Payroll - Process

UKG Pro® Pay Processing Guide

Payroll processing is a multi-step process that a company uses to pay its employees. Payments include employees' salaries, bonuses, deductions, wage attachments, and taxes.

Before You Begin Employee Maintenance Start Payroll Create Temporary Work Tables Bring in Pay Data Calculate and Modify Payroll Finish Payroll Create and Print Reports

When processing a payroll, UKG Pro Pay gives you the flexibility to process your payrolls accurately. Whether you need to update an employee's earnings, create an additional check, or import a time clock file, several processes and steps are available to help you process your payroll from start to finish:

How to Use this Guide: This guide is organized into separate color-coded sections that represent each of the steps of the payroll process. Select a step to expand the section to view additional instructions for UKG Pro Pay and UKG Pro Pay with UKG Pro Workforce Management (WFM) products. In each section, select the tab to view the list of tasks related to the Pay and Time product you are using.

For a printable version of this document, select: UKG Pro Pay Processing Guide or Payroll Processing Guide with UKG Pro Workforce Management Pay Data.

This guide was updated on September 5, 2023.

UKG Pro Pay

Before opening your payroll, review the content in this section to better understand some of the payroll fundamentals and to determine which kind of payroll you will be running.

Review the processes and steps
Task
Notes
Learning Resources
A payroll consists of multiple processes and multiple steps in each process.
Review the document to familiarize yourself with all of the possible processes and steps you may need to complete to successfully run your payroll.
Payroll Processes and Steps Overview
Review undoing a payroll process
Task
Notes
Learning Resources
In certain scenarios, it is more efficient to undo a process than it is to edit individual checks.
When a payroll process is undone, the process is available to run again.
Undo a Payroll Process
Process a payroll by pay group or by status
Task
Notes
Learning Resources
Use the By Pay Group view to process a single payroll at a time. Use the By Status view to process payroll for multiple pay groups at the same time
Use the Pay Group view when you only have a few payrolls to process, or you need to make many edits to the payroll. Use the Status view to see all pay groups you have access to and process several payroll processes simultaneously.
UKG Pro Pay and UKG Pro WFM

Before opening your payroll, review the content in this section to better understand some of the payroll fundamentals and to determine which kind of payroll you will be running.

Review the processes and steps
Task
Notes
Learning Resources
A payroll consists of multiple processes and multiple steps in each process.
Review the document to familiarize yourself with all of the possible processes and steps you may need to complete to successfully run your payroll.
Payroll Processes and Steps with UKG Pro WFM Pay Data
Review undoing a payroll process
Task
Notes
Learning Resources
In certain scenarios, it is more efficient to undo a process than it is to edit individual checks.
When a payroll process is undone, the process is available to run again.
Undo a Payroll Process
Process a payroll by pay group or by status
Task
Notes
Learning Resources
Use the By Pay Group view to process a single payroll at a time. Use the By Status view to process payroll for multiple pay groups at the same time
Use the Pay Group view when you only have a few payrolls to process, or you need to make many edits to the payroll. Use the Status view to see all pay groups you have access to and process several payroll processes simultaneously.
UKG Pro Pay

Before opening your payroll, several administrative tasks need to be completed and audit reports should be reviewed to ensure a smooth payroll process.

Complete Employee Maintenance and Pre-Payroll Audits
Task
Notes
Learning Resources
Ensure all employee maintenance is up-to-date and complete a payroll audit to verify your payroll and employee information.
Refer to the document to review some examples of employee maintenance including: submitting direct deposit changes, terminations, pending items, and more.
Complete Employee Maintenance and Pre Payroll Audits
UKG Pro Pay and UKG Pro WFM

Before opening your payroll, several administrative tasks need to be completed. In addition, audit reports should be reviewed to ensure a smooth payroll process.

Complete Employee Maintenance and Pre-Payroll Audits
Task
Notes
Learning Resources
Ensure all employee maintenance is up-to-date and complete a payroll audit to verify your payroll and employee information.
Refer to the document to review some examples of employee maintenance including: submitting direct deposit changes, terminations, pending items, and more.
Complete Employee Maintenance and Pre Payroll Audits
UKG Pro Pay

Run the Start Payroll process and associated steps to open the payroll.

Open Payroll
Task
Notes
Learning Resources
Open your payroll by selecting the Start Payroll step.
Payroll settings are configured from the Start Payroll step.
Open Payroll
UKG Pro Pay and UKG Pro WFM

Run the Start Payroll process and associated steps to open the payroll.

Open Payroll
Task
Notes
Learning Resources
Open your payroll by selecting the Start Payroll step.
Payroll settings are configured from the Start payroll step.
Open Payroll
UKG Pro Pay

The Create Batches process copies a snapshot of your employees' pay records and creates a temporary table for processing payroll.

Create Batches
Task
Notes
Learning Resources
After you create the payroll batch table, any changes made to an employee's payroll data must be manually updated on the employee's pay checks.
Refer to the document for a brief description and steps for the create batches payroll process.
Create Batches
UKG Pro Pay and UKG Pro WFM

The Create Batches process copies a snapshot of your employees' pay records and creates a temporary table for processing payroll.

Create Batches
Task
Notes
Learning Resources
After you create the payroll batch table, any changes made to an employee's payroll data must be manually updated on the employee's pay checks.
Refer to the document for a brief description and steps for the create batches payroll process.
Create Batches
UKG Pro Pay

Process and import pay data files to bring in employee earnings and deductions into your payroll.

Step 1: Bring in Pay Data
Task
Notes
Learning Resources
Use templates to import payroll data from an outside source to employee pay checks.
You can bring in pay data for multiple templates.
Step 2: Validate Imported Pay Data
Task
Notes
Learning Resources
You can leverage multiple resources to help you validate time import data and correct exceptions.
Review the document to review additional details for the validate time process.
Bring in Pay Data
Step 3: Modify Pay Data Entry
Task
Notes
Learning Resources
You can manually modify imported pay data details for employees to ensure accuracy with totals and payroll-related information.
Review the document to review step-by-step instructions to manually modify pay data.
Bring in Pay Data
UKG Pro Pay and UKG Pro WFM

Processing data from UKG Pro WFM does not require a file import or template selection. Instead, the pay data is submitted directly from UKG Pro WFM and processed in UKG Pro Pay. Data from UKG Pro WFM is accrued based on day worked.

Step 1: (Optional) Bring in Pay Data from a File Upload
Task
Notes
Learning Resources
Use templates to import payroll data from third-party source in addition to pay data received from UKG Pro WFM.
Use this method to upload additional files for processing, as needed. This step is needed only if you have additional files from an additional system. When processing pay data from UKG Pro WFM only, this step is not necessary.
Submit Pay Data from UKG Pro WFM
Step 2: Submit Pay Data from UKG Pro WFM for a Regular Payroll
Task
Notes
Learning Resources
The Submit Pay Data step is available when pay groups are assigned a model that includes the Bring In Pay Data process. The Submit Pay Data step validates the data, creates the batches , if appropriate, and begins processing the data.
After you run the Submit Pay Data process, you can review the details for new pay data records received during the payroll process and manually delete or modify pays.
Submit Pay Data from UKG Pro WFM
Step 3: View New Pay Data Records
Task
Notes
Learning Resources
When new pay data records are available for a pay period with a payroll in process, you can view the new pay data records.
Review the document to review the processes available to you to view new pay data records.
Submit Pay Data from UKG Pro WFM
Step 4: (Optional) Manually Delete or Modify Pay Data
Task
Notes
Learning Resources
You can view the payroll results to delete an item or an entire pay manually, as needed.
Review the document to review the tools and processes available to you to delete or modify pay data.
Submit Pay Data from UKG Pro WFM
Step 5: Submit Pay Data for a Terminated Employee
Task
Notes
Learning Resources
You can process the pay data from UKG Pro WFM for a terminated employee.
Employees must have a Terminated status and a Date Paid Through must be 35 days or less prior to the current pay period.
Submit Pay Data from UKG Pro WFM
Step 6: Validate Pay Data
Task
Notes
Learning Resources
You can leverage multiple resources to help you validate pay data from a file import or from UKG Pro WFM.
Review the document to review the tools and processes available to you to validate your pay data and resolve exceptions.
Submit Pay Data from UKG Pro WFM
UKG Pro Pay

Before finalizing your employees' payments, audit your employee information and enter any outstanding adjustments.

Step 1: Submit Pay Data and Calculate Payroll
Task
Notes
Learning Resources
Submit the pay data to the payroll batch tables and calculate payroll.
The Submit Pay Data and Calculate step automatically generates standard reports detailed in the document. To view analytics and compare data after the Calculate step, configure Smart Pay analytics.
Step 2: (Optional) Manually Modify a Pay
Task
Notes
Learning Resources
View and edit employee check details, enter adjustment checks, or add additional checks to your payroll after the calculation step.
Refer to the document for additional details and step-by-step instructions for manually modifying pays, adding additional pays, and more.
Make Manual Adjustments
Step 3: (Optional) Create an Instant Check
Task
Notes
Learning Resources
Instant checks are on-demand checks and can be created with or without running payroll.
Refer to the document for additional details and step-by-step instructions for manually modifying pays, adding additional pays, and more.
Make Manual Adjustments
Step 4: (Optional) Recreate a Pay or Delete a Pay or Pay Item
Task
Notes
Learning Resources
To remove any manual changes you made and revert to the original data on the pay, you can recreate the pay. You can also delete an entire pay or individual pay items.
Refer to the document for additional details and step-by-step instructions for manually modifying pays, adding additional pays, and more.
Make Manual Adjustments
Step 5: Run Pre-Check Audit Reports
Task
Notes
Learning Resources
Generate reports to audit your payroll information before closing your payroll.
Review the document for a detailed list of audit reports and descriptions.
Make Manual Adjustments
UKG Pro Pay and UKG Pro WFM

Before finalizing your employees' payments, audit your employee information and enter any outstanding adjustments.

Step 1: Submit Pay Data and Calculate Payroll
Task
Notes
Learning Resources
Submit the pay data to the payroll batch tables and calculate payroll.
The Submit Pay Data and Calculate step automatically generates standard reports detailed in the document. To view analytics and compare data after the Calculate step, configure Smart Pay analytics.
Step 2: (Optional) Manually Modify Pays
Task
Notes
Learning Resources
View and edit employee check details, enter adjustment checks, or add additional checks to your payroll after the calculation step.
Refer to the documents for additional details and step-by-step instructions for manually adjusting pays, adding additional pays, and more.
Manually Modify Pays
Step 3: (Optional) Create an Instant Check
Task
Notes
Learning Resources
Instant checks are on-demand checks and can be created with or without running payroll.
Refer to the documents for additional details and step-by-step instructions for creating an instant check.
Manually Modify Pays
Step 4: (Optional) Recreate a Pay or Delete a Pay or Pay Item
Task
Notes
Learning Resources
To remove any manual changes you made and revert to the original data on the pay, you can recreate the pay. You can also delete an entire pay or individual pay items.
Refer to the document for step-by-step instructions.
Manually Modify Pays
Step 5: Run Pre-Check Audit Reports
Task
Notes
Learning Resources
Generate reports to audit your payroll information before closing your payroll.
Review the document for a detailed list of audit reports and descriptions.
Manually Modify Pays
UKG Pro Pay

The Finish step posts the pay data from the temporary batch tables to the employee check history. During the Finish Payroll process, several steps are completed automatically as your payroll is printed, distributed, and posted to history.

Step 1: Create the Direct Deposit File
Task
Notes
Learning Resources
Create a direct deposit file for each pay group.
If direct deposit or NACHA file payroll automation is configured, then the direct deposit files are automatically created.
Finish Payroll
Step 2: Print Pay Documents
Task
Notes
Learning Resources
Print employee pay checks for each pay group.
Once the checks have been printed, you cannot modify the payroll.
Finish Payroll
Step 3: Post the Payroll
Task
Notes
Learning Resources
The Finish step posts the pay data from the temporary batch tables.
The pay data is posted to the employee check history.
Finish Payroll
Step 4: Close the Payroll
Task
Notes
Learning Resources
Close your payroll to finish the payroll process.
Once the Finish step is completed, the payroll is closed and the next scheduled payroll is available to start.
Finish Payroll
UKG Pro Pay and UKG Pro WFM

The Finish step posts the pay data from the temporary batch tables to the employee check history. During the Finish Payroll process, several steps are completed automatically as your payroll is printed, distributed, and posted to history.

Step 1: Create the Direct Deposit File
Task
Notes
Learning Resources
Create a direct deposit file for each pay group.
If direct deposit or NACHA file payroll automation is configured, then the direct deposit files are automatically created.
Finish Payroll
Step 2: Print Pay Documents
Task
Notes
Learning Resources
Print employee pay checks for each pay group.
Once the checks have been printed, you cannot modify the payroll.
Finish Payroll
Step 3: Post the Payroll
Task
Notes
Learning Resources
The Finish step posts the pay data from the temporary batch tables.
The pay data is posted to the employee check history.
Finish Payroll
Step 4: Close the Payroll
Task
Notes
Learning Resources
Close your payroll to finish the payroll process.
Once the Finish step is completed, the payroll is closed and the next scheduled payroll is available to start.
Finish Payroll
UKG Pro Pay

After your payroll is completed, generate the audit reports, balance the payroll totals, and process your General Ledger.

Step 1: Confirmation and Balancing
Task
Notes
Learning Resources
Balance your completed payroll and create funding documents.
Run additional posted payroll audit reports, as needed.
Create and Print Reports
Step 2: Create General Ledger and Labor Allocation Export
Task
Notes
Learning Resources
After your payroll is completed, create the General Ledger (GL) Report and Export Files.
After processing your general Ledger, the GL Summary Distribution and GL Summary Suspense reports appear in the Completed tab of the Standard Reports page. The GL Export file is available from the File Transfers page.
Create and Print Reports
Step 3: Complete Payroll History Balancing Worksheets
Task
Notes
Learning Resources
Balance your payroll totals using the balancing worksheets.
Balancing worksheets are also available in the Library.
Step 4: Tax Filing and Wage Attachment Reporting
Task
Notes
Learning Resources
Balance tax filing and wage attachment reporting to validate your payroll information with Tax Filing Services
Refer to the documents for detailed information.
Step 5: Export Files
Task
Notes
Learning Resources
Export all payroll-related files to your third-party vendor.
Files include: General Ledger, Acounts Payable (A/P) data, Benefit data
Create and Print Reports
UKG Pro Pay and UKG Pro WFM

After your payroll is completed, generate the audit reports, balance the payroll totals, and process your General Ledger.

Step 1: Confirmation and Balancing
Task
Notes
Learning Resources
Balance your completed payroll and create funding documents.
Run additional posted payroll audit reports, as needed.
Create and Print Reports
Step 2: Create General Ledger and Labor Allocation Export
Task
Notes
Learning Resources
After your payroll is completed, create the General Ledger (GL) Report and Export Files.
After processing your general Ledger, the GL Summary Distribution and GL Summary Suspense reports appear in the Completed tab of the Standard Reports page. The GL Export file is available from the File Transfers page.
Create and Print Reports
Step 3: Complete Payroll History Balancing Worksheets
Task
Notes
Learning Resources
Balance your payroll totals using the balancing worksheets.
Balancing worksheets are also available in the Library.
Step 4: Tax Filing and Wage Attachment Reporting
Task
Notes
Learning Resources
Balance tax filing and wage attachment reporting to validate your payroll information with Tax Filing Services
Refer to the documents for detailed information.
Step 5: Export Files
Task
Notes
Learning Resources
Export all payroll-related files to your third-party vendor.
Files include: General Ledger, Acounts Payable (A/P) data, Benefit data
Create and Print Reports