Latest News
Everything thats going on at Enfold is collected here
Hey there! We are Enfold and we make really beautiful and amazing stuff.
This can be used to describe what you do, how you do it, & who you do it for.
What is Contingency Payroll?
HR, UKG ProWhat is Contingency Payroll:
How would contingency payroll work within my company?
Why should I consider contingency payroll?
Taking the benefits of contingency payroll one step further, some clients consider completely outsourcing their payroll processes. This outsourced payroll offering is also known as Managed Payroll. There are many benefits to managed payroll and can include:
Note: UKG Pro was formerly UltiPro.
Automated Integrations with UKG Pro: Everything in One Place
Optimization, UKG ProValue of Automation
Regardless of your industry, automation can help you grow, innovate and succeed. It is a great tool and asset that is constantly improving the way we do business. If you have any process or procedure that can be automated, it is very important that you consider it. Gained time and resources are only the tip of the iceberg when it comes to the benefits of automation. This blog will specifically focus on automation when it comes to UKG Pro HCM and how integrating secondary applications to UKG Pro can benefit you and your team.
What Applications can be Integrated in to UKG Pro?
The applications and business use cases are endless. Some common applications we see integrated with UKG Pro are ancillary HCM applications, Active Directory, Identity and Provisioning Systems, and Learning Management Systems. The sky is the limit. As long as there is a relationship between UKG Pro and the secondary system, an automated integration should be considered.
UKG Pro is the perfect system of record for employee data. A system of record is the ultimate truth. Meaning, it is a great place to have all important employee data and files centralized, so you know that when you are checking UKG Pro, you are checking the place with the most up to date information.
If you currently use systems outside of UKG Pro to manage things like recruiting and onboarding, travel management, learning management, etc., implementing an automated integration can help reduce manual labor, freeing your team to be empowered to focus on innovation and business growth. Automation can also reduce human error and eliminate the potential for fraud. Reducing how many times people interact with data ensures the cleanliness and the integrity of that data.
What Tools do I Have to Integrate and Automate Within UKG Pro?
You have options when it comes to integrating with UKG Pro. You can use different type of integrations and different tools and methods to complete those. We held a webinar on this exact topic, specifically focusing on UKG Pro API capabilities. The video below is a recording of that webinar. In it we review UKG Pro’s capabilities of extracting and importing data as well as different options and use cases for each:
Click here to download the slides so you can follow along.
Important Definitions Regarding Automated Integrations with UKG Pro:
Mosaic Consulting Group can help you and your team get the most out of UKG Pro. Contact us today to learn more.
Note: UKG Pro was formerly Ultipro.
5 Keys To Unlocking Year End
Strategy, UKG Pro, Yearly PlanningIt’s that time of year again – time to prep for year end. Year End can be a hectic time for you and your team but UKG Pro has the tools you need to stay on track and make this the smoothest year end yet. In the past, we’ve covered The Many Moving Parts of a Successful Year End and we’ve also presented you with tips on how to Simplify Your Year End. This year, we are going to dive in to the 5 Keys to Unlocking Year End.
Watch the recording of our webinar on this topic here:
Click here to download the slides used during the webinar
Key One – Make sure your system is set up for 2019.
It may seem counterintuitive but first, look back, not forward. Make sure your UKG Pro system is set up for the current year. Year End is your last chance to make sure that everything is set up properly. First, review every location that had payroll in 2019 for an active tax ID – federal, state, local, and unemployment.
Next, ensure all employees have a valid Social Security numberby running a BI query with employee name, number, and Social Security number. Things to monitor:
The next step is to run a report out of BI to check W4s for the year. Check for:
The last thing to check in this key is is primary location assignment. This is especially important if you implemented UKG Pro this year, or you had an acquisition and brought in openingbBalances for the year. This is something that can be missed and, if you didn’t process any payroll for the employee in 2019, it would not be caught. Until you tried to print W2s, that is.
Key Two – Plan for All the Printing
If you are planning on printing your forms in-house, you must order supplies in advance. These forms are dated, so be sure to order enough forms to print one for every employee who did not opt out of a printed form (including terminations), plus extra for overflow pages, paper jams, and running out of toner (we recommend around +10%).
Key Three – Validate Everything
Your tax reconciliations should be performed after every payroll. For Year End, you will need to rerun them for each quarter and for the quarter to date. Note any corrections that need to be made (i.e. moving wages from one state to another). The most important thing to look for are FICA taxes that are incorrect and do not offset on the next check.
Next, you must validate your year end tables and run the W2 summary. Compare the W2 summary to the Wage Summary report – these numbers should match, as they pull from the same tables, so if they don’t, there is a problem.
Use the Payroll Balancing Worksheet to doublecheck your numbers. You can find this in the customer support portal of your UKG Pro Instance.
Key Four – Prepare for 2020.
At the opening of your first payroll of 2020, UKG Pro will update some settings automatically — tax rates, annual limits for things like 401(k) and FSA contributions — But there are still a few things to review to ensure the first payroll of 2020 runs smoothly.
First, update the 2020company holidays table. Include any bank holidays that will impact your payroll calendar. Why? You cannot run payroll on a bank holiday, so putting those in the system will allow UKG Pro to automatically adjust your payroll calendar for 2020 by moving any paydays on holidays to the day before or after.
Next, extend your pay calendar for 2020. This needs to be done before you can open that first 2020 payroll.
At this point, we recommend publishing an internal payroll calendar. Click here to download an example calendar. This is a 2020 calendar with important payroll dates on it, for example, the last day to make changes, the day the time is extracted from the timekeeping system, and the day payroll is posted.
Year End is a good time to clean up your deduction and earning codes. If you have codes you aren’t using, mark them inactive and if you have codes that you know aren’t set up right, or are missing, take this time to fix them or add them to make 2020 as smooth as possible.
Key Five – Relax – you’ve got this.
Lastly, take a deep breath and know that you can do this! Year End can seem daunting, but you have plenty of time. If you get stuck or confused, contact Mosaic today! We are happy to help you make Year End a non-event.
Note: UKG Pro was formerly Ultipro.
UKG Pro General Ledger (GL): Deciphered
HR, UKG ProUKG Pro contains General Ledger functionality that captures payroll transactions and outputs them into a file formatted for import into your company’s financial system. When implemented and configured correctly, this GL function can eliminate or reduce manual manipulation of the data — which in turn reduces human error and improves compliance. Auditors love this type of automation, and your team will too! An optimized GL will allow your team to focus on bigger tasks, by freeing up time and improving efficiency.
GL: What It Is, Why It’s Important
Companies record their financial activity in a General Ledger (GL). This General Ledger is used for financial reporting, planning and compliance. GL affects every department within your company. From an HR and Payroll standpoint, GL is used for payroll recording as well as any forecasting and planning.
Scroll down to the end of this post to review our GL Glossary.
What causes GL challenges?
During your UKG Pro launch, or implementation, your GL will be configured. This includes setting up Organization Levels, GL Rules, and the GL export file and/or reports. (see our glossary at the bottom of this post for full definitions on these and other concepts).
During this initial configuration it is important to consider:
So, what now?
At the end of the GL Process, you will have access to a GL Export File. This file, configured within UKG Pro, contains the required data for your financial system. If someone on your team is spending time manipulating this data, that is a sign that something needs to be optimized within your system.
The GL rules within UKG Pro are so configurable that they should work FOR you. Although it is not an accounting software, UKG Pro has the functionality, out of the box, to simplify your processes and make sure your data is clean and transferable across all departments.
If you believe you need a GL Review or have questions about how to optimize your system’s functionality, feel free to contact us today.
GL Glossary:
Components of UKG Pro GL configuration:
GL Export File:
An export template is configured in UKG Pro to allow the export of payroll data required for the financial system. The export extracts its data from the General Ledger/Labor Allocations table. The resulting GL file includes the sum of debit and credit amounts by general ledger (GL) account number.
Organization (Org) Levels
Org levels in UKG Pro are typically used to classify employees based on a specific group for the purpose of reporting and/or GL posting. Examples of classification types include:
GL Type Code – each type of payroll transactions is identified with a GL Type Code. The GL Type Code will assist with troubleshooting items that may appear on the GL Suspense Detail report.
GL Suspense Detail report – this report is generated after the GL process is run. If all payroll items are mapped on the GL Rules table, this report will be blank. If items exist on this report, the GL Rules table must be updated to map that code. Once mapped, the GL Process must be re-run.
Labor Allocations and the Auto Allocate feature are not necessarily part of GL and although commonly are used; they may not be used by every company. They are included in this list because they will affect the GL file.
If you believe you need a GL Review or have questions about how to optimize your system’s functionality, feel free to contact us today.
Open Enrollment: Simplified
Strategy, UKG Pro, Yearly PlanningUltiPro offers you a variety of tools to help make open enrollment easier for your HR and payroll team. Whether you have an employee population of 30 or 30,000, the basic tenets of open enrollment are the same: develop a good attack plan and start early! Essential steps of your strategic plan for Open Enrollment include:
Watch our webinar on this topic here:
To download the slides used during the webinar on this topic, click here
The Right People at the Right Time
Your Open Enrollment team should include the following roles:
These roles do not need to be assigned to three separate people, as long as these critical functions are represented on your OE planning team. Also important are testers, to provide a dry run on your OE sessions from the end users’ point of view and identify potential confusion or errors so you can make necessary tweaks in the process.
Advance Planning is Critical
The key to a smooth OE process is to start early! If your OE process is during Q4, as many are, you should be starting the planning process in late Q2 or early Q3, to finalize as many details about the process as possible, and begin advance communication to other departments who will serve as your partners in the process. Let them know what their part is and what you will need from them, and when.
Make the Most of What Ultimate Offers You
Ultimate’s toolkit provides guided tours, checklists and reports that walk you through all critical and post-open enrollment activities, and are vital for a successful open enrollment. Your project team should review the toolkit together. The toolkit covers planning; analysis and configuration; configuration and testing; final preparation; go-live; monitoring; and post-open enrollment.
Reports, Configuration and Data Management
Ultimate offers several standard reports in the web and through business intelligence (BI) that can help your HR team before, during and after Open Enrollment. Standard reports include:
Be sure to review all your open enrollment custom reports from the prior year to make sure all data is complete, both for your internal team and your OE vendor(s). It’s very important to run reports before OE to be proactive with customer reports and vendor file feeds. Running reports for data validation (missing or invalid employee benefit data) can catch date discrepancies that can cause errors in the OE session for employees.
Before configuring your OE session, be sure to review and update all business rules that affect OE: deduction/benefit groups and types; dedication/benefit plans; benefit options, and relationships (spouse or child(ren)).
A critical piece of OE is the pending effective date. Use the Pending Effective Date Estimator to determine rates and when employees will be able to view their elections. Once the pending effective date is configured in your OE session, you may not make changes without deleting the contents of the session – which means you’ll need to reconfigure the entire session.
Decide if you will administer active open enrollment, which requires employees to elect/re-elect (or turn down) coverage, or passive open enrollment, which automatically re-enrolls employees, unless they make changes in their coverage. Mosaic recommends an active OE which requires employees to re-elect benefits, but passive OE is right for some companies, based on the size and type of employee population (with the exception of FSAs, which require employees to re-enroll every year).
New Features
Ultimate now provides the option to copy OE sessions from one year to the next, to save manual rekeying of information and the need to reconfigure information if your OE session has not changed significantly from year to year, and reduce potential data errors during configuration. Other new features include deduction/benefit groups page enhancements, which allows administrators to apply mass updates and change start and stop dates for OE sessions, and the option to delete OE sessions in an incomplete status – such as incorrectly configured or unnecessary sessions.
Want to learn more about how to plan and execute a stress-free, successful OE session?
Contact us today
Mosaic Consulting Group Named to 2019 Inc. 5000
Mosaic NewsMosaic Consulting Group, LLC, a Nashville-based HR technology consulting firm, has been named to Inc. Magazine’s Inc. 5000 list. Mosaic made this year’s list at No. 3399 nationally.
This year’s Inc. 5000 ranking is Mosaic’s second appearance on the list. Mosaic first hit the Inc. 5000 in 2018, at No. 1889. Only one in four companies who have appeared on the Inc. 5000 list make the list more than once.
Inc. 5000 is the most prestigious ranking of the nation’s fastest-growing private companies. The list represents a unique look at the most successful companies within the American economy’s most dynamic segment— independent small businesses. Microsoft, Dell, Domino’s Pizza, Pandora, Timberland, LinkedIn, Yelp, Zillow, and many other well-known names gained their first national exposure as honorees on the Inc. 5000.
“Mosaic has grown from four original employees in 2011 to a team of more than 75, serving clients of all sizes and across all industries around the country,” said Vicki Hill, CEO. “Our strong record of growth and growing client base is a reflection of the hard work and dedication of our team, and the trust we’ve built with our customers. I’m so proud of our team and their accomplishments. The recognition by Inc. belongs to our team and the work they’ve put in to get here.”
“Inc. recognizes the fastest-growing private companies in America and this year, the winners have once again placed the bar very high. Companies that made the list, on average, have grown six-fold since 2015. During a stretch when the economy grew around 12 percent, that is a result most businesses can only dream of,” says James Ledbetter, Editor-in-Chief, Inc. Media. “Needless to say, making the list gets harder every year as the starting base grows. Making the list twice is an extraordinary accomplishment.”
Complete results of the Inc. 5000, including company profiles and an interactive database that can be sorted by industry, region, and other criteria, can be found at www.inc.com/inc5000/2019
Mosaic Consulting Group is an UltiPro-only payroll and HR software consulting firm based in Nashville, Tenn. Mosaic is the leader in the field of UltiPro implementation, support and maintenance. Our team of consulting experts helps businesses of all sizes and across all industries to maximize their UltiPro investment to access important analytics about their people, identify trends and discover potential cost savings. For more information about Mosaic visit us at www.mosaic-cg.com, or follow us on Facebook and LinkedIn.