Mid-Year Compliance Check: Best Practices for UKG Customers

As we approach the midpoint of the year, it’s crucial for organizations using UKG Pro and UKG Workforce Management (WFM) to conduct a thorough compliance check. Staying ahead of regulatory changes, ensuring accurate record-keeping, and maintaining data integrity can help mitigate risks and keep your organization audit-ready. Partnering with Mosaic Consulting Group can further enhance your compliance efforts by providing expert guidance. Here are some best practices to follow for a successful mid-year compliance review:

Review Employee Data for Accuracy

  • Verify that all employee records are up to date, including contact information, job titles, and tax details.
  • Confirm that employee classifications (full-time, part-time, exempt, non-exempt) align with labor laws.
  • Ensure that all required documents, such as I-9s and W-4s, are properly stored and current.

Audit Payroll and Benefits Compliance

  • Conduct a payroll reconciliation to identify and correct discrepancies.
  • Review benefits deductions and contributions to ensure they align with company policies and legal requirements.
  • Check compliance with wage and hour laws, including overtime calculations and minimum wage updates.

Evaluate Timekeeping and Scheduling Practices

  • Ensure time tracking aligns with Fair Labor Standards Act (FLSA) and other applicable regulations.
  • Review scheduling policies to ensure compliance with predictive scheduling laws, if applicable.
  • Validate that paid time off (PTO) accruals and usage are in accordance with company policies and local regulations.

Assess Security and Access Controls

  • Review user access levels within UKG Pro and UKG WFM to ensure that permissions align with job responsibilities.
  • Conduct a security audit to identify any potential vulnerabilities or unauthorized access.
  • Ensure that employees are using secure authentication methods, such as multi-factor authentication (MFA).

Stay Updated on Regulatory Changes

  • Monitor federal, state, and local labor laws that may impact payroll, benefits, and workforce management.
  • Update policies and systems accordingly to remain in compliance with new regulations.
  • Schedule regular training sessions to keep HR and payroll teams informed of compliance requirements.

Run Compliance Reports and Document Findings

  • Generate compliance reports from UKG systems to identify potential gaps or issues.
  • Document findings and create an action plan for necessary updates or corrections.
  • Maintain thorough records of compliance efforts to prepare for potential audits.

Engage with Mosaic and UKG Support

  • Work with Mosaic Consulting Group for expert advice, system optimizations, and tailored compliance strategies.
  • Leverage UKG’s compliance tools and reporting features to enhance your audit process.
  • Utilize UKG Community and customer support to stay informed on best practices.

By proactively conducting a mid-year compliance check with support from Mosaic, UKG customers can mitigate risks, avoid costly penalties, and ensure smooth operations for the rest of the year. Taking these steps now will help maintain compliance and position your organization for long-term success.