UKG Pro Updates

We have created this update based on the topics that were most frequently addressed during virtual office hours.

You can also download and print a PDF version of this update.

What do you want to do in UKG Pro? 

Functionality is based on security settings and will vary between the manager, editor and employee roles. This matrix outlines some of the differences.

Home tiles – Access with the Home icon in the upper left of the screen.

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Menu items – Access with the Hamburger icon in the upper left of the screen.

 menu item hamburger

Notification Bell – Access with the bell icon in the upper right of the screen.

notification bell

UKG Home Tiles 

Tiles on the UKG home page display at-a-glance information and enable you to quickly drill down into the details. You can change the order of your tiles by using drag and drop. 

  • My Notifications Tile (Manager/Editor and Employee) – managers will see additional categories from editor and employee categories (filter by date/hyperfind).
  • Manage Timecards Tile (Manager) – default view is my direct reports which will only be visible to the manager (filter by date/hyperfind). Editors will need to access timecards by using the hamburger menu. (filter by date/hyperfind).
  • PTO Balance End of PP (Manager/Editor) - (filter by date, hyperfind)
  • Projected Overtime Hours by Department (Manager/Editor) - (filter by date, hyperfind)
  • Overtime Analysis (Manager/Editor) - (filter by date, hyperfind)
  • My Timecard (Employee) – displays scheduled and worked hours, displays any exceptions
  • My Schedule (Employee) – displays current week schedule. Employees using Advanced Scheduler can see Who’s working this week? and Time Off and Availability Calendar information. Employees using Basic Timekeeping cannot see these features due to system limitations.
  • Punch (Employee) – punch in/out, request for punch correction.
  • My Accruals and Time-Off Request (Employee) – displays accrued time MINUS any current/future approved time off. 

Hour:Min versus Decimal Time Changes

UKG Pro will now display time, balances, and totals in the hour:min format. This change from the previous decimal display in UKG WFC will require PTO balancing and other corrections to be entered using the 60 minute format (versus the previous decimal 0.00 hour format). 

Example:

  • Previous time 37.50 hours worked, now displays as 37:30.
  • Employee worked 39:17 this week. PTO would be entered for 43 min (00:43) to balance the employee to 40 hours.

Dataviews and Reports to Use 

Manager/Editor (filter by Date and Hyperfind)

  • CAR Time Off Request Details –– report of PTO requests by status
  • CAR Pay Period Close– Payroll – report for final timecard review and signoff
  • Attendance Summary- report for acting on attendance
  • Exception Summary- report all exceptions 

UKG FAQs 

  • Notifications – What can I expect to receive? You will see notifications in the UKG Home Tile, and under the notification bell icon in the upper right of your screen. Some notifications, are simply that – a notice, which can be marked done (early punch). Think of this as like email notifications. Mark Done removes the notice from the list but takes no action on the timecard. For others, action may be needed (PTO Requests). You can filter notifications by status, date, and hyperfind.
  • Employees cannot edit their own timecard- They can submit a request to fix punch errors through the Punch Tile on the Home screen.
  • Balancing Timecard with PTO (Manager/Editor) – You should balance the timecard to reflect accurate PTO additions up to the employee FTE at the end of each week. Balancing policies have NOT changed. For more information, discuss with your department leadership.
  • Resolving timecards – Same-day edits can prevent UKG from working for us. Hold off on making edits/corrections at least one day following the time in question to maximize UKG logic and correction recommendations displayed in purple.
  • What is the Bonus Applied? - This is a UKG status that equates to missed lunch. No action is required, and no financial incentive is applied.
  • Employee on Leave? – Replace the entire shift in the schedule with the appropriate pay code PTO Scheduled/Unscheduled, Excused/Unexcused as the place holder. The Carilion Leave Team will update with the correct documentation on the timecard.
  • Justify exception – This is a function that is not currently used by Carilion.
  • On-Call/Regular Shift Overlap – This configuration issue has been resolved. The In-Punch will now reflect as regular time for the start of the next shift.
  • Assignment – This is the UKG default setting for working in your primary department if you have multiple assignments like a secondary position. Only update your assignment if you are working in your non-primary department.
  • UKG Links – Use these hyperlinks for quick access to datatviews listed in the tile.
  • Why does my PTO balance look different? – In UKG WFC, PTO balances were displayed in decimals. For example, if you had a balance of 55.32 it will now be listed as hours and minutes of 55 hours and 19 minutes (55:19).

UKG Resources 

Employee Center –Employee Center Homepage - Employee Center Requests for access – add/remove a cost center, timekeeper/manager access (requires completed training), etc.

UKG Pro Job Aids / Guides – Available in CSOD, Nexus Hub UKG Pro Job Aids (available here until September 30) | Inside Carilion, Employee Center (As of 10/1)

Updated FAQs - UKG FAQs | Inside Carilion 

TSC – Help with technical questions/issues - 540-224-1599

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