Timekeeping and leave code management can be intricate processes within any large organization, and myURHR ensures these tasks are handled smoothly and efficiently. For faculty and staff members, understanding how to respond to time-off requests, modify pay codes, check approvals, change requests, and approve timecards is essential for accurate payroll processing and proper time management. The myURHR system provides clear steps and guidelines to streamline these activities, ensuring that employees and managers can stay on top of their timekeeping responsibilities.
With the transition to myURHR Workday and UKG, numerous updates and improvements have been made to enhance timekeeping functionalities. As the myURHR system continues to stabilize and evolve, ongoing training and support are paramount. Managers are encouraged to keep up with their team’s training progress using the myURHR Training Course Completion Dashboard and the various quick reference cards (QRCs) available. This guide will delve into the five critical aspects of timekeeping and leave code management in myURHR, providing clear instructions and best practices for each step.
1. Respond to Time-Off Requests
Handling time-off requests in myURHR involves a straightforward process designed to be user-friendly while ensuring all necessary information is captured accurately. When an employee submits a time-off request, the manager or designated timekeeper will receive a notification. This feature is crucial for maintaining transparency and enabling timely responses. In UKG, time-off requests can be managed by navigating to the relevant employee’s profile and selecting the appropriate request from the list.
Once the request is selected, managers can review the details, such as the type of leave, duration, and any related notes provided by the employee. If the request aligns with the company’s policies and does not overlap with critical work periods, the manager can approve it with a single click. This actionable step helps maintain a balanced workforce while respecting the employee’s need for time off. Additionally, managers should ensure that approved time-off requests are promptly entered into the system to reflect accurately on employees’ timecards.
2. Add or Modify Suitable Pay Codes
In the myURHR system, modifying pay codes to match the specific work or leave categories is essential for accurate payroll processing. Pay codes are designated to represent various types of work hours, leave, or other compensable activities. Managers and timekeepers need to familiarize themselves with these codes to ensure they are correctly applied. To add or edit a pay code, timekeepers must access the employee’s timecard and select the necessary code from a drop-down menu.
Each code corresponds to a specific type of pay or leave, such as regular work hours, overtime, vacation, or sick leave. If a wrong code is applied, it could result in erroneous compensation, which is why thorough verification is crucial. Managers should review and confirm the pay codes before closing the payroll period to prevent discrepancies. Any changes to pay codes need to be documented and approved by the relevant supervisory personnel to ensure there is a record of why and how adjustments were made.
3. Check Who Has Approved a Timecard
Tracking who has approved a timecard is a critical step in ensuring accountability and transparency within the timekeeping process. The myURHR system provides an efficient way to view approval statuses and histories directly through the timecard interface. Managers and timekeepers can see which timecard entries have been approved, who approved them, and the timestamps of these approvals. The process begins by logging into the UKG system and navigating to the employee’s timecard.
In the timecard view, there is an option to track approval statuses. This feature helps in identifying any pending approvals that need to be addressed before the payroll processing deadline. By checking the approval history, managers can ensure that all required approvals are secured and verify that no unauthorized changes have been made to the timecard. This oversight helps maintain the integrity of the payroll system and ensures employees are compensated correctly and on time.
4. Change Time-Off Requests
Modifying time-off requests may be necessary due to changes in an employee’s plans or organizational needs. The myURHR system allows for easy changes to previously submitted and approved time-off requests. Timekeepers and managers can access the specific request that needs to be altered, make the necessary adjustments, and ensure that the changes are reflected in the employee’s timecard. This process begins with logging into the UKG system and selecting the relevant employee profile.
After locating the specific time-off request, managers can edit the details, such as the dates, duration, or type of leave. It is important to communicate these changes both to the employee and any relevant supervisory personnel. This ensures all parties are aware of the updates, and the system accurately reflects the employee’s availability. The myURHR system simplifies these modifications, helping maintain organized and accurate leave records.
5. Approve Timecards
Approving timecards in myURHR is a vital final step in the timekeeping process, ensuring all work hours and leave have been accurately documented. Managers and timekeepers should diligently review each timecard to confirm that all entries are correct before approval. This includes verifying worked hours, checking for any discrepancies, and ensuring all necessary pay codes and time-off requests are accurately recorded. Timecard approval deadlines are set to ensure timely payroll processing, and notifications are sent to remind managers of these deadlines.
To approve a timecard, the manager logs into the UKG system, navigates to the employee’s timecard, and reviews all entries. Once all information has been verified, the manager can approve the timecard with a single click. This approval step is crucial for accurate payroll processing and ensuring employees are paid correctly for their work and any approved leave. Accurate timecard approval helps maintain payroll integrity and supports employee satisfaction with their pay.
Conclusion
Handling timekeeping and leave code management can be complex tasks within any large organization. The myURHR system makes these tasks more manageable and efficient for faculty and staff. It’s crucial for employees to know how to handle time-off requests, adjust pay codes, check approvals, make changes, and approve timecards to ensure accurate payroll and efficient time management. myURHR offers clear steps and guidelines to simplify these processes, making it easier for both employees and managers to fulfill their timekeeping duties.
With the adoption of myURHR Workday and UKG, numerous enhancements have been made to improve timekeeping functionalities. As the myURHR system continues to evolve and stabilize, ongoing training and support are essential. Managers should track their team’s training progress using the myURHR Training Course Completion Dashboard and utilize the quick reference cards (QRCs) available. This guide will explore the five critical aspects of timekeeping and leave code management within myURHR, offering clear instructions and best practices for each step.
