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UKG Guide for Managers Training Guide –

Approving Timesheets and Time Off Requests Spring 2021

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Table of Contents Manager Navigation ................................................................................................................................................................................................................................................ 3

Attendance – Summary ........................................................................................................................................................................................................................................... 5

Attendance – History ............................................................................................................................................................................................................................................... 9

Scheduler – Requests ............................................................................................................................................................................................................................................. 10

Time Off Approval .................................................................................................................................................................................................................................................. 11

Processing Time Off Requests................................................................................................................................................................................................................................ 13

View Calendar – Reviewing Time Off ..................................................................................................................................................................................................................... 14

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Manager Reference Guide

Manager Navigation 1. To see Side Navigation Menu, click Side Navigation Menu:

2. Here is your Home Page.

• Click on My Team icon to open My Team menu:

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3. Ensure you select My Team and then Time Management. • Time Management opens in a pop-up window.

If you are not seeing the new window, verify your pop-up blocker setting is turned off.

• To close Time Management section, click your name located on the upper right corner and click Close

• To open Time Management menu, click Slide Navigation Menu

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Attendance – Summary • The Time Management page opens to the

Attendance category with a Summary section, where all your direct reports are listed.

• To review a person’s timesheet, click on his/her name.

Review, Modify and Approve Timesheets

• To open or close the Right or Left slide bars, click arrows:

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Timesheet Entry/Correction

• Use the Date Selection option to view the correct timesheet:

• You will see the current status of the timesheet:

1. To enter missing information or to correct information that is in the employee’s timesheet, type it into the cell.

2. To correct the Pay Code or the Project Number, select it from the Pay Code and Project drop down boxes.

3. If you need to add a row, click the + sign.

4. If you need to delete a row, click the X sign.

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5. Click the Save button on the toolbar to save your updates.

• Saved updates are visible to the employee.

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Timesheet Approval

• Once edits are completed and period totals have been confirmed, click the Approve button for each direct report.

**Please make sure all timesheets are approved by the scheduled deadline.**

NOTE: Once you click Approve, neither you nor your employee will be able to edit the timesheet. If you need to make any updates, you can reopen the pay cycle before it is submitted for payroll.

• If you or your employee need to make any updates after you approved the timesheet, select Approved to open the dropdown box and then select Open:

• After updates are finished, click Approve.

Timesheet Status There are four default status indicators:

• OPEN – indicates an unapproved, still active timesheet • SUBMIT – indicates a timecard an employee has submitted to his/her supervisor for approval • APPROVED – indicates a timecard a supervisor has signed off on • PAYROLL – indicates a timecard that has been closed by the payroll department for processing

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Attendance – History • Open History menu. You can view History in Annual or Monthly Calendar view.

• Select employee

• If you do not see a list of your employees,

select EMPLOYEE LIST:

• Here is information about your employee’s attendance – both work and time off:

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Scheduler – Requests • You are notified via email when one of your direct reports

submits a request for time off, modifies a time off request, or cancels a request.

• You can approve time off requests without logging into UKG by clicking on the appropriate link in the email:

Please click the following link to approve all request(s) without logging into the system. https://mew46.ultipro.com/Nova4000/approveall.aspx?cid= DAD26349-E1C2-4A92-8A2D-3EFCEDD413F5&REQTOKEN =957D1EB9-B9E2-401C-A7A3-2AD5BFD91BFE

NOTE: Without logging in, you can approve the entire request.

• You also receive a message you can check from the Messages menu.

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Time Off Approval • Select Scheduler and then Requests.

• The Manage Time-Off Requests section will open:

• TO DO shows the number of pending requests. • Use the Find by filter to search by the dates and

request status. • To see all requests, select All from request status

dropdown box and click Search. • Select Alerts icon to read it:

• Select Comments icon to read comments from your employee and/or input your comments

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• If your employee sent requests for different types of time off, the type of request is Mixed:

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Processing Time Off Requests

• From the Manage Time Off Requests section, you can Approve, Deny or Remove requests.

• Select the arrow to the left of the employee’s name to expand the request and see the daily detail.

• You can Approve, Deny or Remove time off requests as a whole event or by individual day.

1. Select the day or days and then select the Approve button. • When you click Approve, a message appears

indicating that the approved request will be automatically posted to the employee's timesheet. Click the Save button.

2. To remove a time off request, select the day and then select the Remove button.

• When a request is removed, it is treated like it was never entered.

3. To deny a request, select request and click the Deny button. NOTE: If you want to keep track of the time off submitted by your Team, we recommend using the Deny option.

4. When you Approve, Deny or Remove time off requests, the appropriate email and message are sent to the employee and posted to the

employee's timesheet.

5. Select all or specific approved requests and select the Email Calendar Appointment button. The Email Calendar Appointment generates an email to update to your external calendar.

NOTE: If your employee modified or canceled his/her time off request, you will get an email and a message.

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View Calendar – Reviewing Time Off • From Scheduler, then Requests, select

View Calendar link:

• Calendar displays your employees’ requests and

status for the month.

• You can hide a request type by unchecking the appropriate check box.