UKG Connector Setup Guide

Learn how to connect your UKG (Ultimate Kronos Group) system to Audit1 for automated payroll and workforce data synchronization.

Overview

The UKG Connector integrates with UKG Pro, UKG Ready, and UKG Dimensions to automatically sync employee, payroll, and time & attendance data directly into Audit1 for workers' compensation audits.

What Gets Synced

✅ Employee Records: Demographics, job information, employment status
✅ Payroll Data: Gross pay, earnings, pay periods
✅ Time & Attendance: Hours worked, overtime, time off
✅ Job Classifications: Positions, departments, cost centers
✅ Work Locations: Multi-state and multi-location tracking
✅ Custom Reports: Pre-configured and saved reports from UKG

Benefits

🎯 Enterprise-Grade: Built for complex organizational structures
📊 Comprehensive Data: Combines payroll, time, and HR data
⏱️ Scheduled Sync: Automated daily or weekly synchronization
🏢 Multi-Location: Perfect for multi-state employers
✅ Audit-Ready: Data formatted for workers' comp audits

Prerequisites

Before you begin, ensure you have:

✅ Active UKG Account (UKG Pro, Ready, or Dimensions)
✅ Administrator Access or API permissions
✅ Audit1 Account set up
✅ UKG API Credentials (provided by your UKG account team)
✅ Authorization to grant external system access

Understanding UKG Products

UKG offers different products. The connector works with all major UKG platforms:

UKG Pro (formerly UltiPro)

Best For: Large enterprises (1,000+ employees)
Features: Full HCM suite with advanced analytics
API Version: UKG Pro REST API

UKG Ready (formerly Kronos Workforce Ready)

Best For: Mid-sized businesses (100-1,000 employees)
Features: All-in-one HR, payroll, and time tracking
API Version: UKG Ready API

UKG Dimensions (formerly Kronos Workforce Dimensions)

Best For: Time & attendance focused organizations
Features: Advanced timekeeping and scheduling
API Version: Dimensions API

Note: Setup steps are similar across all products, with minor variations in credential location and report configuration.

Step-by-Step Setup

Step 1: Contact Audit1 Support

Initiate the connector setup process:

Contact Methods:

📧 Email: [email protected] with subject "UKG Connector Setup"
📱 Phone: Call during business hours (Mon-Fri, 9 AM - 5 PM ET)
💬 Admin Portal: Submit request through Help → New Integration Request

Information to Provide:

Your Audit1 organization ID
UKG product you're using (Pro, Ready, or Dimensions)
UKG company/tenant name
Primary contact information
Estimated employee count

Step 2: Obtain UKG API Credentials

For UKG Pro:

Log into UKG Pro
- Navigate to Menu → System Configuration
- Select Security → Web Services
Create Service Account
- Click Add New Service Account
- Enter details:
  - Name: "Audit1 Integration"
  - Description: "Automated payroll sync to Audit1"
  - Access Type: Read-only
- Select required permissions:
  - ✅ Employee Data
  - ✅ Payroll Data
  - ✅ Organization Structure
- Click Generate Credentials
Save Credentials
- API URL: Your UKG Pro instance URL
- Username: Service account username
- Password: Service account password
- Customer API Key: Your unique key

🔒
Security: Store credentials securely. These provide read access to employee data.

For UKG Ready:

Log into UKG Ready
- Go to Setup → System Configuration
- Select Integrations & APIs
Enable API Access
- Toggle API Access to ON
- Click Generate API Key
- Note your:
  - API Endpoint URL
  - API Key
  - Company Short Name
Configure Permissions
- Select Read permissions for:
  - ✅ Employees
  - ✅ Payroll
  - ✅ Time & Attendance
- Save configuration

For UKG Dimensions:

Access Admin Portal
- Log into UKG Dimensions
- Navigate to Administration → Application Setup
- Select API & Integrations
Create Integration
- Click New Integration
- Choose REST API
- Name it "Audit1 Connector"
- Select permissions:
  - ✅ Timecard Data
  - ✅ Employee Data
  - ✅ Paycode Data
- Generate API token
Record Credentials
- Save your API token
- Note your tenant URL
- Document any specific endpoint URLs

Step 3: Configure Connection in Audit1

Log into Audit1 Admin Portal
- Navigate to Settings → Integrations
- Click Add Integration → UKG
Select UKG Product
- Choose your UKG product:
  - ○ UKG Pro
  - ○ UKG Ready
  - ○ UKG Dimensions

Enter Connection Details

For UKG Pro:

API URL: https://service.ultipro.com
Customer API Key: [Your Customer Key]
Username: [Service Account Username]
Password: [Service Account Password]

For UKG Ready:

API Endpoint: https://api.kronos.com/api
API Key: [Your API Key]
Company Short Name: [Your Company Code]

For UKG Dimensions:

Tenant URL: https://[tenant].mykronos.com
API Token: [Your Token]

Test Connection
- Click Test Connection
- Wait for validation (10-30 seconds)
- You should see: "✅ Connection Successful"
- If failed, verify credentials and try again

Step 4: Configure Report Syncing

UKG connectors work by syncing pre-configured reports. You'll need to set up reports in UKG that contain the data Audit1 needs.

Create Payroll Report in UKG

Access Reports Module
- In UKG, go to Reports or Business Intelligence
- Click Create New Report or Report Builder
Select Report Type
- Choose Payroll Report or Employee Earnings Report
Add Required Fields

Employee Information:
- Employee ID
- First Name
- Last Name
- Employment Status
- Hire Date
- Termination Date (if applicable)
Job Information:
- Job Title
- Job Code / Class Code
- Department
- Work Location / State
- Cost Center (optional)
Pay Information:
- Pay Period Start Date
- Pay Period End Date
- Gross Pay
- Regular Earnings
- Overtime Earnings
- Other Earnings
- Hours Worked
- Overtime Hours
Set Report Filters
- Date Range: Current pay period or custom
- Employee Status: Active (and Terminated if needed)
- Pay Type: All or specific
Save Report
- Name: "Audit1 Payroll Export"
- Format: CSV or Excel
- Save to: Shared Reports folder
- Note the Report ID or path

Configure Report in Audit1

In Audit1 Integrations Settings
- Under UKG configuration
- Click Configure Reports
Add Report
- Report Name: Audit1 Payroll Export
- Report ID: [From UKG]
- Report Type: Payroll
- Format: CSV or Excel
- Frequency: Daily, Weekly, or Monthly

Map Fields

Audit1 will auto-detect common fields

Manually map any custom fields:

UKG Field          →  Audit1 Field
EmployeeID         →  Employee ID
FirstName          →  First Name
LastName           →  Last Name
GrossEarnings      →  Gross Pay
WorkState          →  State
ClassCode          →  Class Code

Save Configuration

Step 5: Configure Sync Schedule

Set up when and how often data syncs:

Choose Sync Frequency
- Daily: Syncs every day at specified time (recommended)
- Weekly: Syncs weekly on specific day
- Bi-Weekly: Aligns with bi-weekly payroll
- Monthly: Once per month
- Manual: Only when triggered
Set Sync Time
- Choose a time when UKG reports are current
- Typically 1-2 hours after payroll finalization
- Consider time zones for multi-location companies
Configure Sync Window
- Full Sync: All employees and all historical data
- Incremental Sync: Only changes since last sync (faster)
- Date Range: Last X days, months, or custom
Enable Notifications
- ✅ Sync completion emails
- ✅ Error notifications
- ✅ Weekly summary reports
- Specify recipient email addresses

Step 6: Run Initial Test Sync

Before going live, test the integration:

Trigger Test Sync
- In Audit1, click Run Test Sync
- Select a small date range (e.g., last pay period)
- Click Start Sync
Monitor Sync Progress
- Watch the progress bar
- Typical duration: 1-5 minutes for 100 employees
- Larger organizations may take 10-30 minutes
Review Synced Data
- Navigate to Employees in Audit1
- Verify sample employees appear correctly
- Check recent pay periods show accurate data
Validate Data Accuracy

Compare against UKG:
- Total employee count matches
- Gross pay totals match
- Job classifications are correct
- Work locations/states are accurate
- Pay periods align correctly
Check Sync Log
- Review Sync Log for any warnings
- Common warnings:
  - Missing class code mappings
  - Unmapped departments
  - Date format issues
- Address any errors before enabling auto-sync

Step 7: Enable Automatic Sync

Once testing is successful:

Enable Auto-Sync
- Toggle Automatic Sync to ON
- Confirm sync schedule
- Save settings
Configure Monitoring
- Set up email notifications for your team
- Add backup notification recipients
- Configure escalation for failures
Document Configuration
- Save your UKG report IDs
- Document field mappings
- Note sync schedule
- Share with relevant stakeholders

Understanding the Data Flow

┌──────────────────────┐
│  UKG System          │
│  (Pro/Ready/Dims)    │
│                      │
│  1. Payroll runs     │
│     and report       │
│     generated        │
└──────────┬───────────┘
           │
           │ Scheduled Time
           │
           ▼
┌──────────────────────┐
│  UKG API             │
│  Report Available    │
└──────────┬───────────┘
           │
           │ API Request
           │
           ▼
┌──────────────────────┐
│  Audit1 Connector    │
│  Fetches Report      │
│                      │
│  2. Data retrieved   │
│     and parsed       │
└──────────┬───────────┘
           │
           │ Processing
           │
           ▼
┌──────────────────────┐
│  Audit1 Platform     │
│  Data Imported       │
│                      │
│  3. Audit updated    │
└──────────┬───────────┘
           │
           │ Notification
           │
           ▼
┌──────────────────────┐
│  Email Sent          │
│                      │
│  4. Confirmation     │
└──────────────────────┘

Advanced Configuration

Multi-State Employers

For employers with employees in multiple states:

Ensure State Field in Report
- Add "Work State" or "Location State" field to UKG report
- Map to Audit1's "State" field
Configure State-Specific Rules
- In Audit1, go to Settings → State Rules
- Enable state-specific class code mapping if needed
Verify State Data
- Check that state codes are standard (e.g., "CA", "NY")
- If UKG uses full names, configure mapping

Class Code Mapping

If your UKG job codes don't match workers' comp class codes:

Export Job Codes from UKG
- Create a report listing all job titles/codes
- Export to CSV
In Audit1, Configure Mapping
- Go to Settings → Class Code Mapping
- Import your UKG job codes
- Map each to appropriate workers' comp class code
Set Default Class Code
- Configure a default for unmapped jobs
- Helps prevent sync failures

Custom Fields

To sync custom UKG fields:

Add Fields to UKG Report
- Include any custom fields you need
- Use consistent naming
In Audit1, Configure Custom Fields
- Go to integration settings → Custom Fields
- Add new field mapping
- Specify source (UKG) and target (Audit1) fields

Troubleshooting

Connection Issues

Problem: Cannot connect to UKG API

Solutions:

✓ Verify API credentials are correct
✓ Check if service account is active in UKG
✓ Confirm API access is enabled in UKG
✓ Ensure no recent password changes
✓ Verify your UKG instance URL is correct
✓ Check firewall/network restrictions

Report Issues

Problem: Report not found or empty

Solutions:

✓ Verify report exists in UKG
✓ Check report ID is correct
✓ Ensure report has data for selected date range
✓ Confirm report permissions allow API access
✓ Try running report manually in UKG first

Data Accuracy Issues

Problem: Synced data doesn't match UKG

Solutions:

✓ Check date range settings
✓ Verify field mappings are correct
✓ Ensure report includes all required fields
✓ Check for data type mismatches
✓ Review filter settings in both systems
📧 Contact support with specific discrepancies

Sync Performance

Problem: Sync takes too long or times out

Solutions:

✓ Use incremental sync instead of full sync
✓ Reduce date range for each sync
✓ Run during off-peak hours
✓ Break large syncs into smaller batches
✓ Contact support to optimize report queries

Best Practices

✅ Recommended Practices

Setup:

✅ Test thoroughly with small date ranges first
✅ Document everything - report IDs, mappings, schedules
✅ Use descriptive names for reports and configurations
✅ Set up multiple notification recipients for redundancy
✅ Coordinate with HR/Payroll team on timing

Report Design:

✅ Keep reports simple - only include needed fields
✅ Use consistent formatting in report output
✅ Test reports manually in UKG before automating
✅ Include all required fields for audit compliance
✅ Use standard field names when possible

Ongoing Management:

✅ Monitor sync logs weekly
✅ Reconcile data monthly against UKG
✅ Update mappings when adding new job codes
✅ Review class codes quarterly
✅ Keep credentials current and secure

⛔ Things to Avoid

❌ Don't use production data for testing
❌ Don't skip field mapping validation
❌ Don't ignore sync warnings or errors
❌ Don't modify reports without testing impact
❌ Don't share API credentials insecurely

FAQs

General Questions

Q: How long does setup take?
A: Initial setup: 1-2 hours. Creating/configuring reports in UKG: 1-2 hours. Testing: 1-2 hours. Total: 4-6 hours.

Q: Do I need UKG's permission?
A: If you have admin access, you can enable API access. Some organizations may require IT approval.

Q: Will this affect UKG performance?
A: No, report pulling happens during off-peak times and doesn't impact UKG users.

Q: Can I sync multiple UKG instances?
A: Yes, contact support to set up multiple connections.

Technical Questions

Q: Which UKG API version is used?
A: We use the latest stable API for each UKG product and update automatically.

Q: How is data secured?
A: All transfers use TLS 1.3 encryption. Data at rest is encrypted. Access is logged and monitored.

Q: Can I customize what data syncs?
A: Yes, through report configuration and field mapping.

Q: What's the data retention policy?
A: Audit1 retains data per your policy period plus 7 years for compliance.

Sync Questions

Q: How often should I sync?
A: Daily is recommended for most organizations. Align with your payroll frequency.

Q: What if a sync fails?
A: You'll receive an email notification. The connector will automatically retry up to 3 times.

Q: Can I sync historical data?
A: Yes, during initial setup you can sync historical periods. Contact support for assistance.

Q: How do I handle terminated employees?
A: Include termination date in your UKG report. Audit1 will track their final pay periods.

Getting Help

Support Resources

Email Support:

📧 [email protected]
Include "UKG Connector" in subject
Response: 2-4 hours during business hours

Phone Support:

📱 Available Mon-Fri, 9 AM - 5 PM ET
For urgent issues
Request callback via email or portal

Documentation:

📚 developer.audit1.info
UKG-specific guides
Video tutorials
Community forum

Status Updates:

📊 status.audit1.info
Real-time system status
Maintenance schedules
Incident reports

What to Include in Support Requests

Provide these details for faster resolution:

Your Audit1 organization ID
UKG product (Pro, Ready, Dimensions)
UKG tenant/company name
Description of issue
Screenshots or error messages
Recent sync logs
Steps you've tried
Urgency level (critical, high, normal)

Next Steps

After Successful Setup:

Train Your Team
- Show where to access synced data
- Explain sync schedule
- Provide support contacts
Set Up Monitoring
- Weekly data reviews
- Monthly reconciliation
- Quarterly audit of class codes
Optimize Over Time
- Refine field mappings
- Add custom fields as needed
- Adjust sync frequency
Explore Advanced Features
- Custom reporting
- Webhook notifications
- API access for analytics

Related Resources:

Connectors Overview - Compare all connectors
Webhook Integration - Real-time notifications
API Guide - Advanced integrations

Ready to connect your UKG system? Contact [email protected] to begin setup today!

UKG Connector Setup Guide

Overview

What Gets Synced

Benefits

Prerequisites

Understanding UKG Products

UKG Pro (formerly UltiPro)

UKG Ready (formerly Kronos Workforce Ready)

UKG Dimensions (formerly Kronos Workforce Dimensions)

Step-by-Step Setup

Step 1: Contact Audit1 Support

Step 2: Obtain UKG API Credentials

For UKG Pro:

Security: Store credentials securely. These provide read access to employee data.

For UKG Ready:

For UKG Dimensions:

Step 3: Configure Connection in Audit1

Step 4: Configure Report Syncing

Create Payroll Report in UKG

Configure Report in Audit1

Step 5: Configure Sync Schedule

Step 6: Run Initial Test Sync

Step 7: Enable Automatic Sync

Understanding the Data Flow

Advanced Configuration

Multi-State Employers

Class Code Mapping

Custom Fields

Troubleshooting

Connection Issues

Report Issues

Data Accuracy Issues

Sync Performance

Best Practices

✅ Recommended Practices

⛔ Things to Avoid

FAQs

General Questions

Technical Questions

Sync Questions

Getting Help

Support Resources

What to Include in Support Requests

Next Steps