Process Payroll - UKG

Process Payroll - UKG

Step #1:  Import and Add Pay Statements

As soon as you enter the payroll processing screen, the system automatically loads a window where you can Import and Add Pay Statements. From this window, you’ll be able to use your filter settings that selects All employees in this pay period and the Pay Statement type to Regular. Leave the Calculate All set as the default process step.  Once you click to Add in the bottom right corner, this will immediately populate all employees in the payroll.


 

Step #2: Sync Time (Timekeeping Module Only)

On the right side of your screen you see a refresh button that will allow you to Sync Time from the timesheets. A progress completion bar will appear onscreen and you will see the data populate in the onscreen pay statements once completed. 


 

Step # 3:  Edit Payroll Data (Optional Processing Step)

For those of you that utilize batch page to either import or manually key pay items like bonus pays or hours for your team, you will see the option to Edit Payroll on the right side of your screen. If you have the Timekeeping module enabled you will see this as a drop down menu on the right side of your screen below the Sync Time step which will allow you to Edit Payroll Data. 


Click the Import file icon  . Once selected a pop-up window will appear on screen. From here you can click the “Choose File” option and select your completed import file. Leave the radio button selection as “Columnar” and ensure that the file is saved as CSV format, or the import will not be successful. Press Ok to import. Mark this step as complete once finalized.


    

 

 

Step#4: Recalculate PayStatements/ Add/Edit Pay Statements

To recalculate pay statements, select the Recalculate pay statements button in the right side of your screen. You see the similar progress completion bar on the right side of your pay prep view begin to load. Once that reaches 100% you’re good to continue on in the process. 


 

 To edit one employee, click the pencil icon. To edit multiple employees, use the three-dot action menu and select View Pay Statements.


To add additional pay statements use the Import and Add pay statements hyperlink. From here you’ll check the Employees check box to select the individual or group of employees you’re wanting to add along with the pay statement type. Once added you’ll be able to use your onscreen view to edit the pay statement directly. 


Step# 5: Sign-Off Open Alerts

Alerts are now located at the top of the screen as a hyperlink text. This will take you to that familiar view of all of your payroll alerts To resolve these after individual review, click the flag icon to the left of the alert message. To resolve in mass, select the checkbox in the top left corner of the report and click the Mark Complete button on the right side of the screen.


 


Step #6: Close Payroll

The Close Payroll option is located in the top right corner. Once selected, payroll is locked from any further edits. If changes are needed, payroll must be reopened by clicking the same button and rolling back check numbers and opening pay statements as normal.

     


 

 

Step #6: View Supporting Reports

Reports are located within the View Supporting Reports onscreen hyperlink. Once selected this will open up a small window where the pay data will be divided into three tabs: Pre-Processing, Processing, and Review your data. Within each tab you will also find the reports grouped in sub categories to further outline the nature of the content.


Pre Processing Reports
The pre-processing reports are where you’ll find any notifications that may be helpful to have prior to viewing the processing results of your transaction.
A. Pre-Check Report (Within the Activity Grouping)

Processing Reports

Processing reports are reports that you would run prior to closing your transaction like Payroll Alerts and warning. This is also another way to link to your Payroll batch. 

A. Payroll Alerts (Within the Alerts Grouping)



Review your Data

Reports are located within the Supporting Reports onscreen hyperlink. Once selected this will open up a small window where the pay data will be divided into three tabs: Pre-Processing, Processing, and Review your data. Within each tab you will also find the reports grouped in sub categories to further outline the nature of the content.

A. Employees Not Paid (Within the Audit Grouping)

The Employees Not Paid report can be found in the Audit Grouping and can be accessed by clicking on the hyperlinked report title. This report will show any employee currently active that has not been paid on the current transaction.  

B. Payroll Comparison (Within the Review Totals Grouping)

The Payroll Comparison report can be found in the Review Totals Grouping and can be accessed by clicking on the hyperlinked report title. This report will show any percent variance across any Earning, Deduction, Reimbursement, Tax, or Net Pay from the last comparable transaction. 

C. Payroll Totals (Within the Review Totals Grouping)

The Payroll Totals report can also be found in the Review Totals Grouping and can be accessed by clicking on the hyperlinked report title. This report will show the totals by any amount/hours across any Earning, Deduction, Reimbursement, or Tax included in the current transaction. 

D. Payroll Register by PST (Within the Registers Grouping)

The Payroll Register by PST report can be found in the Registers Grouping and can be accessed by clicking on the hyperlinked report title. This report will be an overview of all pay statements included in the transaction and will detail every Earning, Deduction, Tax (Employee/Employer), and Net Pay for each employees. This report often easiest to view when you select the Export option from the actions menu and export the file via a PDF format.

E. Recap & Funding Report (Within the Vendor & Money Movement Grouping)

The Recap & Funding Report (Pre Process) report can be found in the Vendor & Money Movement Grouping and can be accessed by clicking on the hyperlinked report title. This report will total your payroll liability by Direct Deposit, Tax, Vendor, and Processing fee. This also contains helpful graphs like a comparison of gross totals from the last transaction as well as a rolling 12-month chart of the total gross payroll.



 

Step #7: Submit/Email

The last step of the Pay Prep is to Submit the transaction. Once submitted, send an email to your payroll specialist alerting them that your transaction is ready to be finalized.

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