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Manage Your Timesheets

Provides an overview of the timesheet. Also provides instructions on selecting and reordering timesheet columns, changing the timesheet status, clocking in and out, adding or correcting a timesheet punch, adding non-worked time to timesheets, updating an hourly timesheet, and submitting a timesheet.

Manage Your Timesheets

Employee Timesheet Overview

Time Management provides you with the ability to review timesheets and related history based on specific pay periods. This information helps ensure that timesheet punches are accurate and up-to-date.

Depending on your company's setup, you may have access to either an hourly or detailed timesheet, or have the option to toggle between the two.

To access your timesheet, go to Myself and select Time Management. Then select the Attendance category and the Timesheets tab.

If attestation is enabled, the timesheet displays an attestation status indicating whether you accepted or denied the attestation upon submission of the timesheet:
  • Not Yet Submitted – Indicates the timesheet is in an Open status.
  • Agreed or Disagreed – Indicates the timesheet is in a Submitted status, based on your selection.
  • NA – Applies only when your administrator has selected the Break/Meal Premiums option for your employee access group during timesheet configuration.

The Summary section shows up to five tables:

  • Adjustment – When this option is checked, it shows any adjusted hours from prior pay periods that will be applied to the current pay period. Shows the pay codes, hours, earnings, deductions, and work period for the adjustment.
  • Pay Matrix – Shows the pay code, pay ID, hours, rate, and payment amount. Select the icon to the right above the table to view the Pay Matrix Detail Summary, which includes any pay matrix calculations.
  • Weekly Summary – Provides a weekly breakdown of all paid hours during the weeks that are contained within the pay period, even if the employee is in a bi-weekly or semi-monthly pay period.
  • Accrual – Displays your accrued and used hours for vacation or paid time off (PTO).
  • Point System – If your company uses the Point System Module, it shows any points that have been added for infractions. For example, one-quarter of a point may be added for a tardy or a point may be added for an unexcused absence. Supervisors, managers, and administrators have an option to override these points if they deem it necessary.

In the Timesheet Detail section, the Action Bar includes Submit, Print, Punch, and Transfer. The Punch button appears only if it is configured and if the timesheet is in an Open status. The timesheet refreshes after a punch.

You can review regular, overtime, and total hours, earnings and deductions, regular and overtime pay by pay code.

When you submit the timesheet, if configured, you may be required to confirm that the submitted hours are true and accurate. Based on the timesheet, checks are in place to validate and detect any missing punches. If these are present, you will be required to make corrections before submitting the timesheet.

If enabled, you can roll back your own timesheet from SUBMIT status to OPEN status, provided the timesheet has not yet been approved by the supervisor. Selecting Undo Timesheet Submission returns the timesheet to OPEN status; you can then make changes and resubmit the timesheet. The Undo option remains visible on the timesheet until the supervisor approves it, at which time that confirmation message and Undo option disappear.

The Timesheet Punch feature contains the current date and time along with the ability to enter notes for the punch. When notes are entered, they are concatenated together into the timesheet Notes field. You can also view a schedule summary, displaying your scheduled organization levels for today, the total hours scheduled for today, and the quick summary of hours worked so far this week.

Select a pay period from the Pay Cycle drop-down list to view related timesheet information. When configured, you can choose your timesheet view, either Detailed or Hourly, using the Layout drop-down list.

View Attendance and Schedules with Date Filters

Date filters allow you to quickly review schedules and attendance by pay period or a specific date range.

Pages that allow you to use date filters contain a Display or Date Selection drop-down list. The Timesheet Detail section displays information for the selected date.

Employees and supervisors can use the date filter to view time on the Timesheet page. Supervisors and administrators will see many more pages with the date filter. These pages include the Summary and Timesheet pages in the Attendance menu and the Summary page in the Scheduler menu.

Navigation:Menu > Myself > Time Management > Attendance > Timesheets

  1. From the Date Selection field, select Current Pay Period, Last Pay Period, or Next Pay Period.
  2. To filter by a specific pay period, select User Defined Pay Period. Use the calendar icon to select the dates, and then select Search.
  3. If applicable, select This Week (View Only) or Last Week (View Only) to view information for this week or last week. This filter is helpful if your pay periods span more than one week and you want to view one week at a time.
  4. If applicable, select User Defined Date Range (View Only) to view information by a specific date range. Enter the date range, and then select Search.
    Note Information is view only when you filter by week or defined date range. If you need to make edits, filter the data by pay period.

Select and Reorder Timesheet Columns

You can select and reorder the columns that appear on a timesheet.

The timesheet page is self-contained and scrollable. For ease of use, the first two columns are locked:

  • Work Date vs. Punch Date
  • Date
  1. From the Timesheet Detail section, select the Columns button. The Timesheet Column Setup window appears.
    Timesheet Column Setup
  2. Select the columns from the Available Items list.
  3. Use the right arrows to move the selected columns to the Selected Items list.
  4. Select OK.

Timesheet Status

You can change the status of a timesheet to any level within your maximum approval level. The displayed statuses that you can select from are based on your role type.

Timesheet change status field

Set Group Filters

If your company has enabled the Group Filtering feature, you can set group filters from your timesheet.

  1. On the timesheet under the Things I Can Do section, select the Set My Group Filters link. The Set Group Filter Options window appears.
  2. Select the filter options from the left and use the right arrow to move them to the right. Only those values in your access group are available for selection.
  3. Select Save.

Clock In and Out

As an employee, you can use the Time Clock Entry feature to punch your time.

Other forms of time entry include using a hardware time clock or entering punches on the timesheet in Time Management.

  1. Log in to UKG Pro by entering your user name and password.
  2. Select Log In.
  3. From the Myself menu, select Time Clock Entry.
  4. From the Time Clock Entry page, select the Punch button. Your punch is then acknowledged in the message window.
    Note
    • Fifteen minutes is the smallest period of time that the system tracks.
    • To clock out, simply select the Punch button again.

    You can then view your timesheet to note the punched entries.

Add or Correct a Timesheet Punch

Employees can enter In or Out time directly to their timesheets as well as make applicable corrections, if configured by their employer.

Navigation:Myself > Time Management

  1. Select Attendance, and then select Timesheets.
  2. From the Date Selection field, select the pay period you wish to update.
  3. At the applicable In or Out field, enter the time to add a new punch or correct an inaccurate punch.
    Employee timesheet punch correction
  4. Select Save. A Processing indicator shows you the progress. The updated punch time information is saved. You receive a confirmation message: "Your entries were saved successfully."

Add Non-Worked Time to Timesheets

Employees can enter time directly to their timesheets to add non-worked hours, such as vacation or sick time.

Navigation:Myself > Time Management

  1. Select the Attendance category. The Timesheet page appears.
  2. From the Date Selection field, select the pay period you wish to update.
  3. In the Timesheet Detail section, select the date.
  4. From the PayCode field, select the pay code from the drop-down list.
  5. At the Reg field, enter the number of hours.
    Non-worked time added to timesheet
  6. Select Save.

Update an Hourly Timesheet

Employees can enter time directly to their hourly timesheets as well as make corrections.

Depending on your company's configuration, you may have access to either an hourly or detailed timesheet, or have the option to toggle between the two.

Navigation:Myself > Time Management

  1. Select the Attendance category. The Timesheet page appears.
  2. From the Date Selection drop-down list, select Current Pay Period.
    Note You may receive a message to contact your system administrator: "Please contact your system administrator to add the required timesheet columns for the configured Group Linkage Settings." This means a group is linked but not visible in the timesheet view; the group should be added.
  3. At the Timesheet Detail section, select the Add button if additional pay codes are needed.
  4. At the applicable date fields, enter the hours worked.
  5. Select Save to apply the changes. The Timesheet Summary section is updated. Accrual Summary information is also available.

Copy an Hourly Timesheet

Pay codes and pay groups can be copied from a previous pay period on an hourly timesheet.

  1. On the timesheet, select the pay period in the Date Selection field.
  2. In the Timesheet Detail section, select Copy to copy the previous pay period to the displayed pay period. A message appears stating that all existing data for the displayed pay period will be permanently removed.
  3. Select OK.

Submit a Timesheet

Employees submit their timesheets to their supervisors for review and approval.

If there are unsaved changes on a new or existing timesheet, the Submit button remains disabled until the Save button is selected.

Navigation:Myself > Time Management

  1. Select the Attendance category, and then select Timesheets.
  2. Verify the entries are accurate for the timesheet.
  3. Select the Submit button. If configured by your company, you many need to verify that your timesheet is correct.
  4. From the Verify window, select Submit Timesheet. If configured by your company, Time Management may validate if timesheet entries are valid or complete:
    • If all entries are valid, you receive a confirmation message: "Your timesheet was successfully submitted on <date>."
    • If any entry is invalid, you are asked to complete prior to submitting: "Your timesheet is not complete. Please complete your timesheet prior to submitting." Select OK and modify any invalid entries, then resubmit.

    After the timesheet is submitted, the status changes from OPEN to SUBMIT.

Attestation Statement

When Print is selected from a timesheet, the same attestation language that appears on the electronic version appears on the printed version too.

The employee signature line appears below the attestation statement. The statement is defined on the Advanced Timesheet page (Access > Advanced > Timesheet > Timesheet Submission > Timesheet Submission section).

Undo a Timesheet

If the Undo feature is configured, you can undo your timesheet after it is submitted, and prior to supervisor approval. You can then make changes and resubmit the timesheet.

The Undo option remains visible on the timesheet until the supervisor approves it, at which time that confirmation message and Undo option disappear.

Navigation:Myself > Time Management

  1. Select the Attendance category, and then select Timesheets.
  2. If the timesheet is in SUBMIT status, select the Undo Timesheet Submission link. The timesheet returns to OPEN status. From here, you can modify the timesheet as needed, and resubmit.