UKG Integration

DATABASICS Time and Expense integrates with UKG to support HR and Payroll (reimbursement) Processes.

Data from UKG

DATABASICS organization structure consists of the following:

• Operating Unit (aka Company)

• Department (aka Cost Center)

• Employee

• Employee also has the following properties:

  • Employee ID

  • First Name

  • Mid Initial

  • Last Name

  • Employee Type (Such as Contractor, Full Time, Part Time , etc.)

  • Hire Date

  • Termination Date

We can use UKG to get employee data to map to the DATABASICS employee record.  

The employee load gets scheduled in DATABASICS to refresh Employee data on weekly, daily, hourly and as needed bases. 

The following information is needed from UKG to form part of a File Load:

• Employee ID - Typically configured as “other id” in the DB employee setup, but can be primary key in DATABASICS.

• Company Code - Can be mapped directly to Operating Unit in DATABASICS, most often configured as as a separate attribute in the DB employee setup, to support payroll company specific requirements.

In Addition the following data element must be mapped to support a posting to payroll:

• Time Type - the UKG code that corresponds to a time code in DB

The loads will validate to make sure all the required fields are provided in order for the employee to be active in DATABASICS.

Customers may have back end accounting systems that acts as the master record of the employee, and in that case, we will load UKG Employee Number and map it to the existing employee data that we are getting from a system, such as Microsoft Dynamics, Sage Intacct, NetSuite, etc.

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Generating and Downloading Timesheet Extract File to UKG

1. Login into DATABASICS Application

2. Go to Admin tab

3. Expand Data Piping ->All Profile Task menu tabs

4. Click on the “Run Now” link pertaining to TIME EXTRACT TO UKG

                                                     i.     Enter  <Extract From Start Date>

                                                   ii.     <Extract to End Date>

                                                  iii.     <Post to date>

                                                  iv.     and click on the Run button

5. Click “Refresh” button on the bottom of the job status list (do not use internet browser Refresh)

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Click “Refresh” button on the bottom of the job status list (do not use internet browser Refresh)

6. Click “Refresh” button until the Status of the job is “Complete”

7. Click on the corresponding record line to see the Job logs, warnings or errors, the job log will also include the batch number, transactions and number of expense report extracted.

8. A copy of the file is attached to the completed profile job in a form of a paper clip icon. Click on the Job Attachments tab

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9. As an alternative a copy of the file is saved to the secure FTP site and can be downloaded  from FTP as follows:

10)  The file name is: Payroll_YYYYMMDDHHMMSS.csv
(Where YYYYMMDDHHMMSS is a unique date and time stamp of the extract and corresponds with the extract batch ID)

Once you download the CSV file go to UKG and import CSV file for Payroll processing.