Leaving UKG Pro, UltiPro or Kronos? Keep the history, not the license.

Why leaving UKG is harder than it looks

Breaking up doesn’t have to be hard to do. Whether you run UKG Pro, its predecessor UltiPro from Ultimate Software, or Kronos, be aware of these common pitfalls before you give notice.

Termination options vary and are confusing

UKG has historically been one of the more helpful vendors at termination, but its options differ by platform version, modules in scope, data volume and formatting needs, and the menu of extract formats is hard to navigate. With Kronos and UltiPro under one umbrella, those options may change again. Know well ahead of time what data you plan to take and how you will source it.

UltiPro standard reports are not enough for labor audits and subpoenas

Front-end reports alone rarely produce the history an audit or subpoena requires:

• Effective-dated history is hard to recreate, because UKG keeps a central audit versioning table rather than consistently effective-dated rows.
• Onboarding files and employee attachments in UltiPro document management must be extracted from the database in bulk.
• Database copies, data files and document repositories add up to far more data than expected; transferring the files alone can take weeks.

Standard extracts have known gaps

UKG’s hand-over is generally complete but fragmented. Some data has no history at all, audit table options vary by configuration, and features such as secondary jobs need extra reporting steps. The basic core package covers job history, the latest personal and employment information and payroll history; getting the rest means knowing what to ask for, so you stay in compliance with federal and state labor audit agencies requesting historical data.

Changes to modules or scope add requirements

Customers who have upgraded, added or removed modules, or otherwise changed scope, are the hardest to extract full history for. Establish up front what data and documents you must retain, whether that scope changed over the life of the system, and what your retention policy says. Fuse helps you define all three with a proven methodology.

What Fuse archives from UKG

UKG and UltiPro are built from many modules and packages, so an exit leaves fragmented sources with no easy way to join them again. A typical hand-over includes:

• The HCM database with HR, job and payroll history.
• The UTA/UTM workforce management time database.
• CSV flat files of data.
• Many zips of batched document files for onboarding, W-2s and pay stubs.
• Highly sensitive documents such as passports, licenses and Social Security cards, which few clients are prepared to store securely.

Fuse loads all of it into one secure archive: history, documents and time data in one place instead of a pile of disconnected exports.

How the migration works

1. Define the scope. Settle the retention questions above and which modules, versions and document types are in scope.
2. Extract. Databases, flat files and document batches are pulled from the source rather than rebuilt from front-end reports.
3. Load. Data and documents go into Fuse, where user roles keep sensitive files restricted to those who need them.
4. Validate. Give yourself time: decommissioning needs enough lead time to extract everything and to test the archive copy against UKG while you still have access.
5. Retire. Once the archive is verified, the UKG license and its infrastructure can be switched off.

Already migrated? As long as you still have access to UKG, Fuse can archive it so you can sunset it and reduce costs. Archiving alongside a new HCM implementation is the cleanest path; see HCM and payroll transformation.

Compliance and retention

Labor audit agencies can request employment, time and payroll records long after the system that produced them is gone, so your retention policy has to be enforceable on the archive. Fuse tags data and documents with retention rules and helps you safely “shred” PII over time, so identity documents from the hand-over do not linger in an unsecured share. See compliance for the PII lifecycle from import to purge.

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