Time to payroll on UKG Pro, every hour accounted for
Hours that leave your time system are the hours that reach UKG Pro payroll, location by location, with every difference explained before the pay run.
Approved hours from the time system reconciled to what will post, by location and pay code.
A short location is visible on its own, not hidden in a company total.
Late or missing exports flagged when they are due.
For hourly employers, the time-to-payroll handoff is where most payroll questions start. Hours are approved in a time system such as UKG Pro Workforce Management, exported or interfaced into UKG Pro payroll, and somewhere between the two a shift, a premium, or a whole location can go missing or arrive twice.
PCLnXAI treats the time feed as a governed input. It confirms that every expected export arrived for the right period, reconciles hours by location and pay code against the time system's own totals, and holds anything that does not agree, with the reason, before it becomes a pending pay item.
Why time feeds break even when both systems are UKG
Sharing a vendor does not mean sharing a calendar, a code list, or an employee view. The usual causes are predictable:
- The time period and the pay period do not line up for a weekly pay group, or a late approval pushes hours into the next export.
- A pay code that exists in the time system has no matching earning in payroll, or maps to the wrong one.
- An employee transferred between pay groups mid-period, so the time system and payroll disagree about where their hours belong.
- Premiums, differentials, and paid time off are calculated in one place and recalculated in the other.
- A rerun export replaces some lines and duplicates others.
Reconciling hours before they load
The system compares what the time system says was approved with what is about to post, by location, pay group, and pay code. Totals that match go through. Small movements inside tolerance are flagged for a look. Differences that would change someone's pay are blocked until a person decides. This is the match, warn, block model applied to time.
Because each line is traced from the export to the pending pay item, a question such as "why is this store 80 hours short?" has an answer in minutes: the lines, the employees, and the rule that held them.
Handling rate and premium rules
Many time feeds carry hours with codes whose rate is decided in payroll, while some premiums arrive already priced. The pipeline applies your rules for which codes carry hours, which carry dollars, and which need a rate, so UKG Pro calculates what your team expects.
Where your team already corrects a known pattern by hand every cycle, that correction becomes a written rule, applied the same way at every location.
When the time system is not UKG
Many UKG Pro employers run more than one time system after acquisitions or for specific business units. The same pipeline takes each one, so a location on a different time system is reconciled to the same standard as the rest.
- 1Intake
- 2Validation
- 3Reconciliation
- 4Exceptions
- 5Approval
- 6Close
How PCLnXAI handles time to payroll
We start by mapping each time feed, its schedule, and the corrections your team makes today. The pipeline is adapted to those feeds, rehearsed on your UKG Pro test tenant, and then run on live cycles with your team approving each load.
Frequently asked questions
Which time systems does this work with?
UKG Pro Workforce Management and other time and attendance systems that export or expose approved hours. The engagement begins by mapping the systems you actually run.
Does it change how hours are approved in the time system?
No. Managers approve time where they do today. The system takes the approved output and checks it before it reaches payroll.
What if a location's export arrives late?
Every expected file is known in advance, so a late or missing export is flagged as soon as it is due, not discovered when the register looks light.
Can hours be reconciled by location and pay code?
Yes. Reconciliation runs by location, pay group, and pay code, with tolerances you set, so a short location is visible on its own rather than hidden in a company total.