Distributing and archiving nominative documents

To distribute nominative documents to the employees (the “employee copies”) and/or archive them via UKG’s document management service in the employee folder (the “company copies”), a distribution project must be created.

Each distribution project consists of one or more batches of documents (e.g. payslips, timecards). Each batch follows this workflow:

• The batch is divided into individual documents.
• Document or XML files are parsed to extract employee identification data (name, number, etc.).
• Documents are archived in UKG’s Electronic Archiving Service (EAS).
• Hard copies may be sent for printing / mailing (if applicable).
• Documents are indexed and made visible in the employee’s vault and/or folder.

Overview: Creating a distribution project

When you create a distribution project:

• Choose distribution format (e.g. Zip meta, Zip pilot).
• Configure paper settings (printer, postage, etc.).
• Configure routing rules (paper vs electronic).
• Set notification delays for email alerts to employees with active vaults.
• Optionally restrict to distribution groups to limit access.

Distribution formats

• Zip meta (default)
• Zip pilot

Management of desktop publishing (paper / electronic routing)

When distributing documents, the system decides whether to send electronically or in paper form based on:

• The employee’s paperless/vault preference
• The document type (some require vault regardless)
• Whether vault is active or not
• Override logic (e.g. historical documents may bypass the preference)

If paper routing is enabled:

• Use predefined paper configurations (set during implementation).
• Paper settings include: printer, double‑sided, address page, etc.