UKG Pro Import Tool Employee Deductions File Mapping Guide

When this effective dating rule is turned on (Set to TRUE), all new/add records will become effective based on the date provided. If this is an update to an existing deduction, the import will update the record that is effective on that date. This setting is turned on by default (Set to TRUE). If this setting is turned off (Set to False), the current record is always updated.

To turn off this rule, navigate to Menu > Administration > Integration Studio > Import Tool > Configurations

• Deduction Start Date
• Eligibility Date (if deduction is a benefit)
• Coverage Start Date (if deduction is a benefit)

A rule is available for the Deduction Changes transaction type which, when turned on, will automatically populate the above-mentioned date fields based upon the deduction code and deduction benefit group setup in UKG Pro. This setting is turned on by default (Set to TRUE). If this setting is turned off (Set to False), then the dates must be provided in the file or the record will produce an error.

To turn off this rule, navigate to Menu > Administration > Integration Studio > Import Tool > Configurations

Except for the Key Fields, all other fields listed below can have up to 10 entries each because up to 10 deductions can be sent in a given record. The number associated with each deduction field must match the corresponding fields (for example, for the first deduction select, Deduction – Deduction Effective Date [1], Deduction – Deduction Code [1], Deduction – Change Reason [1], etc.). You can import up to ten 10 deductions in a given record.

Use Case:

• A Deduction Benefit (Medical Plan) is set up with a calculation rule of Flat Amount
• Plan will be added to an employee’s record

In columns A and B, the employee name is included. While these two fields will not be mapped to any field during the file mapping process, including them in the file to be imported can be useful when trouble shooting or testing the import.

The Ben Eligibility, Ben Start Date and Deduction Start are left blank because the Config Setting ‘DEDUCTIONS_USEDDEDSETUPDATES’ is set to ‘TRUE’ (dates will default based upon the deduction benefit and deduction benefit group setup). If any of the dates are sent in the file, the sent dates will be used instead of the defaults. If the Status as of Date was left blank (column L), the Import Tool would default the value to the Coverage Start Date.

The next screens depict how the file mapping would appear in the Import Tool.

Use case:

• Add a United Way Deduction (ded type = Miscellaneous) to an employee.
• This is deduction, not a benefit plan.
• Flat amount rule and use rate at employee level. Goal amount is being sent.

In columns A and B, the employee name is included. While these two fields are not necessary and will not be mapped to any field during the file mapping process, including them in the file to be imported can be useful when trouble shooting or testing the import.

The Deduction Start is left blank because the Config Setting ‘DEDUCTIONS_USEDDEDSETUPDATES’ is set to ‘TRUE’ (dates will default based upon the deduction benefit and deduction benefit group setup). If the date is sent in the file, it will be used instead of the default.

The next screen depicts how the file mapping would appear in the Import Tool.

Use Case:

• Add a 401K Deferred Compensation/Pension plan to an employee.
• This is a benefit plan.
• Benefit plan is set to ‘Use Rule at Employee Level’. Goal amount is being sent.

In columns A and B, the employee name is included. While these two fields are not necessary and will not be mapped to any field during the file mapping process, including them in the file to be imported can be useful when trouble shooting or testing the import.

The Coverage Start Date, Ben Eligibility Date, and Deduction Start Date are left blank because the Config Setting ‘DEDUCTIONS_USEDDEDSETUPDATES’ is set to ‘TRUE’ (dates will default based upon the deduction benefit and deduction benefit group setup). Any dates are sent in the file will override the default setting.

To download the spreadsheet, refer to the Employee Deductions Mapping spreadsheet in the UKG Community Library. The field position in the imported file is noted in column A. Note that these fields are always required so the positions have been number 1-5 for you. For fields that you will not be importing, move these to the bottom of the spreadsheet. Other columns are as follows:

• Column A: Field position in the imported file
• Column B: Column header that will be included in the mapping file you will be creating within the Import Tool. Best practice is to use the column headers as shown – these headings match the target field names in the Mapping Tool thereby making the mapping process easier
• Column C: UKG Pro Web Page Name where target field is located
• Column D: UKG Pro Field Name
• Column E: Database Table.Field Name
• Column F: Database Field Length
• Column G: Database Field Type
• Column H: Indicates if Table Validation will be performed on the field
• Column I: ‘R’ indicates if the field is always required
• Column J: Helpful notes about field formatting; system delivered codes; when a field may be required

The data that can be imported on a given row could include:

• A plan being added to an employee
• A plan being cancelled/stopped
• A plan being updated

It is highly probable that not all fields that are available will be mapped in the Import Tool. As you perform your analysis, you should remove them from the source file, unless they are required fields.