Run Open Enrollment Integrations

You can run your Open Enrollment integration files from within the Integrations Dashboard.

The Integrations Dashboard enables you to run and view the results of integrations between UKG Pro products and other business partners. The Integrations dashboard is the first page that appears when you log in to the Integration Platform. There are two main components to the Integrations Dashboard, the Integrations and Events pages.

Displays Integrations Dashboard with Examples

Prepare to Run Open Enrollment Integrations

Prior to running your Open Enrollment integration, you must:

Pause your scheduled integrations.
Run the Open Enrollment file.
Work directly with your carrier to manage all Open Enrollment changes.
After your carrier has notified you that it is ok to do so, restart any existing ongoing integrations that were previously scheduled.

Access the Integrations Dashboard

From within Role Administration, you must first assign web access rights to the appropriate user roles in UKG Pro (Menu > System Configuration > Security > Role Administration > Select a Role > Web Access Rights > Integration Platform). Check the View and Edit access boxes so that users assigned to the role can run and edit the Open Enrollment integration.

To Access the Integrations Dashboard:

https://integrations.ultipro.com/

At the Sign In page, enter your Company Access Code or Customer API Key. You can locate this information in UKG Pro > System Configuration > Security > Service Account Administration.
Check the I Agree to Terms and Conditions (Required) box.
Select Continue.
Note Multi-factor authentication (MFA) is required the first time you log in.
Complete the multi-factor authentication steps, as applicable.
Enter your UKG Pro credentials.
Select Sign In. The Integrations Dashboard displays.

Run an Open Enrollment Integration

The Integrations Dashboard allows you to run an integration manually, monitor the status of the integration, and view the integration status.

From the Integrations page, locate the integration for which you would like to generate an open enrollment file.
Hover your mouse over the integration to display additional action item icons.
Select the Run icon. The Integration Run page displays.
At the Date Range section, select the Open Enrollment Pending Effective Date as the Start Date and End Date.
Note To locate the Pending Effective Date for this session, navigate to: UKG Pro > Menu > Administration > Benefits Admin > Open Enrollment Setup. All current and upcoming Open Enrollment sessions are listed. If you have one Open Enrollment session, the date listed in the Pending Effective Date column should be used for both the Start Date and the End Date. If you have two or more sessions with different Pending Effective Dates, you should use the earliest ending Effective Date as the Start Date and the latest Pending Effective Date as the End Date.
At the Notifications section, to receive a notification email, you can enter one or more email addresses and select from these notification options: Start, Success, or Failure. Multiple email addresses must be separated by a comma.
Check the Open Enrollment box. Additional Open Enrollment options display.
Select either the Active or Passive open enrollment option:
- Active - only sends benefit elections that are newly elected for the new benefit year (based on the pending effective date). This is usually a changes-only file.
  Note An Active Open Enrollment session requires all employees to re-elect benefits, as no benefits are carried over from the prior year. If an employee does not re-elect within the Active session, then the employee will not have benefits. By federal law, most FSA plans are required to have an active open enrollment.
- Passive - sends all benefit elections (any new elections and elections that have not changed). This is a full file.
  Note A Passive Open Enrollment session does not require all employees to re-elect their benefits. Only employees that want to make changes to their benefits must elect benefits. Employees that do not make changes to their existing benefits will maintain their current benefits if they are active for the new year (based on the effective date).
Check the Include Terminations option to include information for employees that have terminated their benefits in the open enrollment integration file.
At the Options section, select either Test or Production based on the file type the carrier is expecting for this integration. This indicator may be used in the file name and/or in the file header.
At the File Output section, check the Send to Carrier box to enable the Location selection options. These options vary by carrier. You may see either:
- One server listed that receives both Test and Production files.
- Two servers listed - a Test server and a separate Production server.
  Important Always confirm that the correct file type Option and Location are selected before moving on. Otherwise, if the Test file type is selected and a Production server is selected, then a Test file could be processed through a Production environment.
Select Run. The Integrations page displays.
Select the Events page link to view the integration.
- Select the link in the Event Date/Time column to view the event details.
- Select the link in the Event Status column to view the file details.

Pause Scheduled Integrations

Before running an Open Enrollment integration, you must ask your carrier when you need to pause current scheduled exports.

From the Integrations Dashboard page, hover your mouse over the integration to display additional action item icons.
Select the three-dots icon, then select Edit.
Select or navigate to the File Output and Scheduling page.
- If your vendor communicated the date when you can resume exports, you can change the File Generation Schedule Start Date to the date when future exports can be scheduled.
- If you do not yet know the date that you can resume exports, change the File Generation option to Run Manually.
Select Save.

Resume Integration Schedule

Before resuming your scheduled integrations, you must review and address any feedback provided by your Open Enrollment carrier after your integration file was processed.

You are responsible for making any changes in UKG Pro based on your carrier's feedback.

Your carrier must confirm that you can resume a scheduled integration after your Open Enrollment period is closed and the final Open Enrollment integration file has been sent.

From the Integrations Dashboard page, hover your mouse over the open enrolmment integration to display additional action item icons.
Select the three-dots icon, then select Edit.
From the File Output and Scheduling page, select the Schedule option and enter the Start Date as the date that your vendor communicated that future exports can be scheduled.
Select Save.

Work with your carrier to manage Open Enrollment changes outside of the Open Enrollment window. In most cases, these changes must be managed manually in both UKG Pro and directly with your vendor.

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