Edit Employees in Time Off

Employee information can be edited in the Time Off feature. Changes made in one feature may affect the other features of Workforce Management Classic. If an employee has not been enabled, the information is view only.

1. Select the Assignments tab.
2. To assign a policy group to the employee, select the Add Policy Group link and complete the required fields:
   1. Enter the start and end dates for the policy group that will be applied to this employee.
   2. Select Save.
3. To assign a holiday calendar to the employee, select the Add Holiday Calendar link and complete the required fields:
   1. Enter the start and end dates for the holiday calendar that will be applied to this employee.
   2. Select Save.
4. To suspend a time off policy for the employee, select the Add Suspension link and complete the required fields:
   1. Enter the start and end dates for the policy. If necessary, the dates can be changed after you assign the policy suspension.
   2. Select the time off policy from the drop-down list.
   3. Select Save.
   When a policy suspension is applied at the employee level, the employee is still active (for example, the employee takes a leave of absence). The employee can still request time off but will not accrue time off.
5. To assign a time zone to the employee, select the Add Time Zone link and complete the required fields:
   1. Enter the start and end dates for the time zone.
   2. Select the time zone from the drop-down list.
   3. Select Save.
6. To convert days (from a day policy) to hours for the employee, select the Add Hours Per Day link and complete the required fields:
   1. Enter the start and end dates.
   2. Enter the hours and minutes per day.
   3. Select Save.

   Neither UKG Pro nor Time Classic accepts time off recorded in days. This Hours Per Day setting is used to convert days to hours in order to send them to either UKG Pro for payment or Time Classic for timesheet recording.

   For example, if an employee is assigned to an hours policy and the employee requests a full day off, the day must be converted to hours. If the employee has a schedule and the absence value is equal to eight hours, then a full day is eight hours. If a shift is not assigned to the employee, then Time Classic looks at the employee’s hours per day assignment. If both are not present, then Time Classic looks at the hours per day on the policy.

7. To assign an ACA pay type to the employee or to change the pay type, select the Add ACA Pay Type link and complete the required fields:
   1. Enter the start and end dates.
   2. Select the ACA pay type from the drop-down list (contract, exempt, or non-exempt).
   3. Select Save.

      An employee's pay type is based on the employee's hourly or salary status (hourly = non-exempt and salary = exempt). This setting enables you to override these values. This setting is only used by specific organizations such as long-term health facilities.

      Note:

      The ACA Payroll Based Journal Report (Reporting > Analytics) meets the requirement from the Centers for Medicare and Medicaid Services (CMS) to electronically submit staffing and census information to promote greater accountability for long-term health facilities.

8. To add a vacation payout rate to the employee, select the Add Vacation Payout Rate link and complete the required fields:
   1. Enter the start and end dates.
   2. Select the vacation payout rate.
   3. Select Save.