UKG FAQs

Most recent updates (10/9/2025)

Q. Why can employees no longer edit their timecards?

A. At implementation, all employees had access to add and edit punches through the mobile device. This has been corrected. Only employees with a punch tile can clock in and out on their mobile device. UKG will prompt employees to submit missed punches through the desktop application notification. Managers must approve that punch submission.  

Q. What's going on with notifications?

A. When UKG went live on 9/21, notifications were sent to Managers and Editors for all areas they had access. Based on the feedback received, it was determined that best practice was to limit notifications by sending only to those with Manager access.   To ensure editors have easy access, the UKG team created the below home page tiles.

• UKG Links:  Timecard Snapshot, Build a Hyperfind and Exception Summary
• Time-Off Requests by Status

Q. How can I request PTO?

A. PTO can be submitted by using either the View My Schedule or My Accruals and Time-Off Request tile.  To request PTO, use:

• Request type: Time Off -Hours
• Start Date and End Date should be within the same work week schedule
• You can select multiple dates on the same request
• Request Details: Duration is Hours
• Start time: Time of day the PTO should start
• Duration: Hours and minutes

Q. How do I see or cancel a PTO Request?

A. Selecting the day your requested PTO will allow you see the status as well as double-click to cancel that submission. PTO is visible by selecting the date requested on the View My Schedule tile.  

A pending request may be canceled by double-clicking the request.  If the PTO has been approved you must submit a cancellation request to cancel. 

Q. Why are my PTO balances different between Workday and UKG? 

A. Balances in Workday and UKG will look different during the current pay period if you have deductions in UKG for that timeframe. Deductions will not reflect in Workday until payroll runs at the end of the pay period.  UKG also reflects totals including the amount of PTO you have requested in the future; Workday does not.  

Q. What is this Approve feature?

A. Be vigilant in using this feature found throughout UKG Pro. Within the employee timecard, approve should only be used for approval at the end of the pay period, before the Payroll Monday deadline. If selected in error, it will prevent your employee from punching.   

Helpful Hints and Tools

• Leverage the menu at the top left of your screen   (called the hamburger) to access all items within UKG Pro.  (It is like your Table of Contents).

• Remember to set your Timeframe and Locations/Hyperfinds.
• Have questions about the page you are on?  Select the question mark  at the top right of your screen and UKG provides specific information right at your fingertips.

Advanced Scheduling Reminders

• Review the Advanced Scheduling Calendar for important dates.
• When posting the schedule, you must post all positions in your location even if you do not have anyone scheduled there. This allows the resource pool to schedule support in your area or for sitters to be assigned to your location.
• If all positions are not posted, your employees will not see them and could miss their shift.    

UKG Apps

Q. My team uses the desktop UKG software to clock in and out. With the go-live coming 9/21/25, will the desktop app automatically update on our devices?

A. The UKG desktop app will be pushed to Carilion computers. I don't believe that you will need to remove the current link; however, anyone who has created their own bookmarks for example, in Microsoft Edge or Chrome will need to update those.

Missed Punches

Q. When an employee does have a missed punch because they did not have a time clock / computer available, once the manager has approved it, will it automatically enter into UKG or do we have to add that in as we do today? 

A. Once approved, it will populate into UKG automatically.

Q. If the employees will only use the attestation process for missed punches, how will they advise on preceptor pay, ESI, etc.? 

A. Those are work rule transfers that should be added to the schedule when they accept them. 

On Call

Q. We use an on-call process. Do we schedule that in UKG ahead of time? 

A. Yes, build it into the schedule.  

Pay

Q. Can I change to getting a paper check instead of direct deposit?

A. No. After October 1, changing to receiving a paper check is no longer an option. New employees only have the option to sign up for direct deposit.

Q. I can’t submit my expense report.

A. Make sure that you have set up direct deposit. Expense reports will be paid through direct deposit; the benefit is that you don’t have to wait until the next batch of checks are run to get reimbursed.

Q. After October 1, how can I get a payslip from before the move to Workday?  🔝Updated 9/10/25

A. Employees will be able to view payslips from Sept. 26, 2025 and earlier in My Total Access until Feb. 28, 2026. They will not be accessible to staff after that date. However, employees can request them through the HR Service Center, which has access to archived data. 

Schedule

Q. According to the UKG calendar the schedule for 10/5-11/1 should be posted tomorrow (9/16). Will staff have access to UKG pro so they can view the schedules once managers have posted? Or will they need to wait until Sunday to view? 

A. That is correct schedules post tomorrow in our current UKG for 10/5-11/1.  These will not cross to the new UKG.  You will have to manually enter the 10/05-11/1 schedules into the new UKG.  Once entered in the new UKG you will need to post before they will be visible to staff.  If your staff have the link and your schedules are entered and posted staff will be able to login and see their schedule.   

Q. Do I wait until the UKG go-live date or the Workday go-live date to put schedules in UKG?

A. For the best transition for your team, we recommend that you enter schedules now. If your unit uses the Basic Timekeeping version of UKG, please register to attend one of our UKG Pro Basic Timekeeping for Manager and Editor Labs in Cornerstone. If your unit uses the Advanced Scheduling version of UKG, please attended the appointment that was sent to you in Outlook. 

These are working sessions, not training, that will allow you to confirm your access in UKG Pro and work side-by-side with TSG Kronos system admins and Hybridge implementation partners to gain real-time experience and build start building schedules.

Q. I’ve been told that regular hours won’t auto-populate on the timecard and this will be a manual entry. How will this work?

A. The “Regular 8” code is currently added to an employee’s timecard through UKG and Payroll. Starting September 21, 2025 that won’t occur anymore. Instead, each employee will need a schedule in UKG. The good news is that setting up a schedule for more employees that are currently on Regular 8 is very straightforward. You can set it once and forget it. You can set a schedule patten in UKG. 

Please register and attend a UKG Lab if you haven’t done this before. You can learn how to do it, ensure your data is correct before go-live, and get your questions answered. If your unit uses UKG Pro Basic Timekeeping, search for UKG Pro in Cornerstone and register for a lab.

Q. I have access in UKG Pro to a team I only occasionally need to access. Can this be removed?

A. You can create a hyperfind query in UKG so that they aren’t visible unless you need to see them. A hyperfind is a query that enables you to view a list of employes based on filter criteria. Create a Hyperfind job aids  are included in the UKG Pro Curriculum that you completed in Cornerstone.

Time and Clocking In and Out

Q. Is the 7/8 split going away?

A. Yes. Starting September 21, 2025 we will move to minute-to-minute pay, meaning there is no rounding. If you clock in at 7 minutes past your scheduled start time, you will be paid for 53 minutes in that hour, not 60.

Q. Can I clock in on my mobile app in the new UKG Pro?

A. Only if you can clock in now using UKG mobile. At go-live, we are not expanding the use of UKG for clocking in. This may be revisited in the future.

Q. How will I clock in using the desktop version of UKG?

A. Similar to the way you do now, you will click on the desktop icon. There is a tile for clocking in on the UKG home page. 

UKG Classes

Q. How do I know whether I should take the UKG Pro Basic Timekeeping Curriculum or the UKG Pro Advanced Scheduling Curriculum?

A. There are two versions of UKG. In general, if your team follows a six-week schedule, you are using the Advanced Scheduling version. Everyone else uses Basic Timekeeping. There are a few groups that are moving to Advanced Scheduling with the change to UKG Pro Workforce Management.

• Resource Nurses
• RMH Pediatric Transport
• RMH EKG Services
• RMH Echocardiography
• RMH Pharmacy
• CNRV Cardiac Cath Lab
• CNRV Echocardiography
• CNRV Pharmacy
• CGCH Pharmacy
• CFMH EKG Services
• CFMH Echocardiography
• CFMH Pharmacy
• CRBH Respiratory Services
• CTCH Pharmacy

If you know your unit uses Advanced Scheduling or if you are in one of the units above, you should take the Advanced Scheduling curriculum. Otherwise complete the Basic Timekeeping curriculum.

Q. How do I know if I need the Manager/Editor version of the training?

A. Register for the Manager/Editor version of the training if you are a timekeeper, scheduler, or if you have direct reports and sign off on timecards. Editors is the new name for timekeepers and editors.

W-2 Forms

Q. After October 1, how can I get a W-2 form from a previous year?

A. If an employee needs a historical paycheck or previous year W-2, they will need to open a service ticket with Payroll in Employee Center. Historical payslips and W-2 are not being stored or converted to Workday. Only payslips and W2s created in Workday will be accessible.

Resources

We have three HR policies available to share. We will share others with you as they are available.

• Attendance–effective on 9/21/25
• Timekeeping–effective on 9/21/25
• Separation of Employment–effective on 10/1/25

We've provided a ready-to-use PowerPoint to assist.