Configure Payroll to Paycode Mappings

Configure the mapping of paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. to payroll earnings or deductions codes.

  1. Payroll Setup.
  2. Make sure that Payroll Code Mapping is set to Allowed in your FAP; see Configure Access to Integrations.
  3. Select Main Menu  > Administration > Application Setup > Integrations Setup > Payroll Setup > Payroll Code Mapping.
  1. In Paycode Mapping, select HCM Paycode Payroll Mapping
  2. In Paycode Mapping, search for and select a paycode that you need to map to payroll. Click Tap Edit .

    Caution: The changes will be saved to all installations of the current mapping.

    Note: You cannot create or delete the HCM paycode to payroll mappings.

  3. Under Paycode Mapping, do the following: 
    1. The Paycode field displays all Timekeeper paycodes. This field is not editable.
    2. In Payroll Code, enter the desired payroll earnings code.
    3. In Pass to Payroll, select one of the following:
      • Pass as Earnings Code: Export payroll export and blank data. If the payroll code has blank data, the code is not included in the payroll export.
      • Pass as Deduction Code - Negative: Export money-based paycodes as deductions with a negative value.
      • Pass as Deduction Code - Positive: Export money-based paycodes as deductions with a positive value.
    4. (Optional) In Shift Code, enter the shift code to export to payroll for time transactions against the paycode. If the shift code is derived from the paycode, you do not need to specify it as a Labor Category in the cross-reference table. If the shift code is maintained in a labor category and specified in a paycode, the shift code in the labor category has precedence for each transaction.
    5. Click Tap Save.
  4. Repeat for another mapping.
  5. Click Tap Save.
  1. In Paycode Mapping, select UKG Pro Paycode Payroll Mapping.

  2. Advanced Mapping allows you to map Timekeeper paycodes with multiple earning codes (using location and labor category filters). This option is disabled by default.

    Select Yes to enable advanced mapping.

    • Two additional fields appear under Advanced Mapping:

      • Filter Type - Use this field to select a Location Type or Labor Category.
      • Type Value - Use this field to select a specific Location Type or Labor Category, depending on what was selected in the Filter Type field. For example, if Location Type is selected as the Filter Type and Company is selected as the Type Value, all configured company locations will be available to select as the Type Unit.

    • Two additional columns appear under Paycode Mapping:

      • Type Unit - Options displayed in this field depend upon the specified Filter Type and Type Value.
      • Payrule Name - The pay rules configured in UKG Pro Workforce Management, which the user has been granted access under the GDAP for Pay Rules, will be available to select in this field.

    Note: When Advanced Mapping is left unchecked, the standard configuration for payroll code mappings can be used. Mapped Paycodes will be displayed under the Paycode Mapping grid, and the options to Delete and Create Mapping on the Payroll code mapping page for UKG Pro.

    Accessibility Note: If the system administrator is not configured with "ALL ACCESS GDAP," they will need to have the following to access the list of Timekeeping Paycodes in Payroll Integration Setup screens (Payroll Configuration page and Payroll code Mapping page: ACP for Pay Rules setup, GDAP for Pay Codes setup, and GDAP access of the Paycode dependent element (Work Rules, Contributing Shift Rile. Scheduled Hours Type).

  3. In Paycode Mapping, do one of the following:
    • Click Tap Create to start a new paycode mapping.
    • Select an existing mapping and Click Tap Edit to modify the mapping.
    • Select an existing mapping and Click Tap Delete to remove the mapping.

    4. Note: Paycodes are displayed under Paycode Mapping only once they are mapped.

  4. Map paycodes: In Create Paycode Mapping or Edit Paycode Mapping, do the following:
    1. Paycode — Select a paycode for mapping.
    2. Type Unit (Advanced Mapping Only) — Select one of the available options defined by the advanced mapping Filter Type and Type Value. Note the following:
      • For a hierarchical business structure, the default = * (all). For example, if Location Type is selected as the Filter Type, Company is selected as the Type Value, and * is selected as the type unit, then the mapping will be applied to all configured company locations.
      • When simplified business structure is enabled on the tenant, if Location Type is selected as the Filter Type, select a location for the Type Unit.
    3. Payrule Name (Advanced Mapping Only) — Select the desired pay rule. Default = * (the mapping will be applied to all configured pay rules).
    4. Payroll Code — Enter the desired payroll earnings code.
    5. Pass to Payroll — Select one of the following:
      • Pass as Earnings Code: Export payroll export and blank data. If the payroll code has blank data, the code is not included in the payroll export.
      • Pass as Deduction Code — Negative: Export money-based paycodes as deductions with a negative value.
      • Pass as Deduction Code — Positive: Export money-based paycodes as deductions with a positive value.
    6. Shift Code (Optional)) — Enter the shift code to export to payroll for time transactions against the paycode. If the shift code is derived from the paycode, you do not need to specify it as a Labor Category in the cross-reference table. If the shift code is maintained in a labor category and specified in a paycode, the shift code in the labor category has precedence for each transaction.
  5. Export payroll code mappings: You can export all of the payroll to paycode mappings to a comma-separated values (CSV) file.
    1. Click Tap Export .
    2. By default, the system saves the UKGProPaycodePayrollMapping({sequentialNumber}).csv file to the Downloads folder.
    3. Navigate to this folder to open the file and check the results.
      Note:
      • You can export only all of the mappings; you cannot select which records to export.
      • The mappings that you can export are configured in your GDAP.
      • The exported file does not include the Advanced Mapping setting, Filter Type, or Type Value.
  6. Import payroll code mappings: You can import mappings from a CSV file.
    1. Click Tap Import .
    2. Click Tap Choose File.
    3. Navigate to and select the file. Click Tap Open.
      Note:
      • You can import only all of the mappings; you cannot select which records to import.
      • The mappings that you can import are configured in your GDAP.
      • Although you can import a maximum of 10,000 records from a file, for best performance import files that have 1000 or fewer records.
      • If Advanced Mapping is not selected, the Filter Type and Type Value are not verified during the import.
      • If Advanced Mapping is selected, blank values for Type Unit and Payrule are replaced with an asterisk (*). If you import a file with duplicate records, only the first of the duplicate records is imported, and the other records return errors.
    4. Do either of the following:

      Click Tap Upload to upload the selected file for import.

      (Optional) To select a different file, click tap Reset. Any edits or errors are cleared, and you can select another file.

    5. Check the results.
  7. Click Tap Save.
  1. Do one of the following:
    • Click Tap Create .
    • Select Paycode Payroll Mapping. Click Tap Edit . The changes will be saved to all installations of the selected mapping.
    • Select Paycode Payroll Mapping. Click Tap Delete . Click Tap Yes to confirm.
  2. In Payroll Code Mapping, enter a name for the mapping.

    Note: Once you save the mapping, you cannot change this Payroll Code Mapping name.

  3. Do one of the following:
    • Click Tap Create .
    • Select a WFD Paycode Name. Click Tap Edit . The changes will be saved to all installations of the selected mapping.
    • Select a WFD Paycode Name. Click Tap Delete . Click Tap Yes to confirm.
  4. In Paycode Name, select the paycode to map.
  5. In Input Type, select a labor category, location type, or cost center to map.
  6. In Type Value, select a department, site, or job.
  7. In Input, select the worked job or worked labor category to map.

    If you select the asterisk (*) wildcard, you select all jobs or labor categories.

    Example: Map the Engineering department to output code 123, but select the asterisk to map all other departments to one row without the need to map each department. Because the most common mapping is to the description of the department, new departments are added to the business structure in readiness for payroll.

  8. (Optional) In Payrule Name, select the payrule.
  9. In Output 1, do one of the following:
    • Select Setup to use the currently configured values for Paycode Name, Short Name, and Code Number.
    • Select Values, then enter a Paycode Name.
  10. Repeat for Output 2 and Output 3.
  11. Click Tap Save.
  12. Repeat for another mapping.