Payroll integration
UKG Pro to Sage Payroll integration: UK employees, salaries and departments from UKG Pro as an import file for Sage 50 Payroll
An integration between UKG Pro and Sage Payroll prepares new UK employees, pay changes and new departments from UKG Pro every working day as CSV files for the Sage 50 Payroll Data Import. Sage 50 Payroll has no open API, so payroll starts the import itself, but nobody retypes the data from UKG Pro any more.
What the integration does
Organisations that use UKG Pro for HR and US payroll and pay their UK branch in Sage 50 Payroll send UK starters and pay rises to payroll in a spreadsheet. A new department in UKG Pro then does not yet exist in Sage, and the employee import gets stuck.
- Every three hours KoppelHet requests the changed employees and keeps those of the UK company.
- KoppelHet compares the state with the previous round and fetches compensation and NI number.
- New departments go in a separate file, which payroll imports first.
- Starters and changes go in one Employee Details file per working day.
- Leavers and rejected rows are on a list with the file.
What to watch for with UKG Pro and Sage Payroll
- In the changes by date, UKG Pro does not say which field changed, only the current state. KoppelHet keeps the state of the previous file and only puts UK employees with a real difference in the new Employee Details file, so payroll does not re-import unchanged records.
- UKG Pro's compensation details give salaryOrHourlyCode, annualSalary, hourlyPayRate and a currencyCode per employee. KoppelHet only takes amounts in GBP; a UK employee still held in USD in UKG Pro goes on the list instead of into Sage with a wrong amount.
- Sage 50 Payroll imports departments and cost centres with a company-level import, separate from the employees. KoppelHet therefore delivers a new orgLevel code from UKG Pro first in its own file, so the employee who belongs to it is not rejected.
- The NI number is held in UKG Pro under national documents, requested per issuing country with the View role on Personnel Integration. KoppelHet only requests documents with country GB and puts a starter without an NI number on the list rather than in the file.
- Hourly rates go through the hours and rates template, which only adjusts the entered payments for the period, not the employee record. An hourly worker from UKG Pro therefore gets their rate through Employee Details; Sage does not import factored payments and KoppelHet puts them on the list.
- Besides hireDate, UKG Pro also supplies dateOfLastHire. On a rehire KoppelHet uses the same Employee Reference as before, so Sage updates the existing record and does not create a second employee with the same NI number.
- Only employees of the UK company with country code GB end up in a Sage file. US colleagues paid by UKG Pro itself stay out of view, even when they are in the same changes query.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why not UKG Pro for UK payroll?
This integration is for organisations that keep UK payroll in Sage 50 Payroll, in-house or with a bureau. Whether another setup fits better is something we discuss at intake.
Do leavers go to Sage automatically?
No. Leavers with their terminationDate are on the list; payroll completes the leaver and the P45 in Sage.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- UKG Pro through GET /personnel/v1/employee-changes (startDate, endDate, per_page up to 200, at most every three hours; View role on EmployeeExport), GET /personnel/v1/compensation-details (salaryOrHourlyCode, annualSalary, hourlyPayRate, currencyCode, payGroupCode; View role on Employee Compensation Details) and GET /personnel/v1/national-documents with country GB. Basic plus US-Customer-Api-Key.
- Sage 50 Payroll through File > Data Import with CSV (Employee Details and the company import for departments and cost centres) or Advanced Data Import with XLS or CSV. Automatic import is only possible with the SDK from the paid Sage Developers Programme.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Pro | Field in Sage Payroll | Notes |
|---|---|---|
employeeNumber | Employee Reference | Never in the RTI Payroll ID |
firstName, lastName | Forename, Surname | |
nationalDocumentNumber (GB) | NI Number | |
hireDate | Start Date | |
orgLevel1Code | Department | Must exist in Sage |
annualSalary of hourlyPayRate | Salary of uurtarief | Only with currencyCode GBP |
Related
Recruitee → UKG Pro
Recruitee to UKG Pro integration: European hires through the Global New Hire service in UKG Pro
Teamtailor → UKG Pro
Teamtailor to UKG Pro integration: European hires as global new hires
UKG Pro → Active Directory
UKG Pro to Active Directory integration: domain accounts for the Dutch branch
UKG Pro → ADP iHCM
UKG Pro to ADP iHCM integration: salary and terminations of the Dutch pay group to ADP