How to Integrate UKG Pro and Workday HCM Without Gaps

To integrate UKG Pro and Workday HCM well, first decide which system owns each data domain, then connect them with supported APIs or integration tools on both sides, and monitor every sync. Most problems come from unclear ownership of worker, job and pay data, not from the technology that moves the data between the two systems.

Disclosure: The author works at CloudApper, which makes CloudApper AI, which is discussed in this article.

Key takeaways

  • Organizations run both systems after mergers, during phased migrations or when using UKG for workforce management alongside Workday HCM.
  • Write down a system of record for every data domain before building any integration.
  • Both vendors offer APIs and integration tooling; choose based on volume, timing and who will maintain it.
  • Error handling, reconciliation reports and change control matter as much as the initial build.

Why do organizations run UKG Pro and Workday together?

Three situations are common. After an acquisition, one business unit runs UKG Pro and the parent runs Workday, and both must report consolidated headcount and labor cost. During a migration, a company may move HR to Workday in phases while UKG continues to handle payroll or time for some groups. And some employers keep UKG Pro Workforce Management for scheduling and time while Workday serves as the HCM core. If your specific case is time data feeding Workday Payroll, our walkthrough of how UKG Pro time data syncs to Workday Payroll covers the earnings and deductions detail.

Which system should own which data?

Data domainTypical ownerFlows to
Worker identity, hire, terminationWorkday HCM (if it is the HR core)UKG Pro
Job, position, organization, cost centerWorkday HCMUKG Pro
Schedules, punches, accrualsUKG Pro WFMWorkday (as approved time or summaries)
Pay ratesWhichever system runs payrollThe other system for costing or display
Payroll resultsPayroll systemFinance and reporting

The owner is the only place users edit that data. Everything else is a copy. Publish this table to HR, payroll and IT, and enforce it with security roles so nobody edits a copy by mistake.

What integration options exist on each side?

UKG

The UKG Developer Hub documents APIs for UKG Pro HCM (people, benefits, payroll, talent and HR data) and UKG Pro WFM (punches, shifts, scheduling, accruals and time data). The UKG Pro platform also offers webhooks for event-driven notifications and UKG Flow for third-party integrations.

Workday

Workday describes Workday Orchestrate as a low-code integration capability with thousands of public APIs, alongside prebuilt connectors, Enterprise Interface Builder and Workday Studio for real-time or batch data exchange. Our comparison of Workday EIB, connectors and Studio helps you pick the right tool for each feed.

Middleware and extension layers

An iPaaS or extension platform can sit between the two systems, handle mapping and retries in one place and add workflows neither system offers natively. This adds a vendor but can reduce custom code.

Integration build checklist

  • Agree on a single unique worker ID shared by both systems.
  • Map job codes, locations, cost centers and pay codes, and assign an owner for each mapping table.
  • Decide timing for each flow: real time for hires and terminations, scheduled for time summaries.
  • Define what happens when a record fails: retry rules, alerts and who fixes it.
  • Build a daily reconciliation report comparing headcount and key fields across systems.
  • Test with edge cases: rehires, transfers, mid-period rate changes and retro adjustments.
  • Put both systems' release calendars into change control so updates do not break mappings.

The hidden work behind these steps is covered in our piece on what actually happens in HRMS and payroll integration.

Where CloudApper AI fits

CloudApper AI for HCM extensibility is an AI layer that sits on top of existing HCM systems, including UKG and Workday, and adds workflows, apps and integrations without replacing either system. According to the product page, it offers pre-built and custom integrations, automation of complex rules such as multi-state compliance and union pay rules, dashboards and real-time alerts, and an extension layer that can be carried across HCM vendors during a migration. That last point is relevant when UKG and Workday coexist during a phased move.

Questions to ask any integration vendor

  • Which UKG and Workday APIs or tools do you use, and are they vendor supported?
  • How are failed records surfaced, retried and audited?
  • Who maintains mappings when job codes or pay codes change?
  • How do you handle vendor releases on either side?
  • Can the integration be reused if we retire one system later?

Frequently Asked Questions

Can UKG Pro and Workday HCM share data in real time?

Both platforms offer APIs, and UKG offers webhooks for event notifications, so near real-time flows are possible for events such as hires and terminations. Not every flow needs real time. Time summaries and payroll results are often better as scheduled batches with reconciliation. Choose timing per data domain based on business need and system limits.

Should we use one HCM instead of integrating two?

Consolidating onto one platform reduces integration cost and data conflicts, but migrations take time and carry risk. Many organizations integrate as a bridge while they plan consolidation, or keep both when each serves a distinct need. Compare total cost of ownership, contract terms and user impact over several years before deciding.

Who should own the integration after go-live?

Name a business owner in HR or payroll for data quality and a technical owner in IT or the HRIS team for the integration itself. Both should review reconciliation reports, approve mapping changes and sign off on vendor release testing. Integrations without clear owners tend to degrade quietly until payroll errors appear.

Next steps

Draft the system of record table, list every data flow between UKG Pro and Workday with its timing and owner, and build reconciliation reporting before adding new features. Then choose native tools, middleware or an extension layer based on who will maintain each flow.

Last reviewed: October 2026.

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