This article describes how to configure a client for the Epic Deduction Feedback to UKG moov definition used for 360 integration. Each client configuration will vary based on their plan specification and will need to be configured accordingly.
Configuring the UKG API with a Service Account
Before you can configure your client for the Epic Deduction Feedback to UKG moov, you will need to create a UKG Premier Integration. Please review the Configuring the UKG API with a Service account article.
Create a UKG Scheduled Deduction Report
detamoov uses a Scheduled Deductions saved report that is called through the UKG API. Each company will need to have this report created before the 360 integration can be configured. See the Create the Scheduled Deduction Report for 360 Retirement Integrations article for steps on how to create this report.
After the UKG Premier Integration has been activated on your account Epic Deduction Feedback to UKG, please add the Epic Deduction Feedback to UKG moov to your account by following these steps.
Once the Epic Deduction Feedback to UKG moov has been added to your account, access the moovs section on the left side menu and click on the Epic Deduction Feedback to UKG moov.
Importance of the Memo field on the UKG Loan Deduction
When a loan deduction record is included in the feedback file from Epic, the Loan ID is required to map to the Memo field in UKG. This is important when an existing loan deduction is either modified or a request to end the loan is sent from Epic . If the Loan ID does not match the existing loan deduction's Memo field in UKG, a new loan deduction will be created instead of modifying or ending the existing loan deduction. If the loan deduction record creates a new loan deduction in UKG, the deduction will be created, but the Memo field will be blank.
In the event that no Loan ID is sent on a loan deduction record, the Epic Deduction Feedback to UKG moov will validate if the Loan ID sent from Epic exists and generate a notification email.
An example of the validation report generated when a loan deduction has no Loan ID:
This shows that the first record in the deduction feedback file is a 401k Loan and that no Loan ID was found for this record.
To edit the validate file step, click on the cog icon under the Action - Validate Files step on the left. Then toggle the "Use default parameters" off and enter in the email addresses you would like to receive the notification. If you would like to enter multiple email addresses, separate them with a comma. A Reply to email is also required in the event that a recipient of the notification replies to the email.
To save your parameters click on the Save Changes button.
The Epic Deduction Feedback to UKG moov provides a notification once the moov is complete with a summary of the deduction changes that were made in UKG. The notification can be sent to any email address you wish and can also be configured to send to multiple email addresses.
To edit the send file step, click on the cog icon under the Action - Send File step on the left. Then toggle the "Use default parameters" off and enter in the email addresses you would like to receive the notification. If you would like to enter multiple email addresses, separate them with a comma. A Reply to email is also required in the event that a recipient of the notification replies to the email.
Note: these settings apply to any client configuration you set up for this specific moov. You also have the ability to configure the send file step for each client configuration if you wish to add or remove email addresses per client.
To save your parameters click on the Save Changes button.
In the moov configuration section, click the Add button to add a new client to the moov.
Client/Entity - either select an existing client or click the + sign to create a new client.
Status - Set to Active
Expected Frequency - the client's payroll frequency
File Name Starts With - [your client's Epic Plan ID]
File Name Contains - change
Note: make sure that the File Name Starts with field matches as this can cause issues pulling the Epic feedback file and updating UKG.
Click Next once you have completed the ID and source section.
To automate the 360 integration, configure the SFTP schedule. Click the SFTP banner under the Trigger - SFTP Pull Data Trigger step and click Add.
On the New SFTP Configuration section on the right, select the SFTP Pull option from the Premier Integration menu. Then select either "Every X weeks" or "On certain days of the month", depending on how often you would like detamoov to check for new deduction files. We recommend that you check for feedback files at least twice a week. In the example below, we have set up a schedule to check for files twice a week on Tuesdays and Fridays.
Click OK once you have created your SFTP configuration.
Epic will send deduction feedback files even if no deductions or loan changes were made. This will result in a blank deduction feedback file. When this occurs, detamoov can skip the validation step. To activate the skip step, locate the Action - Validate File step and select "Skip step if no data to process" from the Skip Step dropdown.
UKG Deduction Code Transformation Override
If your UKG deduction codes for your client are different than the default values in the table below, you will need to create a transformation override to update the mappings.
The table below shows the Epic deduction code for the employee, the code detamoov maps the Epic code to, and the default UKG deduction code.
Deduction Code Table
| Epic Deduction Code | detamoov Code | UKG Deduction Code (default) |
| 401k Percent Amount | 401k | 401k |
| 401k Dollar Amount | 401k | 401k |
| Roth Percent Amount | 401k Roth | Roth401k |
| Roth Dollar Amount | 401k Roth | Roth401k |
| 401k Roth Catch Up |
Below is an example of a UKG Deduction. detamoov uses the value in the Code field as shown below:
Override Existing Deduction Code Mapping
Example: detamoov receives the Epic deduction feedback file with 401k Percent Amount and converts it to 401k. A transformation is then performed to convert 401k to the UKG code. By default, this value would be 401k. If your client's deduction code is different in UKG, say your UKG deduction code is PreTax instead of 401k, then you will need to provide a transformation override for the Deduction Code field.
Note: The Epic Deduction Feedback to UKG moov contains 4 separate Transform steps. The following information relates to step 6 Action - Transform only.
To provide a transformation override, locate step 6 - Action Transform, expand the Transformation Overrides panel and click ADD.
Then select field 6: Deduction Code and click ADD OVERRIDE.
On the side panel that appears, in the Replacement Groups field, replace the right side of 401k|401k with your client's deduction code.
In our example, we will replace 401k with PreTax and then click OK.
UKG Earnings List Transformation Override
detamoov has a default value of "401k Earnings" set as the Earning Lists sent to UKG. If your client's plan has a different value, you will need to create an override to set this value.
Note: The Epic Deduction Feedback to UKG moov contains 4 separate Transform steps. The following information relates to step 6 Action - Transform only.
To provide a transformation override, locate step 6 - Action Transform, expand the Transformation Overrides panel and click ADD.
Then select field 16: EE Amount Earnings List and click ADD OVERRIDE.
On the side panel that appears, replace "401k Earnings" with your Earnings List value and click OK.
If detamoov receives a Loan Goal Amount from Epic the GoalEnabled setting will automatically be set to "Y". If you do not want GoalEnabled to be set, a transformation override is required.
Note: The Epic Deduction Feedback to UKG moov contains 4 separate Transform steps. The following information relates to step 6 Action - Transform only.
To provide a transformation override, locate step 6 - Action Transform, expand the Transformation Overrides panel and click ADD.
Then select field 21:GoalEnabled and click ADD OVERRIDE.
Then delete the Nested-IF-THEN-ELSE rule.
Then uncheck the Deduction Goal Amount Input Field and click OK.
Skip Step - UKG Retirement 360
Epic will send deduction feedback files even if no deductions or loan changes were made. This will result in a blank deduction feedback file. When this occurs, detamoov can skip the UKG Retirement 360 step. To activate the skip step, locate the Action - UKG Retirement 360 step and select "Skip step if no data to process" from the Skip Step dropdown.
Configure the UKG Retirement 360 Step
To configure the UKG Retirement 360 step for you client, locate the Action - UKG Retirement 360 step, expand the UKG API panel and click ADD.
On the side panel that appears, select your UKG API Premier Integration and enter in the following parameters:
- Company Short Name - the company short name in UKG
- The Scheduled Deduction Report System ID - If you have not created this report, refer to the Create the Scheduled Deduction Report for 360 Retirement Integrations article
- Loan Deduction Codes - any loan deduction codes for this company. This field can be left blank if your client does not participate in loans
You can also enter in one or more email addresses in the Error Messages Email. If left blank, all detamoov users on your account with administrator rights will receive emails if the UKG API import fails.
Click OK to complete the UKG Import configuration.
Epic will send deduction feedback files even if no deductions or loan changes were made. This will result in a blank deduction feedback file. When this occurs, detamoov can skip the Send File step. To activate the skip step, locate the Action - Send File step and select "Skip step if no data to process" from the Skip Step dropdown.
At the beginning of this article you configured the send file step for the moov to send a notification once the moov had completed. You also have the ability to configure the send file step for each client configuration if you wish to add or remove email addresses per client.
To override the send file step, locate the Action - Send File step and toggle the "Use default parameters" off and enter/remove email addresses from Email Address and Reply To fields. If you would like to enter multiple email addresses, separate them with a comma.
To complete the configuration for your client, click the Next button at the bottom of the page and then the Save button on the moov summary page.
