Below areUKG Dimensions(formerly Kronos WFD) - Frequently Asked Questions, sorted by employee user category:
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General Questions
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At times, there can be a delay depending on your internet/wificonnection. If youdon’tsee your punch time added to your Timecard by the end of your shift/day, make a manual edit to your Timecard to have your correct hours worked captured.
Just clickingPunchin the menu on the mobile app doesNOTpunch youINorOUT. An additional menu will pop up in which you need to choose thePunch InorPunch Outbutton. If you close the menu on the mobile app before this step, your punch will not be successful.
UKG Dimensions generates email notifications and/or Control Center notifications based on:missing information; provide awareness ofinformation on an employee’s timecard;ORrelated to Time-Off requests- submitted by status employees.
FOR Hourly paid employees– IF aOS, Adjunct or Student workeruses thePunch Tileon the desktop or mobile app, minimal notifications are generated. The bulk of email notifications happen when an employee is manually entering their time directly to the Timecard(instead of using the Punch Tile)ORmaking manual edits to their Timecard.
Generally, as employees learn UKG, theamountof notifications will decrease, however thiscan be overwhelming for Time-Approvers who have large numbers of hourly direct reports.
IMPORTANT:These notificationsneed to be reviewed on a regular basis, as anyPending Editsto an hourly employee’s TimecardMUST BE RESOLVED by the end of a pay periodfor that employee to be properly paid for their hours worked.
TIP:Create a rule in Outlook to filter and contain all yourUKG/Kronos notificationsin one folder vs. congesting yourInbox.
Hourly Paid (OS)
If you are currently working remotely and are able to continue to work remotely, you do not have to do anything other thenPunch IN/OUTfor the regular hours you would normally be working.
If there is a portion or all of the curtailed day you are NOT able to work remotely (such as power outage, childcare, weather related issues) you will submit a Request for Time-Off in UKG/Kronos and select the type"̾Ƶ Curtailed Operations"for the amount of time you were not able to work during the curtailed day.
EX:You work 8am - 4:30pm, but on the curtailed day you were NOT able to work until 11am. Submit a time-off request for "̾Ƶ Curtailed Operations" with a start time of 8:00am with a duration of 3 hours. Then Punch IN at 11am and Punch OUT as you normally would at 4:30pm.
NOTE:These instructions donotapply to employees working remotely.
When'Essential Personnel'report to work during a period of time(a delayed opening or a full day)you need to decide how you want to be compensated for the curtailed hours worked: Eitheradditional payorcompensatory time
If you want to receive theAdditional Pay,follow these instructions:
- On the day that curtailment occurs, you will punch IN/OUTto your job as you would on any other day.
- Also, submita Time-off Request for̾Ƶ Curtailed Operationsin UKG/Kronos. This can be done after the curtailment occurs, but must be donebeforethe employee approval deadline onthe Monday of the week payroll is paid.
- YourSupervisor /Time-Approverneeds to approve the̾Ƶ Curtailed OperationsTime-off Request in order for you to see the time on your timecard. Their deadline to do this is theSupervisor /Time-Approverdeadline on the Monday of the week that Payroll is paid.
- Once you have submitted the Time-off Request for̾Ƶ Curtailed Operationsand yourSupervisor /Time-Approverhas approved it, you will see Pay code 522 for the amount of curtailed time submitted on your timecard in addition to your hours worked in theTotalstab of your timecard.
If you want to receive theCompensatory Time 1:1, follow these instructions:
- On the day that curtailment occurs, you will punchIN/OUTto your job as you would on any other day.
- Also, notify yourSupervisor/Time-Approverthat you want to be compensated with 1:1 Compensatory Time. This communication with yourSupervisor/Time-Approvershould be mutually agreed upon. Some suggestions include putting acomment on your time block of you timecard(right click on the timebox), email, or any other communication method you and yourSupervisor/Time-Approveragree upon.
- Once yourSupervisor/Time-Approveris notified that you have requested Compensatory Time, they will need to edit the employee'stimecard, adding in the 911 earn code for the equal amount of hours the employee worked during the curtailed time. This must be completed by theSupervisor/Time-Approverprior to theSupervisor/Time-Approverdeadline on Monday the week that payroll is paid.
Your Timecard has been locked due to an 'Approve'applied by either the employee or the time-approver to the Timecard prior to the end of the pay period. The error message that you will get is“Access right violation: edit data after approval not allowed for an employee”. The employee or their time-approver (whoever applied the'Approve'in the first place) need to click on“Remove Approval”(located in the top left of the Timecard, to the right of Approve) so that further edits and/or punches can be applied to the Timecard.NOTE: This often happens as employees are learning the system and accidentally approve the Timecard instead of approving an edit, or someone approves the employee’s Timecard too soon, ahead of the end of the pay period.
PersonalandSick Timeaccruals increase bi-weekly, at the end of every pay period, however usage ofPersonalandSick Timewill update and be reflected in your balanceson a daily basisafter the time is taken.
Employees have the option to selectfromPersonal TimeorSick Timebalances only.Earned Timeis part of theautomatic drawn down processagainstyour currentbalances.
EX: When choosingPersonal Time, UKG looks to your balances and draws in this order if there is any time in these balances:1st: Comp Time, 2nd: Personal Time, 3rd: Earned Time. YourEarned Timebalances only get drawnagainstif you have used upall ofyourPersonal Timeor,if requestingSick TimeorFamily Care Time, only after exhausting all of yourSick Time.
TheDurationof time requested is done with a minimum of 15 minutes, up to a maximum number of hours of your actual work schedule with 15 minute increments.EX: 07:30 or 08:00for a Full Day. A request for 2 hours & 45 minutes is entered as 02:45.
Follow the instructions onpage 2of thisJob Aid. Because your time had alreadybeen approved, it will be routed to your Time-Approver for them to approve the cancellation. Your request will display inREDon yourRequeststab asCancel Submitted. Once it is approved, the change will display asCancelledand the time previously requested is added back into your available balances.
NOTE:This needs to be done by the end of the pay period if the time previously requested is in the current pay period so your accruals are updated and your Timecard totals are correct.
Follow the instructions onpage 2of thisJob Aid. Because your time hadnotyet beenapproved, it willautomatically be cancelled and display inREDon yourRequeststab asCancelled.The time previously requestedis added back into youravailablebalances.
NOTE:This needs to be done by the end of the pay period if the time previously requested is in the current pay period so balances can properly update and your Timecard totals are correct.
On your Timecard, in the upper right corner, is an icon labeled“View Pending”. Each pending edit you see in the pop up list is based on a manual edit you made to your Timecard. Once you make an edit(s), and click theSAVEicon (upper right corner) they are consideringPENDING, untileitherApproved/ Refusedby your Time-Approver.
IMPORTANT:Neither you or your Time-Approver will be able toApproveyour Timecard at the end of a pay period until all pending edits are resolved.
Once you make an edit(s), and clickSAVE, they are consideringPENDING. Your edit(s)haveNOTdisappeared, but areactually viewableon your Timecard, in the upper right corner,under theicon labeled“View Pending”.
Though it seems like your edit(s) have disappeared, it is importanttoNOTkeep making the same edit repeatedly. For each edit you make, a notification and an emailissent to your Time-Approver notifying them of the Pending edit(s)to your timecardthey need to review. As each edit is approved, it will appear and remain on your Timecard.
Please submit a ticket via. Your Banner record needs to be updated to reflect your correct start date, making those previous dates available to you on your Timecard to edit. It is important to get this resolved before the end of your first pay period.
Please submit a ticket viaand your daily meal breakperiod (either 30 or 60 minutes) will be corrected in Banner. This information will feed from Banner to UKG within 24 hours.
There is aJob Aidavailable for your Time-Approver on how to REMOVE a meal break that was incorrectly deducted from your hours worked, prior to the end of the pay period.
There is also aJob Aidavailable for your Time-Approver on how to ADD a meal break onto your timecard for the date in question, before the end of a pay period.
Any work schedule corrections should besubmitted viaticket through. It is important to have a correct work schedule entered for you in UKG because this supports your punchesIn/Outto align to youractual hours worked and diminish the number of notifications received by you and your Time-Approver, especially when a schedule is NOT correct in UKG.
NOTE:It is important to have accurate schedule information in UKG as it is used for calculating future paid time off accruals, but your schedule does not dictate what you get paid. Your pay will always be based on actual hours worked and/or paid time off taken that is entered in UKG and approved at the end of each period.
Please submit a ticket via.sothey can reviewthepercent time of youremployeeposition in Banner.
NOTE:UNH Holidays are preloaded in UKG and will appear on each eligilbe employee's Timecard. Employees shouldNOTpunch In/Out on a Holiday unless you are actually working on the UNH Holiday. If an Hourly Paid (OS) employee is required to work on a UNH Holiday, you will receive Holiday pay.
All Holidays are preloaded in UKG. If the Holiday falls on a day you don't normally work and those hours are already inlcuded on your Timecard, you will take a different day off that week as the Holiday. For the day you take as your Hoilday, youwill NOT punch IN/OUTon your timecard for that day because you are not working. There will be a notification generated as anUnexcused Absencefor that day (due to no punches) but you and your Time-Approver can ignore that and ADD a comment to your Timecard for that day, noting that you took that day as the Holiday.Your end of weektotalsshould reflect your normal hours worked each week, including the number of hours granted to you from the Holiday.
Please submit a ticket viarequesting a review of your Timecard, and how your position and schedule is loaded into UKG.
Adjunct Hourly / Student Employees
If you are currently working remotely and are able to continue to work remotely, you do not have to do anything other thenPunch IN/OUTfor the regular hours you would normally be working. You will be paid for hours worked even though UNH may be closed due to weather.
If you normally work at a UNH campus location, you will be able to report to work when curtailed operations is over.
Your Timecard has been locked due to an 'Approve'applied by either the employee or the time-approver to the Timecard prior to the end of the pay period. The error message that you will get is“Access right violation: edit data after approval not allowed for an employee”. The employee or their time-approver (whoever applied the'Approve'in the first place) need to click on“Remove Approval”(located in the top left of the Timecard, to the right of Approve) so that further edits and/or punches can be applied to the Timecard.NOTE: This often happens as employees are learning the system and accidentally approve the Timecard instead of approving an edit, or someone approves the employee’s Timecard too soon, ahead of the end of the pay period.
Please contact your supervisor for guidance on interpreting the positions you have so you can correctly select the right one when youPunch Inand follow thetransfer selection process.
Please submit a ticket via.Your Banner record needs to be updated to reflect your correct start date, making those previous dates available to you on your Timecard to edit. It is important to get this resolved before the end of your first pay period.
On your Timecard, in the upper right corner, is an icon labeled“View Pending”. Each pending edit you see in the pop up list is based on a manual edit you made to your Timecard. Once you make an edit(s), and click theSAVEicon (upper right corner) they are consideringPENDING, untileitherApproved/ Refusedby your Time-Approver.
IMPORTANT:Neither you or your Time-Approver will be able toApproveyour Timecard at the end of a pay period until all pending edits are resolved.
Once you make an edit(s), and clickSAVE, they are consideringPENDING. Your edit(s)haveNOTdisappeared, but areactually viewableon your Timecard, in the upper right corner,under theicon labeled“View Pending”.
Though it seems like your edit(s) have disappeared, it is importanttoNOTkeep making the same edit repeatedly. For each edit you make, a notification and an emailissent to your Time-Approver notifying them of the Pending edit(s)to your timecardthey need to review. As each edit is approved, it will appear and remain on your Timecard.
Please contact yoursupervisor to confirm that only one position is active within their area. Updates to end a job no longer required should be submitted viaby your supervisortoreflect that you only have 1 position at UNH. Once that is completed theinformation updates from Banner to UKG (every 24 hours)andyou will no longer be directed to select a transfer as part of yourPunch Inprocess.NOTE: If a job recently ended, there is about a week lag before that job is removed from UKG in order to allow you a period of time to make any necessary edits to your Timecard before that former position becomes inaccessible.
There is aJob Aidavailableforyour Time-Approver on how to remove a meal break that was incorrectly deducted from your hours worked.Notify your Time-Approver so they can make the adjustment for you.
Salary Paid
PersonalandSick Timeaccruals increase bi-weekly, at the end of every pay period, however usage ofPersonalandSick Timewill update and be reflected in your balanceson a daily basisafter the time is taken.
Follow the instructions on thisJob Aid, which explains how to access theAccrual DetailsDataview.Review your balances for each type of Time Off you have accruals forin the column labeled‘Current Vested Balance’.The default view is always'Today',but you can change that date to view your balances into the future using the calendar icon.
NOTE:UKG can support and manage Time-Off requests up to 9 months into the future, but no farther. You can always dialogue with your Time-Approver about paid time off beyond the 9 months, but do not submit the request in UKG until the time off is no farther out than 9 months so your balances correctly calculate and update.
It is recommended you always use a Start time of 8:00am regardless of the time of day youactually tooktheSick Time/Family Care Time. This is because all full-time salary paid employees havea8:00am-4:00pm(40 hours/week)schedule loaded in UKG to support paid time off future accrual calculations and paid time off taken. The loaded schedule does not dictate your actual hours worked.
The important part of your request when less than a Full day is theDuration. Salary Paid employees can useSick Timewith aminimum of 2 hours, and then15 minuteincrements after that.
EX:3 hours & 15 minutesshould be entered with aStart Timeof 08:00 and 03:15 in theDurationfield. It does not matter from a calculation standpoint, if that 3:15 was taken at the beginning, middle or end of the day.
Follow the instructions onpage 2of thisJob Aid. Because your time had alreadybeen approved, it will be routed to your Time-Approver for them to approve the cancellation. Your request will display inREDon yourRequeststab asCancel Submitted. Once it is approved, the change will display asCancelledand the time previously requested is added back into your available balances.
NOTE:This needs to be done by the end of the pay period if the time previously requested is in the current pay period so your accruals are correctly updated.
Follow the instructions onpage 2of thisJob Aid. Because your time hadnotyet beenapproved, it willautomatically be cancelled and display inREDon yourRequeststab asCancelled.The time previously requestedis added back into youravailablebalances.
NOTE:This needs to be done by the end of the pay period if the time previously requested is in the current pay period so balances can properly update and your Timecard totals are correct.
Please submit a ticket viafor isntructions on this process.
Supervisor / Time-Approver
If your employee is working remotely, they will continue to work remotely.
- They do not have to do anything other thenPunch IN/OUTfor the regular hours they would normally be working.
- If there is a portion of or all of the curtailed day they areNOTable to work remotely (such as power outage, childcare, weather related issues), they should submit a Request for Time-Off in UKG/Kronos and select the type"̾Ƶ Curtailed Operations"for the amount of time they were not able to work during the curtailed day. You will receive the request for approval so that time can be added to their timecard.
- EX:Your employee normally works from 8am - 4:30pm, but on the curtailed day they were NOT able to work until 11am. They will submit a time-off request for"̾Ƶ Curtailed Operations"with a start time of 8:00am with a duration of 3 hours. ThenPunch INat 11am andPunch OUTas they normally would at 4:30pm.
If your employee is 'Essential Personnel' andcan't reportto work during the curtailment: They will follow the instructions above and submit a Time-Off request, selecting"UNSH Curtailed Operations"for the amount of scheduled time they were unable to report to work for the period of the curtailment(EX: Could be a few hours or a full shift/day)
If your employee is 'Essential Personnel' anddoes reportto work during the curtailment, they have a choice in how to be compensated:Additional pay (for Curtailed hours)orCompensatory Time 1:1
For employees working during Curtailment that want to be paid forWorked HoursandCurtailed Hours
- On the day that curtailment occurs, your employee will punchIN/OUTas on any other day.
- Also, they need to submita Time-off Request for̾Ƶ Curtailed Operationsin Kronos/UKG. This can be done after the curtailment occurs, but must be donebeforethe employee approval deadline onthe Monday of the week payroll is paid.
- You will need to approve the̾Ƶ Curtailed OperationsTime-off request so your employee will see that time added to their timecard. Your deadline to do this is Monday of the week that Payroll is paid.
- Once approved, your employee will seePay code 522for the amount of curtailed time submitted on their timecard in addition to their regular hours worked in theTotalstab of their timecard.
For employees working during Curtailment that want to be paid forWorked Hoursandgranted Compensatory Time at 1:1
- On the day that curtailment occurs, your employee will punchIN/OUTas on any other day.
- Your employee needs to notify you that they want to be compensated with 1:1 Compensatory Time. The communication method for notifying you should be mutually agreed upon. Some suggestions include putting acomment on their time block on their timecard(right click on the timebox), email, or any other communication method agree upon.
- Once youarenotified they have requestedCompensatory Time, tyou will need to edit the employee'stimecard, adding in the 911 earn code for the equal amount of hours the employee worked during the curtailed time. This must be completed by you prior to the deadline on Monday the week that payroll is paid.
While viewing yourControl Center:
- Notifications under theTimekeepingcategory are generated to create awareness for you and the employee and only need to be reviewed, andthenMark ReadorDelete.
- IMPORTANT: Notifications under theTimekeeping Requestscategoryrequire actionby the end of each pay period so your employee can approve their timecard. These are generated by either manual entries or edits to an employee’s Timecard.
You can review andApproveorRefuseeach one while you are in theControl Center,ORyou canreview each edittoApproveorRefusewhile reviewing the employee’s Timecard.
- When viewing anemployee’sTimecard,if the pending edits panel does not automatically pop-up from the right margin, you can click onView Pendingin the upper right corner. It will show you each edit they made that is pending yourApproveorRefuseaction.
- If you encounter aduplicate errorwhen trying toApprovean edit, it is usually because the employeetried to make multiple edits for the same day and timeframe.
- You shouldRefusethat edit. This oftenhappens for newUKGusers because when they make edits to their timecard andSAVEthem, it looks as if their edits disappearedon their Timecard. They are in fact in aPendingstate, waiting your approval.
- If you encounter aduplicate errorwhen trying toApprovean edit, it is usually because the employeetried to make multiple edits for the same day and timeframe.
NOTE:On your employee'sTimecard, they have the same button -"View Pending". That is where they canreview the actualeditsthey have madethat are pending your approval.
The deadline for Time-Approvers iseachMonday @1pmfollowing the close of a pay period.
Best practice is that employees manage their own time-off requests. However, as a Time-Approver, you do have the ability toAdd, Delete or Edita time-off requestfor a status employee in theScheduleviewby following thisJob Aid.
NOTE:Most often these steps would only be done by you because it is the end of the pay period and the employee is unable to complete the process for themself.
You can tell if an hourly employee’s hours worked on a timecard requires a job transfer by reviewingTOTALSat the bottom of the Timecard. The job column will show‘TRANSFER REQUIRED' rather than the position title of the job worked.See image below.In addition, the Labor Category column in theTotalspop-up will only show the employee PIDM (ID) rather than also including the position number and suffix.ThisJob Aidcovers how toADD or EDITa job transfer if needed.
Once the position is confirmed in the HR system, there is an overnight feed to populate UKG.
Please submit a ticket viafor assistance, your profile seetings may need to be updated.
Best practice at this time is to have the salary paid employee submit a new time off request for thenext current pay period even though they will be working so that their balances will properly update. You or the employee can add a comment to indicate the time off was for a different date in the previous pay period.
Please submit a supervisor update ticket within the managers toolkit in. Updates from Banner HR feed to UKG every 24 hoursand then you should see your direct reports.
Please submit a supervisor update ticket within the managers toolkit in.Updates from BannerHR feed to UKG every 24 hoursand then you should see your direct reports.
