This guide details the integration process between Employee Navigator (EN) and UKG Ready, outlining prerequisites, data exchange rules, and setup steps. It highlights key requirements such as deduction code management, compensation data flow, unsupported deductions, and subscriber group configuration to ensure accurate employee demographic and benefit deduction data syncing.
1. Benefit Deduction Start Dates
5. Unsupported Benefit Deductions
6. New Hires Added to Payroll in Live Mode
3. Exchanged Data Flow – Demographics
1. Request Integration in Employee Navigator
Please read this entire guide before you begin the integration process
Before You Begin
A payroll Integration between Employee Navigator’s (EN) and UKG Ready allows you to share specific employee demographic data between the two systems, and employee deduction data from Employee Navigator to UKG. Prior to going through the setup steps of the integration, there are a few key points to note:
1. Benefit Deduction Start Dates
Currently Employee Navigator uses the effective date of the benefit as the start date of the deduction
in payroll. Currently this cannot be separated.
2. UKG Deduction End Dates
Although it is very common for many UKG clients to use a “never-ending” End Date (12/31/9999) for their Employee Benefit Deductions, this is not best practice for the use of this integration. For this integration to operate effectively and efficiently, Employee Benefit Deductions must correspond with their respective Plan Year dates. Any existing employee deductions exchanged in the integration with an End Date not matching the End Date of the current plan year, must be updated to the plan year dates before setup can take place.
3. UKG Benefit Plans
This integration can support Benefit Plan updates in UKG, however specific steps must be followed for this to happen. Please contact Kronect Support for a supplemental guide for setting up the UKG Benefit Plan portion of this integration. If you plan to ONLY USE Scheduled Employee Payroll Deductions in UKG, you must discontinue the use of Benefit Plans in UKG for any benefits/deductions exchanged in the integration.
4. Open Enrollment
In the 2-3 months prior to the group’s plan year end date, Kronect will attempt to make contact with the client contact and the broker prior to the next open enrollment. Kronect MUST be informed of any adds or changes to employee benefit plans that would result in deduction code adds or changes. Not communicating this information to Kronect could result in transmission errors following open enrollment.
5. Unsupported Benefit Deductions
Currently, Employee Navigator does not support the following deductions to be synced with Payroll. Any changes or terminations to the deductions must be manually managed within the Payroll system.
Be sure to address the following items before completing setup:
- 401(k) plans
- Universal Plan types within Employee Navigator
- Commuter Benefits
6. New Hires Added to Payroll in Live Mode
When a new hire is entered into the Payroll system, the process for finding and completing them is as follows:
- New Hire is entered into Payroll and feeds over to Employee Navigator.
- From the group’s Homepage in EN, click Employee Missing HR Required Fields within the Status section and find the newly hired employee.
- Click Re-Start Hire and add the employee’s Payroll Group and Class.
- Payroll Group and Class fields are not being exchanged within the integration
- Send out the Welcome Email if the specific employee is eligible to enroll in benefits.
7. Compensation Requirements
All compensation values must be configured in the UKG Payroll system, as it will overwrite EN values since the API’s direction of exchange for compensation is one-way, from Payroll to EN only. Employee Navigator requires compensation based on pay type (Hourly or Salary).
8. Deduction Codes
- Deduction codes must be separate per Benefit Type and Benefit Plan in order for Employee Navigator (EN) to transmit the separate per pay amounts for each.
- Here are a couple examples, FSA and Limited Purpose FSA plan(s) must have unique deduction codes (i.e. FSA, LPFSA) or if two medical plans offered must have unique deduction codes (i.e. MED1, MED2)
- You cannot use the same code for both benefit types or benefit plans.
- EN allows for only one HSA deduction code.
- Deduction codes must match exactly in both EN & UKG systems. They are case sensitive and space sensitive. Be sure that there are no leading or trailing spaces within the deduction code.
UKG Updates
1. Employee Type & Pay Type
- Verify that salaried and hourly employees have a pay rate populated according to their pay type.
- Employee Type must be setup in UKG and each employee type must be designated as full-time or part-time. Please see section 2.4 for more details
2. Job Titles
- If the client will be exchanging Default Job (HR) in UKG to Job Title in EN you must first add all the job titles in UKG and “Sync UKG Jobs” in the Kronect platform before going live with this integration. If using Default Job (HR) for the Job Title in EN, this field can ONLY be sent from UKG to EN. Job Titles coming back from EN to UKG will be ignored.
- A UKG Cost Center can also be designated as a Job Title for exchange with EN. This field can ONLY be sent from UKG to EN. Job Titles coming back from EN to UKG will be ignored.
- If the client does not utilize the HR module in UKG that contains the Default Job (HR) or does not wish to set it up, or the client does not have a Cost Center setup as a Job Title, please identify an Account Extra field in UKG that will be used to exchange Job Titles.
3. Exchanged Data Flow – Demographics
| Kronos Workforce Ready Field | Employee Navigator FIELD | Exchange |
| Account Id | Payroll Id | EN to UKG only |
| Employee Id | EmployeeId | Bi-Directional |
| Badge | TimeClockId | Bi-Directional |
| SS# | SSN | UKG to EN only |
| First Name* | First Name | Bi-Directional |
| MI* | Middle Name | Bi-Directional |
| Last Name* | Last Name | Bi-Directional |
| Suffix | Suffix | Bi-Directional |
| Address 1* | Address 1 | Bi-Directional |
| Address 2 | Address 2 | Bi-Directional |
| Address 3 | Address 2 | Bi-Directional |
| City* | City | Bi-Directional |
| State* | State | Bi-Directional |
| Zip Code* | ZIP | Bi-Directional |
| Country | Country | Bi-Directional |
| Cell* | Phone | Bi-Directional |
| Date: Birthday* | Date of Birth | Bi-Directional |
| Primary Email* | Bi-Directional | |
| Secondary Email | Work Email | Bi-Directional |
| Personal Email | Personal Email | Bi-Directional |
| Gender* | Gender | Bi-Directional |
| Employee Type* | FullTime | Bi-Directional |
| Pay Type* | Compensation Basis | Bi-Directional |
| Is Seasonal | Is Seasonal Employee | Bi-Directional |
| Default Jobs (HR): Name, Account Extra Field, Cost Center (Job Title)* |
Job Title | Bi-Directional |
| Date: Hired | Hire Date | UKG to EN only |
| Date: Terminated | Termination Date | UKG to EN only |
| Citizenship | U.S. Citizen | Bi-Directional |
| Salary | Annual Base Salary | UKG to EN only |
| Hourly Pay | Hourly Rate | UKG to EN only |
| Base Compensation From | Salary Effective Date | UKG to EN only |
- The Kronect system also allows for the ability to skip/override additional fields on a per-client basis.
- Deduction data is owned by Employee Navigator and is only transmitted from EN to UKG. A change in a deduction in UKG WILL NOT transmit to EN, however if you need to make a temporary change to a deduction in UKG this can be done with no effect on EN elections
Please Note: Best practice is to make all * fields required in UKG Ready
Employee Navigator
Please note: This responsibility lies with the Client HR rep or Benefit Broker
1. Request Integration in Employee Navigator
To initiate the Employee Navigator/UKG Ready integration, you will first need to request the service in Employee Navigator. The request process starts in Employee Navigator under the Payroll tab. This is how the integration request with Kronect is initiated.
Multi-EIN: If the company to be integrated has multiple EIN’s (Federal Tax Id’s), that is considered a Multi-EIN client and Subscriber Groups MUST BE SETUP in EN before integration setup can take place. After the Subscriber Groups have been setup in EN, a request for integration must be made for each individual Subscriber Group. Single EIN’s should not be using Subscriber Groups.
If the company to be integrated has multiple Short Names (more than one UKG account) Subscriber Groups must be built in EN.
If you should be using subscriber groups but have not set them up, leave this page and navigate to Settings → Subscriber Groups in EN to create your Subscriber Groups. For more information on the use of Subscriber groups in Employee Navigator, please contact your broker or Employee Navigator.
Don’t have multiple subscriber groups? You may continue…
1. Go to the Payroll tab in EN → Partner Selection.
2. Click on Add a service + and select Kronect: Kronect Integrations from the drop-down as the payroll service (do not select Inova Payroll UKG Ready).
3. If you have multiple subscriber groups built. Select the group you would like to
request the connection for and click Add.
a. You will be required to make a separate request for each subscriber group that is built in EN to allow UKG to connect each unique company in payroll to its corresponding subscriber group.
4. If you do not have subscriber groups, select All Employees and click Save and continue.
5. Add Contact Info: this will be the contact that Employee Navigator will be reaching out to get the integration started.
6. Add Company Info: this is used to complete your company settings.
Once you have completed the request, a message will be sent to the Kronect & EN team to get the integration started. An email from Kronect containing a discovery questionnaire will be sent to the individual who initialized the request in Employee Navigator (usually the Broker). Once the questionnaire is completed & submitted, an Integration Specialist from Kronect will send out a welcome email will all pertinent parties CC’d including an Employee Navigator Payroll Analyst to begin the integration
setup process.
FAQ
Q: What do I need to do to start this integration?
A: Requesting the integration through Employee Navigator is what initiates the integration. This action notifies Kronect of the integration request and kicks off the project.
Q: I requested the integration on Employee Navigator but haven't seen any communication from Kronect. What's going on?
A: Please ensure that the Add a service request in Employee Navigator was submitted under Kronect: Kronect Integrations and not Inova Payroll UKG Ready. If it was submitted under the Kronect option, the request may still be processing on Kronect's side and Inova is happy to check on the status of the request.