UKG Pro (formerly Ultipro) Payroll Export

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If you are using 7punches for time-clocking, or have a POS integration that includes labor, you can export your worked hours in a UKG Pro-ready format.

SKIP AHEAD TO:
Activating the UKG Pro Export
Preparing your Export File
Including Paid Time Off (PTO)
Including Tips
⚠️ This feature is only available on The Works plan or higher.


Activating the Export

To enable the export, you'll need to do the following:

1. Head over to the more menu ' ☰ ' > Integrations and click on 'Add Integration.'

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2. Search and select UKG Pro. Then, click on 'Connect.'

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3. Now that the export has been added to your account, click on 'Complete Setup.'

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4. You will immediately be taken to the export's settings page to configure your settings. These export settings need to be complete before you run payroll.

To begin, click on the 'Settings' button.

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5. Next, under the 'Payroll Mapping' tab choose whether to 'Split Hours by Role.' 

If this setting is enabled, Employee hours will be split into separate columns in the spreadsheet, but will not automatically be associated with a wage code (this can be manually added to the spreadsheet before uploading to the payroll program). When this is enabled, the 'Map Roles' button will also appear.

Click on 'Map Roles' to add your Labor Override Codes. 

Entering Labor Override Codes ensures that employees are paid the correct rate for the work they did. If they are left blank, the default value of these fields will be the name of the Role in 7shifts.

In the 'Roles' tab, enter the corresponding Labor Override Code for each Role. 

Remember to scroll down and click 'Save.' before toggling between Locations.

6. Employee IDs are also required in order to match employees in 7shifts to employees in your payroll export. Location mapping is used to match your 7shifts and Payroll locations.

⚠️ You can update or edit these codes anytime by going to the more menu ' ☰ ' > Integrations > My Integrations > UKG Pro > Settings > Payroll Mapping.

Click to 'Edit employee IDs' or 'Edit Location Mapping' to map your Employees and Location(s).

7. In the 'Employees' tab, enter the corresponding File Numbers for each Employee. Remember to scroll down and click 'Save.'

8. In the 'Locations' tab, enter the corresponding Payroll Export Shop Numbers for each Location in 7shifts. Remember to click 'Save.'

9. Under the 'Export Settings' tab choose whether to 'Split By Earnings Codes, Disable Overtime Rates, or Disable Holiday Rates.' 

Enable/disable any of these optional settings by clicking on the toggle beside them.

Split By Earnings Codes:

Enable this setting to automatically split hours in your export by Earnings Codes. This will be calculated by the earnings codes and wages in UKG Pro, not 7shifts. (See an example report here.)

Disable Overtime Rates:

With this setting enabled, Overtime hours will not be multiplied by the overtime rate in 7shifts. Enable this if you want these calculations done within UKG Pro.

Disable Holiday Rates:

With this setting enabled, Holiday hours will not be multiplied by the overtime rate in 7shifts. Enable this if you want these calculations done within UKG Pro.


Preparing your Export File

Before you can run the UKG Pro payroll export, you'll need to ensure that you've properly approved all punches and closed your timesheet.

1. Click the Timeclocking tab at the top of the screen, then select the appropriate Pay Period.

2. From there, review and 'Approve' or 'Modify' any unapproved punches, or choose to 'Approve All.'



⚠️ For multi-Location users, you can also choose to sort by Location and approve punches by Location.

 

3. Once you've approved all punches, you're ready to close the Timesheet. To close the Timesheet, select 'Close Timesheet' in the top right corner. 

⚠️ For multi-Location users, you can close the Timesheet and export it on a Location basis.

If you are using this method, be sure to select the correct Location in the 'Location' dropdown before selecting the 'Export' option.

4. You can now export the Timesheet by selecting 'Export' then 'UKG Pro.'

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5. You can now import your payroll data to UKG Pro.

The default columns included in the UKG Pro export are:

Employee_id
Regular_hours
Regular_rate
Overtime_hours
Overtime_rate
Double_overtime_hours
Double_overtime_rate
Holiday_hours 
Holiday_rate
Location_id

If the Split By Earnings Codes setting is enabled, the following columns will be included in the report: 

EE ID
Week ending date
UNIT
HRLY Rate
Hrs CODE
HRS
Job Code
⚠️ Contact your UKG Pro representative if you have questions about this step.


Including Paid Time Off (PTO)

To include Employees' Paid Time Off, Paid Sick Time Off hours within the report, you will need to enable these features under your Company Settings. These will be included in the report as:

PTO
SPTO
Click here to learn more about enabling Paid Time Off (PTO).


Including Tips

Accounts using a supported POS integration will be able to send their tip data to 7shifts. From there, this information can be included with your time clocking data when processing payroll.

Click here to learn more about syncing your tip data to payroll.

Please review carefully to see if your POS or tip source is compatible with your payroll provider.
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