Administrative information

Functional Area	UKG Ready
Audience	UKG Timekeepers and Managers
Related BPs	N/A
Frequency of Activity	As needed
Community Link	N/A
Related ServiceNow Topics	N/A

Purpose

To manage employee's timesheets and schedules in UKG Ready.

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Access and edit timesheets

Managers can view a list of all employee’s whom they can edit timesheets for by following the steps below:

1. In the center of your screen, hover over My Timekeeping to show a pop up box.
2. Click on All Current Timesheets.
   • This will display a list of all employees whose timesheets you have access to.

     

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Access an employee’s timesheet

In order to access an employee’s Timesheet, follow these steps:

1. Locate the desired employee on the page. If they are shown, proceed to Step 3.
2. If the desired employee is not shown on the first page, you may filter through employees via one of the following methods.

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Method 1

Navigate to other pages by clicking the arrows. Once the employee has been located, proceed to Step 3.

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Method 2

Each column has a filter that can be used to show a subset of the employees you manage.

1. Click the upper box of the chosen column. This will display a drop down list containing various conditional statements. Click the desired one to close the drop down.

   

2. In the lower box of that same column, enter the information you wish to use in the search.
3. Press your Enter key. If the desired employee is not shown, refine your filters by following step 1 & 2 once more.
4. Once the employee has been located, click the icon next to their name. This will take you to the selected employee’s timesheet.

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Alternative ways to access employee timesheets

There are two (2) noteworthy, alternative methods of accessing employee timesheets: 

Method 1

1. In the top left of your screen, Click the Team tab.
2. Navigate to Favorites > My Team Timekeeping > All Current Timesheets.
3. Follow the steps outlined in Accessing an Employee’s Schedule to locate the desired employee.
   

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Method 2

1. In the top right of your screen, type the following into the search box (exclude the brackets and example text):
   • #[Employee’s Last Name]
2.  From the list that appears, click the desired employee (see Fig. 8). This will navigate you to their timesheet.
   

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Edit timesheets

Once you have accessed an employee’s timesheet, follow the steps below to update their punches:

1. Correct punches by changing From (clock in time) and/or To (clock out time).
2. (Optional): Change AM to PM (and vice versa) by clicking their text.
   NOTE: To correct submitted time punches, the change must be made in PHR.
3. In the top right of your screen, click Save.
   

NOTE: Do not click Submit at any point. Timesheet submissions and approvals are not managed in UKG Ready. These will still be managed in PHR. Once a time slice has been submitted to and accepted in PHR, it can only be changed within PHR - you cannot edit it in UKG Ready. You can only correct time slices in UKG Ready until it is submitted to PHR at midnight.

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Manually add time slices & lunch breaks

To the left of From, click the plus (+) sign. This will create an additional time slice that can be populated accordingly.

Note: There is a rule that automates the creation of lunch/meal breaks for Facilities Management employees. For Student Affairs and CSTime clock employees, PHR applies the meal break rule.

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Employees with multiple positions

In UKG Ready, a PHR Cost Center is equivalent to an employee’s job/position. To assign or change the cost center (i.e. position) associated with a time slice, follow the steps below:

1. For the desired time slice, click within the box in the PHR Cost Centers column. This will launch the Browse and Select Cost Center popup.
   
2. From the displayed list of cost centers tied to that employee, click the one you wish to assign to the time slice.
3. In the bottom right of the popup window, click Close.

NOTE: An employee can only have one (1) schedule. Schedules are assigned to the employee as a whole, NOT to each of the employee’s individual cost centers/positions. The image below shows an example of an employee with multiple cost centers and multiple time slices on a single day.

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Assign schedule profiles to employees

UKG Ready contains premade schedule profiles (i.e. premade schedules) that can be assigned to employees should they have regular, recurring schedules. This section will walk you though that assignment process and detail how to assign custom, non-recurring schedules.

View a list of managed employees

In order to begin assigning schedule profiles, you will first need to access the list of all employees whose information you have permission to view. This can be done via either of the following methods:

Method 1

1. In the center of your screen, hover over My Employees to show a pop up box.
   
2. Click on Employee Information.
   • This will display a list of all employees whose profiles you have access to.

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Method 2

1. In the top left of your screen, click .
2. Click the Team tab.
3. Navigate to Favorites > My Employees > Employee Information.
   • This will display a list of all employees whose profiles you have access to.
     

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Access an employee’s profile

Once you are viewing the list of employees you have profile access to, you must now select the specific employee whose schedule you wish to modify.

1. Locate the desired employee on the page. If said employee is not shown, use the fields under your Employee List.
2. Once the employee has been located, click the icon next to their name. This will take you to the selected employee’s profile page. Here, you can view their cost centers (i.e. positions), managers, and a variety of additional information.

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Assign a schedule profile to an employee

1. If not already there, on the left side of your screen click on the Main tab to view the employee’s profile information.

   

2. On the right of your screen, click Profiles (see Fig. 16). This will slide out a tab displaying information about the employee, but only the employee’s work schedule will be editable.
   
   NOTE: An employee can only have one (1) schedule. Schedules are assigned to the employee as a whole, NOT to each of the employee’s individual cost centers/positions.
   
   
3. Scroll down to locate Work Schedule.
4. Click within the Work Schedule box. This will open the Browse and Select Work Schedule Profile popup window where you can select a different schedule from among those loaded into UKG Ready.
5. Click on a work schedule profile to select it.
   • If the desired profile is not shown, either click the arrows to change pages and view additional profiles OR utilize the search box in the top right of the popup window to locate the profile.
     
   • If the desired profile is still not shown, then it is not loaded into UKG Ready. In this event, please contact your manager, timekeeper, and/or the UKG Ready administrator to request that the schedule profile be created within UKG Ready. If this employee requires a one-off, non-recurring schedule, please see Assigning Custom, Non-Recurring Schedules below.
6.  In the bottom right of the popup window, click Close.
7. In the top right of your screen, click Save.

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Assign custom, non-recurring schedules

• If you need to assign an employee a schedule that is different from their normal schedule, follow the steps below to create a custom, non-recurring schedule.
• If you find yourself assigning the same schedule over and over, a request should be submitted for it to be loaded into the UKG Ready timekeeping system. Please contact your manager, timekeeper, and/or UKG Ready Administrator with said request.

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Navigate to an employee’s schedule

Follow the steps outlined in Accessing an Employee’s Timesheet to navigate to an employee’s schedule.

Add a custom schedule

Once you are on the schedule of the desired employee, follow these steps to create and apply a custom schedule:

1. On the left side of your screen, locate the desired date you wish to apply the schedule to and click the blue text underneath the date (see Fig. 18). This will show a popup window where you can edit their schedule.
   
   NOTE: If no schedule is currently assigned to the desired day, the blue text will read No Schedule. Click on this and then continue on to Step 2.
2. Clickwithin the Shift Type box. This will show the list of available schedules to choose from.
   
3. Select Fixed.
4. Within the From box, type in the desired clock in time.
   • (Optional): Click AM to change it to PM.
5. . Within the To box, type in the desired clock out time.
   • (Optional): Click AM to change it to PM.
6. . Select either Yes or No under Has Lunch.
   • If you selected Yes, input the amount of time granted for that lunch period.
     
     NOTE: A value of 0.5 equates to 30 minutes.
7.  Click the down arrow keywithin the PHR Cost Centers box. This will open a dropdown menu showing available cost centers and the Browse option. If the desired cost center is shown, click it and proceed to Step 10. Otherwise, continue on to Step 8.
8. Select Browse from the dropdown menu. This will open the Browse and Select Cost Centers popup window.
9. Select the desired cost center from the list by clicking on the circle next to the cost center’s name. This will automatically close the popup window.
10. When finished, in the lower right corner of the popup window, click Save. An employee’s schedule will now be updated.

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