UKG - Adding Missing PTO to Timecards

Background Information

This job aide explains how to add missing PTO in UKG to a team member’s timecard for timecards that do not meet a full 40-hour work week. Only managers and supervisors with the appropriate user access can edit timecards in UKG.

Navigating Between Timecards and Schedules

It is important to review both the timecard and schedule for a team member to determine if PTO needs to be added. Follow the steps below to toggle between a team member’s timecard and schedule.

  1. Navigate to UKG and login.
  2. Select the Manage Timecards forward arrow to navigate to the timecards page.
  3. In the upper left corner of the screen, select a team member from the drop-down menu.
  4. This is the timecard view. To navigate to that team member’s schedule, select Go To above the timecard.
  5. Select Schedule.
  6. This is the schedule view. To navigate back to that team member’s timecard, select the team member’s name.
  7. Select Go To.
  8. Select Timecard.

​​​​​​​Adding PTO to a Timecard

Please note that when PTO is added to a timecard it must be within a team member’s scheduled work hours. Any PTO added outside these hours may cause issues with payroll processing.

To add PTO to a timecard:

  1. Navigate to UKG and login.
  2. Select the Manage Timecards forward arrow to navigate to the timecards page.
  3. In the upper left corner of the screen, select a team member from the drop-down menu.
  4. Review the timecard. If the timecard does not reflect a full 40 hours worked, add a new line item to a scheduled day by selecting the plus icon to the far left of a scheduled day.
  5. A new line item appears. Under the Pay Code column field, select the drop-down menu and select the appropriate PTO Pay Code.
    • For example, if it’s an FMLA situation, then managers will apply the PTO Pay Code.
    • For example, if it’s a call out, then managers will apply the Unscheduled PTO Pay Code.
  6. Under the Amount column, enter the appropriate hours.
  7. Select Save in the upper right corner.
  8. Review the total hours on the timecard to confirm 40 hours has been met.

 

To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.

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