Administrator Topics

• Enable or Disable Employees
  A setting must be enabled in UKG Pro in order for an employee to use the Time Off feature. The setting is on the Time Off and Allowances page of the Add Employee work event or the employee’s Time Off page.
• Configure Company Preferences in Time Off
  The Company Preferences page enables administrators to configure general company-wide preferences, including Time Off integration with Exchange.
• Integrate Time Off with Exchange
  Administrators can configure the Time Off feature to integrate with Exchange (Microsoft Outlook only, version 2010 or later). This setting is at the company level, which applies to all employees.
• Create a Holiday Type
  Two holiday types are available by default: Company Holiday and Statutory Holiday. If your organization uses Time Off only, then only one type is required. If your organization also uses Time Classic, then multiple types may be necessary if you need to apply different logic for the pay rule, based on the type of holiday.
• Create or Edit the Holiday Calendar
  The holiday calendar is assigned to employees and can be assigned for multiple years. The holiday calendar definitions and assignments are used by both Time Classic and Scheduling Classic.
• Create an Accrual Code
  The accrual code is used in the Payroll Data section of the General Details when creating or editing a time off policy (Send Balances to Payroll field). The code is used for general ledger in UKG Pro.
• Create Time Off Policies
  A time off policy defines how accruals, usages, balances, and carryover amounts are applied to an employee's time off information. A time off policy can give accruals based on year-to-date hours or lifetime hours. Typical policies include paid time off, vacation, and sick. Individual time off policies are assigned to policy groups, which are then assigned to employees. The settings in a policy apply to all employees under the policy.
• Important Considerations for Policy Changes
  When some configurations are changed in Time Off, they will recalculate history for employees.
• Time Off Balance Types
  Time off balances displayed to employees are based on transactions such as accruals, usages, and carry-overs. Balances are only affected by transactions within the same policy year. The following tables describe the time off balances and transaction types used in Time Off.
• Create and Assign Policy Groups
  Managers and administrators can combine time off policies into policy groups, which are then assigned to employees. A policy group can contain multiple policies. These assignments are date effective.
• Transfer an Employee to a New Policy Group
  Within Time Off, administrators, and optionally managers, can transfer an employee from one policy group to another.
• Create Accrual Data Definitions
  Accrual data definitions are required for time off policies that are based on pay data. A time off policy can give accruals based on payroll data, such as year-to-date hours, lifetime hours, or hours from one pay statement.
• Create Eligibility Criteria
  Administrators can configure eligibility criteria and then apply those criteria to policies. Multiple eligibility criteria can be applied to the same policy. The Time Off feature determines if employees who have these policies in their policy group are eligible for the time off accrual.
• Create Custom Fields in Time Off
  Administrators can create custom fields that are referenced in calculations.
• Scheduled Jobs
  Several scheduled jobs are very helpful in Time Off.
• Manage Roles in Time Off
  The Time Off feature is delivered with three roles: Employee, Manager, and Administrator. Administrators can add permissions to or remove permissions from each role, or they can create a new role. All employees who are assigned to a specific role share the same permissions.
• Time Off Permissions
  When roles are created or edited in Time Off (Settings > Roles), different permissions can be assigned to those roles.
• Create a Delegate
  If a manager is on vacation or unable to act on timesheet approval or time off requests, an administrator can delegate another individual to act on the manager’s behalf.
• Manage Requests
  Administrators can view all time off requests and act upon pending requests via the Request Administration page. All columns on the page (Name, Employee Number, Status, Start Date, End Date, Benefit Seniority Date, Last Hire Date, Original Hire Date, Seniority Date, Policy, and Component Company) can be sorted.
• Terminated Employees in Time Off
  After a Workforce Management Classic employee is terminated in UKG Pro, several events occur within Time Off.
• Import Data for Time Off
  The Data Import option enables administrators to import various types of data en masse.
• Import Pay Periods into Time Off
  For employees that are paid within UKG Pro, pay periods are entered directly into UKG Pro and flow to Workforce Management Classic. For employees that are paid outside of UKG Pro, the pay periods must be imported directly into Time Off.
• Create a Global Export Template
  Administrators create and edit export templates to enable the export of Time Off transactions based on a specific date range. These transactions may include time off used by employees or available employee balances. The template is helpful if employees are typically not paid through UKG Pro.
• Create an Earning Code Mapping
  The Earning Code Mapping page lists existing mapping records, which are sorted by policy name, and enables administrators to map an earning code to a policy. The records can also be sorted based on the Code or Description columns. Only one earning code can be assigned to a policy.
• Export Transactions
  Time Off transactions are exported based on a specific date range. These transactions, which are exported as a CSV file, may include time off used by employees or available employee balances.

Last Updated: 1/2/2025 2:29:59 p.m.