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UKG Employee Navigator Benefits Integration Guide

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The Employee Navigator (EN) integration with Inova enables bi-directional real-time exchange of employee demographics and payroll data, with compensation flowing from Inova to EN and payroll deductions from EN to Inova. The integration setup includes requesting, setup, audits, and going live, with certain limitations like no exchange of class structures, 1099 employees, termination reasons, and specific deduction types such as domestic partner deductions and commuter benefits.

Welcome Video

What is the lifecycle of an EN payroll integration with Inova?

Items to confirm as part of your integration

How did I get started?

What does this integration exchange?

What is not exchanged in the integration?

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

Welcome Video

What is the lifecycle of an EN payroll integration with Inova?

EN Guid Lifecylce.png

  1. Request the integration (you have already completed this step)
    • An outline of the the steps you will have already followed are shown in the How did I get started section.
  2. Setup
    • Complete some minor setup in EN for payroll groups, calendars, and deduction codes. Don't worry! The EN Payroll team will be there to assist.
  3. Audits
    • Complete both one-time reconciliations of your employee data: The Demographic Audit and the Deduction + Employer Contributions Audit. Don't worry! The EN Payroll team will be there to assist.
  4. Live
    • Go Live! Experience the benefits of a real-time data feed between EN and Inova.

Items to confirm as part of your integration

  • Does your group have an Active open enrollment currently in session?
    • If a company in EN's system has an Active OE, EN 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.
  • Is your group new to Inova?
    • If your group is new to Inova, you must have run at least one payroll before you can begin the integration process.

How did I get started?

  • Your request began with you or your broker going to the Payroll tab within your company in Employee Navigator.
  • The integration request was initiated by clicking on 'Add Integration +'

addintegration.png

  • After clicking on 'Add Integration +', Inova Payroll: UKG Ready would have been chosen from the dropdown and Save and Continue would have been clicked.
  • Additional contacts involved in the integration setup process would have then been added and Save and continue would have been clicked.

inva.png

 

  • This process sent the request to the Inova team, and you would have received an email confirmation as well.
  • Inova then approved your integration request, after which you received a 'Getting Started' email from Inova with the EN Payroll team copied in. In that email you received a link to this guide which has led you to this point in the process.
  • What's next? An analyst from EN will reach out within 3 business days to provide the Welcome Video (which you have early access to) and your link to schedule your review call where your EN analyst will outline your responsibilities within the integration setup process.

What does this integration exchange?

Bi-directional Demographics

EN is able to exchange bi-directional demographics in real time on a change-only basis with Inova. 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 Inova 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 (Inova to EN only)

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

An employee's record in Inova 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 Inova only)

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

EN 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
  • The employee's recurring per-pay cost.
    • EN does not send catch-up contributions to payroll for missed pay periods. Any adjustments need to be manually added to Inova. 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).

EN only sends employee recurring deductions and employer contributions to Inova one time when an enrollment occurs to insert them initially.  EN will not send another transmission to Inova 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 is not exchanged in the integration?

Demographic fields not currently exchanged at this time

  • Class structures: Class, Department, Division, Office Location, Business Units
    • This feature will be coming shortly in 2025
  • 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.

Deduction types not currently exchanged

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

  • Deductions for employees with a Domestic Partner
    • Employee Navigator does not 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 does not currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax.
    • Action to take: None. EN's system auto-sets these plan types to 'Never Send'
  • 401K
  • Universal plans