollment editor is used to adjust an enrollment cost or start date

6. Deduction code(s) are updated for a Live group

    

What does this integration not exchange?

Demographic fields not currently exchanged at this time

• Class structures: Class, Department, Division, Office Location, Business Units
  • 1099 employees
• Termination Reason
  • All terminated employees will be given the Termination reason: Voluntary Termination.
    • This automatically triggers a COBRA event and communicates with providers if they have a COBRA integration.
    • To change this if need be, please use the Termination Editor.
      • This tool is located on an employee's Employee Management tab > Actions section (right side of the page) > Terminate Editor.

Note: Refer to UKG's User Guide for additional details.

Deduction types not currently exchanged

The following are current product limitations and must be managed manually in the payroll system.

• Deductions for employees with a Domestic Partner
  • Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax. Exchanging deduction data for those with Domestic Partners will result in incorrect deductions in payroll.
  • Action to take: Employees in this scenario must have their deductions blocked from their Profile --> Apps --> Manage link --> Block Deductions.
• Commuter Benefits - (Parking & Transit)
  • Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax.
  • Action to take: None. Our system auto-sets these plan types to 'Never Send'
• 401K
• Universal plans

Note: Refer to UKG's User Guide for additional details.

Items to confirm before requesting an integration

• Does your group have an Active open enrollment currently in session?
  • If a company in our system has an Active OE, we will grey out the ability to add an integration. You must wait until after the OE has been closed and deductions have been manually updated in payroll before you can request the integration process.

• Your group cannot be within 30 days of their new plan year.  If they are, you must wait until after the OE has been closed and deductions have been manually updated in payroll before you can request the integration process.
  • If you are seeking to discuss this limitation, please email Payroll@employeenavigator.com
• Is your group new to UKG Ready?
  • If your group is new to UKG Ready, they must have run at least one payroll before they can begin the integration process.

FAQs around the setup process

• Q: I am trying to run my audits, but no data is being returned. What did we miss?

• A: The most common reason is that the HR admin has not installed the "Employee Navigator Benefits Connector" in UKG yet. Their steps are below

  1. From their HR admin homepage in UKG, go to Settings --> Solutions Exchange --> Solutions Exchange.
  2. Search for Employee Navigator Benefits Integration
  3. Select "Learn More"
  4. Select "Install
  5. Agree to the Terms & Conditions --> Select Continue --> Enter your password to UKG and select "I Agree".
  6. Select "Finish Install"

   

• Q: I am using the Vendor Payroll Codes button within my Payroll Group, but nothing is coming back. What did we miss?
• A: The client has not set their deduction codes to "Controlled by Employee Navigator" yet, which is what lets UKG's system return those codes to you to be available for mapping. Their steps are below:
  1. Within your UKG Homepage, go to Settings --> Payroll Setup --> Deduction Codes
  2. Select one or more deduction codes
  3. Select the "Convert to Employee Navigator" button in the top-middle of the page
     1. All codes must have a Default Amount set to "Flat Amount", and an Employee Frequency of "Every Scheduled Pay"

Video tutorial on How to convert your UKG Ready payroll codes