UKG Ready Instructions —An Employee s Guide


Download UKG Ready Instructions —An Employee s Guide


Preview text

UKG Ready Instructions —An Employee’s Guide
This guide was created for employees who clock in/out daily to record their work hours. If you do this for your job, please follow these instructions to get started using the UKG Ready upgrade. UKG READY WILL GO LIVE FOR ALL NON-EXEMPT EMPLOYEES ON
OCTOBER 1ST AND SEPTEMBER 25TH FOR ALL BIWEEKLY EMPLOYEES.
FINDING UKG READY
Step One After you login through your OneLogin portal, click your UKG portal icon.

Step Two

On your UKG homepage, click the menu in the top left corner. Click “Workforce Management.” Workforce Management stands for UKG Ready in the system.
TIP —> Current employees — When you are looking for this option on your menu, you will notice that “Workforce Management” replaced the location for “Time Management”

FINDING UKG READY—cont’d

Step Three

After clicking the “Workforce Management” item on your UKG menu, you will see your UKG Ready Dashboard.

UKG Ready App Now Available  This is IN ADDITION to the UKG app. If you currently do not have the UKG app, please
see UKG App instructions  See UKG Ready App Setup instructions if you are interested
If you experience an issue or error when locating this new upgrade, please contact Human Resources: Email: [email protected] Phone: 601-318-6126
Please do not contact IT if you are experiencing an issue with UKG/UKG Ready.
Please continue to next page

IDENTIFYING YOUR UKG READY DASHBOARD
How Each of These Widgets Can Help You My Timesheet— You can now clock in/out on directly on your dashboard without going to your timesheet. Using this widget (pictured left) and select the appropriate option for your work hours (see arrows)
Start Menu — This menu acts as a central hub for your daily time & attendance functions. Each icon opens lists that will help you navigate to your most frequent used items in UKG Ready: your timesheet, your schedule, and your time-off requests
My Timesheet Icon—Click this icon for a quick shortcut to your current timesheet. You can also select “Historical Timesheets” if you would like to browse past timesheets already processed through payroll
My Schedule—This is a shortcut to show you the hours you are scheduled to work in a particular week. This will be used most frequently by our facilities employees. All Salary Exempt and Non-Exempt employees will reflect scheduled hours of 8AM—5PM otherwise
Time-Off Request— Select this shortcut to view or request time-off. From this shortcut, you will navigate to the Time-Off Requests calendar. See Time-Off Requests section for details.
Please continue to next page

IDENTIFYING YOUR UKG READY DASHBOARD (cont’d)
How Each of These Widgets Can Help You

2nd 1st

My Accrual Balances— Shows live balances of your PTO time as you take time-off
 You can also start a Time-Off Request by selecting the blue drop box (pictured left), selecting the time-off you wish to take, and clicking the Request button above your listed accruals. After clicking the request button, you will navigate to the Time-Off Calendar. See Time-Off Request Section for details.

Announcements — As needed, Human Resources will send blast updates with attendance information related to unplanned university events such as weather days, holiday changes, blackout time reminders, system updates, and more

Represents university holiday (See Flag)

My Schedule/ My Time-Off — This calendar will show any university holidays, blackout periods, or approved time-off requests for you to monitor

 Facilities Department — You can select this widget to see your assigned schedule. See your supervisor for details

Feeling stressed with your day? Take a tiny break to take a deep breath and feed your turtle friends! Click the screen in the blue to feed them
Please continue to next page

RECORDING WORK HOURS IN UKG READY
There are currently three (3) different ways offered for recording your hours in UKG: • Timeclock located in your building • Desktop • UKG Ready App
Timeclock Kiosk Locating Your UKG Ready Timeclock in Your Building You record your hours by clocking in/out using the timeclock located in your building. You will need to identify your 4 digit ID number located in your UKG portal in order to use the timeclock. This can be found at the top of your UKG dashboard or contact Human Resources. TIP—In UKG, the ID number will show as 001234 —> DO NOT INCLUDE THE ZEROS WHEN YOU CLOCK IN.
Please take a moment to locate the timeclock in your building, so you can be prepared for your workday.
Mobile App Recording Your Work Hours from Your Mobile Device From your UKG Ready Mobile App, you can access your UKG Ready Dashboard to record your work hours, request time-remotely, and monitor your daily schedules and hours.  This is IN ADDITION to the UKG app. If you currently do not have the UKG app, please
see UKG App Instructions  See UKG Ready App Setup instructions if you are interested
Please continue to next page

RECORDING WORK HOURS IN UKG READY (cont’d)
Desktop Timeclock Recording Your Time from Your Desktop From your UKG Ready Dashboard, you will see the timeclock. • Select CLOCK IN if you are starting your workday or returning from your lunch break • Select CLOCK OUT if you are leaving for your lunch break or ending your work day
TIP: This system is very similar to the UKG app system. See UKG Ready App Setup instructions if you are interested.
You can also record your work hours directly from your timesheet
Please continue to next page

NEW TIMESHEET CHANGES REGARDING UKG READY
Timesheets no longer will be submitted and approved on a weekly basis. The university now submits timesheets per pay period. The timesheet process is on a deadline-oriented schedule rather than a weekly schedule. The timesheets now conform to our university payroll schedule. With this in mind, your role in the process is critical for your team’s time being pulled into the upcoming payroll.
All Non-Exempt employees are STILL RESPONSIBLE for working 8 hours per day Monday— Thursday and 7.5 hours per day on Friday’s for a total of 39.5—40 hours maximum per
week
 Employees should submit timesheets IMMEDIATELY after their final punch of the pay period.
 Work hour totals for Non-Exempt employees will fluctuate based on the number of days of the pay period. Human Resources will send out reminders each pay period to confirm these totals.
 Overtime procedures HAVE NOT changed. Approval from the president is still required, and must be forwarded to Human Resources once received. In the event you have a need to seek overtime approval, please make this request AT LEAST one week in advance in order for us to remain on schedule for payroll.
TIP : All automatic notifications/reminders from UKG Ready will be sent to you from this email address:
[email protected]
Please continue to next page

SUBMITTING YOUR TIMESHEET IN UKG READY

Timesheet

At the end of your pay period, it is very important that you submit your timesheet for your supervisor’s approval. In order to submit your timesheet, click the “Submit button.” This button can be found at the very top of your timesheet.

Please make sure you review ALL FIFTEEN (15) DAYS before you submit your timesheet to check for missed punches and to ensure your leave that you have taken over the current pay period has been approved and added onto your timesheet. IF YOU ARE MISSING LEAVE OR HAVE A MISSED PUNCH:  Inform your supervisor that he/she has not approved one or more leave requests  Contact your supervisor that your incoming submitted timesheet will contain missed
punches, and list those for him/her to fix
Communication is very important in this process, so we strongly encourage you to email your supervisors to assist him/her with the attendance process.
Please continue to next page

SUBMITTING YOUR TIMESHEET (cont’d)
Timesheets no longer will be submitted and approved on a weekly basis. The university now submits timesheets per pay period. • If you are a Biweekly employee, you submit your timesheet at the end of every two
weeks for your supervisor’s approval • If you are a Non-Exempt or Salary Exempt employee, you submit your timesheet at the
end of every 15 days for your supervisor’s approval

Dear Supervisor, I have a missed punch when I returned from lunch on Monday, October 4th for 12:30 PM.
Tip: You can also locate your timesheet from the Start Menu, on the Dashboard. You can find this item by clicking the “My Timesheet” icon. From there, a popup menu will appear. Select “My Timesheets” to navigate to your current pay period’s timesheet.

Once you have selected the “Submit” button, the popup window (pictured on left) will appear. If you have any missed punches, timesheet approvals, or any additional comments you would like to send to your supervisor for this process, you can include those comments in this box. YOU ARE NOT REQUIRED TO LEAVE A COMMENT IN THIS BOX. Click the blue “Submit” button.

 In the event of your absence when timesheets are due, please send an email to your supervisor agreeing for him/her to submit the timesheet on your behalf. Documentation is vital during this process, and verbal permission can lead to timesheets being forgotten.
 In the event of a long-term absence that will last three (3) or more days, please contact Human Resources to check for FMLA eligibility and timesheet arrangements.
Please continue to next page

REQUESTING TIME-OFF IN UKG READY
You can request time-off in UKG Ready in threeplaces: • UKG Ready Start Menu (Desktop) • UKG Ready Calendar (Desktop) • UKG Ready App If you are requesting time-off from your desktop, you will need to follow the “Finding UKG Ready” section steps before beginning this process. After selecting “Time-Off Request” from your UKG Ready Dashboard, the time-off request calendar will appear. 1) Select the type of leave you will be using for your request at the top left corner of the calendar (see arrow). 2) Select the day you will START your leave. If this leave will carry over multiple days, this will be handled in upcoming steps. Select only the START date.
Please continue to next page

Preparing to load PDF file. please wait...

0 of 0
100%
UKG Ready Instructions —An Employee s Guide