UKG Unlocking Efficiency: Approval/Reject Process Alternatives, Tips, Best Practices, Rounding Rule, & Shortfall (Video Tutorial)

This Article Covers the Following 

1. Process alternatives 
   • My To Do Items
   • Time-off Requests
   • Change Requests
   • Timesheet Approvals
2. Tools for Efficiency
   • Helpful Reports
   • Shortcuts
   • Customizations
     • Timeframe of Pending Items
     • See a Select Group of Employees
     • Customize the Columns
     • Save Your View and Set as a Default
3. Best Practices
4. Rounding Rule
5. Shortfall

Process Alternatives

There are several ways to work on items that are pending your review and approval. You can use My To Do Items or create tables customized to your liking. Below outlines some of the options available to you.

>>back to top
  

My To Do Items

Description: Provides a list of all items requiring your review and approval. 

• Click on the Bell Icon (highlighted) in the top right corner of your home page.
  
   

• View: Work through your My To Do Items list to review and approve requests.
  

   >>back to top
   

Alternative: Time Off Requests

Description: Provides a table to view all pending time off requests that are available to you for approval. Once the table is displayed, you can review and approve/reject the request(s) either one by one or as a group, using the selection box to the left of the table.

• Navigate: Time > Time Off > Pending Approval 
  
   
• Select employee(s) to review. 
• Click Approve or Reject button. 
  

>>back to top
 

Alternative: Change Requests

Description: Provides a table to view all pending timesheet change requests that are available to you for approval. Once the table is displayed, you can review and approve/reject the request(s) either one by one or as a group, using the selection box to the left of the table.

• Navigate: Time > Timesheets > Change Requests > Pending Timesheet Change Requests
  
   
• Select employee(s) to review. 
• Click Approve or Reject button. 
  
  NOTE: You can also use the path: Time > Timesheets > All Timesheets. This path displays all timesheets, including those that have not yet been submitted. 

>>back to top
 

Alternative: Timesheet Approvals

Description: Provides a table to view all pending timesheets that are available to you for approval.

• Navigate: Time > Timesheets > All Timesheets > Pending Approval
  
   
• Select timesheet(s) to review. 
• Click Approve or Reject button. 
  
  NOTE: The first row shows an employee who clocks in for the day but does not clock out, because they are exempt. Since they are exempt, this is OK. They will be paid for their contract hours.
   
• After hitting approve, an Items to Resolve window may appear. 
• Select Approve Timesheet or Skip the approval. If you skip the approval, it will remain in your Pending Timesheet list for further review.

>>back to top
 

Tools for Efficiency

Helpful Reports

1. Time Off Calendar  by Week
   
   Description: Provides a table to view all approved time off for a given time period. You can filter on the employees you wish to see using the filter feature shared under the customization section.
    
   • Navigate: Time > Reports > Time Off Calendar > Time Off Calendar by Week
     
      
   • Click on the Calendar Icon (lower right corner).
     
      
   • A table of Employee leave information will populate.
     
      

2. Time Allocation Reports
   
   Description: Provides a table to view whether or not your employees are in or out for the day. NOTE: There are several different reports that you may find beneficial using the path, Time-> Reports -> Time Allocation. Take some time to play with them and become familiar with them. 

   For your reference: A = Absent, M = Missing Time or Error, T = Time Off.
    

   • Navigate: Time > Reports > Time Allocation > Attendance Board
     
     

>>back to top
 

Shortcuts

You can quickly find an employee by typing their name in the search bar at the top right. Once you're on the employee's profile, click the silhouette icon. You will then see options to view various details, such as the employee's timesheet. 

>>back to top
 

Customizations

Description: All the alternatives shared can be customized to suit your needs. The screenshots below use pending timesheet change requests as an example. However, these steps can be applied to all the alternatives.

1. Timeframe of Pending Items

   • Click on the Filter Icon to review a Timeframe. 
     
      
   • Select Pay Period under Type.  
   • Select Previous under Pay Period. Click Apply button.
     
     >>back to top
      

2. See A Select Group of Employees

   • Select the Filter Icon. 
   • Under the Employee Filter drop down menu, select Browse. Click Apply button.
     
      
   • On the next window, filter to find an employee you wish to add to a group. You can filter by name, username, or employee ID.
   • Select the employee, then click Add to Selection button.
     
      
   • Repeat this process to select all employees to create a group. 
   • Click Save List As button. 
     
      
   • Name your group and Save.
     
      
   • View pending approvals by selecting a created group. Click Apply button.
   • To access the group again: Go back to the employee filter, select Browse, and select the Saved List tab.
     
      >>back to top
      

3. Customize the Columns

   • Click on the Ellipse icon (upper right corner). 
   • Select Add/Remove Columns option from the drop down menu. 
     
      
   • NOTE: A very helpful column to add is Emp. Default Jobs (HR): (1).
   • Find and Select the option from the column list. 
   • Click Add to move it to Available Column list. 
   • Use the up and down arrows to place it on the list.
     
      
   • To remove a column, Select the column, then click Remove.
   • Click Apply to save the desired column. 
     
     NOTE: Add the column in this example to filter a created employee group. For example, if you want to select all custodians, you can now filter on custodian in the employee filter to build out your employee group list.
     
      >>back to top
      

4. Save Your View and Set As A Default

   • Click on the Ellipsis (upper right corner) and select Save View As.
     
      
   • Name your view. 
   • Mark checkboxes for "Deletion and Overwriting is Not Allowed" and "My Default" if sharing the view with others.
   • NOTE: Sharing option is also available in the Save As Window. 
   • Click Save button.
     
      
   • Once saved, your view can be selected from the View Drop Down menu at the top left of the table. 
     

   >>back to top
    

Best Practices

1. Review and approve all pending requests on a regular basis.
   • Ensures employees can select the use of comp time prior to submitting their timesheets.
   • Ensures that all changes have been approved prior to the timekeeper’s review of timesheets and any necessary edits. NOTE: If a timekeeper makes an edit and the employee submits a pending request for the same thing, it may duplicate the change / time off being requested. 
      

2. Best practices timesheet review and approval schedule.

   Day	Who	Action
   Friday Payday	Supervisor	Ensure all pending requests are reviewed and approved
   Monday After Payday	Employee Supervisor	Review and submit the timesheet. Ensure all pending requests are reviewed and approved / rejected.
   Tuesday After Payday	Timekeeper	Review timesheets: Check that the supervisor(s) have approved all outstanding requests. Look for inconsistencies, oddities, etc. Work with employees to make any needed corrections. Ensure counter adjustments are inputted.
   Wednesday After Payday	Supervisor	Review and approve / reject timesheets.
   Thursday After Payday to Friday Payday	Supervisor	Regularly review and approve / reject pending requests from employees.

    

3. Edits to Timesheets
   • The only person who should edit an employee’s timesheet is the employee themself.
      
   • Sometimes, it may be necessary for a timekeeper to make edits. Timekeepers should limit their edits to inputting counter adjustments and time exceptions. They should not manipulate an employee’s time due to the application of the rounding rule, as it may be in violation of the FLSA. Some helpful reads are linked below.
     1. Wages and the Fair Labor Standards Act
     2. Can managers change employee timesheets?
         
   • Let the system work as intended; do not manipulate it with edits that alter its functionality based on how you think it should work. Doing so may be a violation of the Fair Labor Standards Act (FLSA).

>>back to top
 

Rounding Rule

Let’s first review the rounding rule. The rounding rule rounds time to the nearest quarter-hour. This rule provides grace to employees by rounding minutes 1-7 down and minutes 8-14 up to the nearest quarter hour. 

UKG uses the same 7-minute rounding rule, but it's applied differently than it was in Kronos.

In UKG, this rule is applied to all punches. Time is captured as multiple shifts and the time accumulated in each shift is added together for the total number of hours worked.

In Kronos, the rule was applied to the first and last punches as time was captured as one shift. Lunch minutes are totaled and then rounded and deducted from the total time between the first and last punch. 
 

The rounding rule meets all FLSA requirements:

• The rounding rule is consistently and neutrally applied
• Incorporates 7-minute grace periods as the most common rounding rule
• Over time, the rounding will average out overtime
   

Second, and this is critical for all Timekeepers:

• DO NOT manipulate time because you disagree with the rounding rule.
  • Time manipulation is against FLSA requirements and is therefore, unlawful.
  • Remember, an employee's punches are the legal record of their time and pay. 
• Your role is to assist employees with necessary edits for missed / corrective punches and for input counter adjustments.
  • Crucially, no edits should ever be made without the employee's knowledge, as an employee is ultimately responsible for their timesheet.
     

Helpful articles related to rounding follow:

• Well-Rounded Timekeeping
• Federal Guidelines on Time Rounding
   

Rounding Rule: UKG vs. Kronos

Each quarter hour is broken into segments and a 7-minute grace period is applied to determine rounding.

Minutes 1-7 are rounded down, while minutes 8-14 are rounded up to the nearest quarter hour.

UKG	Kronos
Time is captured as multiple shifts. No lunch.	Time is captured as one shift. Lunch minutes are totaled then rounded.
7:00am - 12:15pm = 5.25 hours Plus, 1:00pm - 2:30pm = 1.50 hours Total = 6.75 hours	7:00am - 2:30pm = 7.50 hours Less, 31 min. lunch = 0.50 hours  (*rounds to 30 minute lunch) Total = 7.00 hours

 >>back to top
 

Shortfall

Shortfall applies specifically when a non-exempt employee does not reach their total contracted hours in a work week.

To cover the missed hours, the system will automatically apply available leave in a specific, defined order. This is the order taken for the shortfall:

• Vacation time
• Personal leave

LWOP (Leave Without Pay), which will be applied if the employee's Vacation and Personal leave balances are exhausted.

>>back to top