UKG Dimensions User’s Guide

For

Supervisors and Timekeepers

June 2023
 Table of Contents
Table of Contents……………………………………………………..2

Introduction and Timekeeping System……………………………. 3

Timekeeping Roles…………………………………………………...4

Timekeeping Responsibilities………………………………………..5

Payroll Processing Information……………………………………...6

Log On Information and Instructions………………………………..7

Timekeeper or Supervisor Home Screen View..………………...8-9

Switch to Timekeeper or Supervisor Role……………………..…..10

Access Employee Timecards…………………………………....11-12

Add, Delete, or Edit Punches……………………………………13-14

Request Time Off…………………..……………………………..15-16

Move Timecard Total Amounts……………………………………..17

Review Timecard Totals……………………………………………..18

Approve Employee Timecards…………………………………..19-22

Working with Dataviews………………………………………….23-24

Report Instructions……………………………………………………25

Create a Hyperfind……………………………………………………26

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 Introduction
Timekeeping is a critical function, which may be performed by the individual
employee, a timekeeper, a supervisor, or a combination of these
individuals. The timekeeping function requires accurate and timely
recording of time and attendance. Timekeeping must be done in
accordance with federal and state guidelines as well as University policies.
Specifically, Indiana Code IC 35-44-2 “Perjury, False Reporting,
Impersonation, and Ghost Employment” makes it a criminal and civil law
offence to employ and pay an employee when the employee is not
performing duties related to the operation of the employer thus
emphasizing the critical role of the timekeeping function.

Timekeeping System
Ball State University’s official timekeeping system is UKG Dimensions.
UKG is used to report hours worked and time off. Every pay period, an
employee’s timecard should be reviewed for accuracy, edited as
necessary, and approved by an employee’s supervisor before sending to
payroll for processing.

By giving every supervisor UKG access, a hierarchy structure is created

thus providing a “back up” supervisor or next level approver to assist with
coverage for vacations or illness. See example below:

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 Timekeeping Roles
Employee Role – Each employee is given access to their timecard to view, make
limited edits (add a pay code, add a comment, etc.) and approve it.

Auditor, Timekeeper, and Supervisor Role’s require a manager’s license in UKG

Dimensions. This will ensure that the employees who are placed in one of these
roles understand the importance of accurate timecards, the review process,
timely approvals, as well as following all federal/state guideline and
organizational policies.

Auditor Role - View only access given to an employee (or non-employee like State
Board of Accounts) to be able to view all timecards of the Ball State employees as part
of their job responsibilities.

• Examples include Benefit Manager for PPACA tracking, Human Resources for
hours/shift/job information, Employee Relations for
discrepancies/complaints/grievances, and internal/external auditors.

Timekeeper Role – View and Edit access given to a non-managerial employee who
is assigned the timekeeping functions for other employees in their department. A
timekeeper is not required in every department; however, some larger departments may
opt to enlist the help of a timekeeper. This role does not have the final approval
authorization.

• Examples include an Admin Coordinator, Office Coordinator, Specialist,

Assistants, etc.

Supervisor Role - View, Edit, and Approve access given to a supervisor who is
assigned the timekeeping functions and/or final approval authorization for employees
that they supervise in their department and/or organization. A supervisor is responsible
for the accuracy of their employee’s timecards as well as ensuring the timecard
approvals are complete by the assigned deadlines. The approval does not lock the
timecard only the sign off does.

• Examples include Supervisors, Managers, Deans, Chairs, AVPs, VPs, etc.

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 Timekeeping Responsibilities
Employee Responsibilities:
• Non-exempt employees are required to:
o Record time via punch or time clock
o Report time off
o Record time worked against the proper job, contract, or grant fund
o Review and approve their timecard by the approval deadline.

• Exempt employees are required to:

o Record exceptions (sick, vacation, or leaves)
o Review and approve their timecard by the approval deadline.

Timekeeper Responsibilities:
• Review timecards to ensure the employee’s time is accurately recorded and
complete
• Work with employees to resolve errors like missing punches and job corrections
• For corrections after the payroll has processed: complete a Timecard Adjustment
Form, obtain the employee and supervisor signature, and email the form to the
Payroll department.

Supervisor Responsibilities:
• Review direct report timecards to ensure the time is accurate and complete
• Assist the Timekeepers with questions and work with employees to resolve
errors like missing punches and job corrections
• Approve the timecard by the approval deadline thus notifying the Payroll
department that you have completed your supervisor responsibilities.
• For corrections after the payroll has processed: complete and sign a Timecard
Adjustment Form, obtain the employee signature, and email to the Payroll
department

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 Payroll Processing Information
Biweekly Payroll:

Ball State University pays all employees on a biweekly pay cycle.

• A pay week runs from Sunday 12:00 AM to Saturday 11:59PM.

• A pay period runs for two consecutive weeks starting on Sunday and
ending on a Saturday.
• Employees will be paid every other Friday, the Friday after the pay
period ends.

In order to ensure the payroll is completed in a timely manner, the following

schedule has been established:

• The employee’s Supervisor will need to approve their employee’s

timecards by 2:00 PM on Monday (unless a holiday schedule applies)
after the pay period ends. (aka “Timekeeping Monday”)
• Payroll recommends that the Supervisor set a biweekly reminder on
their calendar.
• If the Supervisor fails to complete the approval by 2:00 PM, Payroll will
apply the Sign Off for you. Payroll will then notify you and your
supervisor of the failed approval. Please note that multiple failed
approval notifications may result disciplinary action being taken.

As a Timekeeper or Supervisor, you have access to UKG at any time during

the pay period to view or make changes/corrections. The more frequently
the timecards are reviewed, the less time it will take on “Timekeeping
Monday” before submitting the information to Payroll Operations. Therefore,
reviewing the information on a daily basis is strongly recommended.

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 Log On Information & Instructions
Important Information:

UKG Dimensions utilizes single sign on (SSO) which allows you direct
access without logging on if you are already logged onto the BSU
network. UKG Dimensions Username and Password are the same as
your BSU network account.

Log On Options:

BSU website/Payroll webpage

UKG Dimensions

BSU website/My.BSU under “Additional Tools”

https://my.bsu.edu/

Log On Instructions:

Log On Step 1 - Click on one of the links provided above under “Log
On Options.”

Log On Step 2 - If you are not already logged onto the BSU secure
network, you will be taken to the “MY BSU LOGIN” screen and
required to enter your BSU username and password.
o If you are already logged onto the BSU secure network, you will
be given direct access into UKG Dimensions without being
required to enter your BSU username and password. This log on
feature is called “single sign on” or SSO; it will open UKG
Dimensions automatically to your default home screen (see
example below).

Please contact the [email protected] if you need special

accommodations for UKG Dimensions or assistance logging on.

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 Timekeeper or Supervisor Home Screen View

Key Areas of your Timekeeper or Supervisor Home Screen View:

Take action directly in a tile.

o Can submit a time-off request from the My Time Off tile.
Use the Employee Search feature.
o For example, you may wish to use the tool to quickly search
for and access the timecard of a specific employee.
Open the Main Menu to access other pages.
o For example, you can access timecards, dataviews, and
reports through the Main Menu.

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On your Manage Timecards tile will alert you to any missed punches that
remain in employee timecards.

Click the error to view the employees whose timecards contain these
discrepancies to display their timecards and reconcile the discrepancies.

You can always return to the home page from any other page by selecting
the home page icon.

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 Switch to Timekeeper or Supervisor Roles

Switch to Timekeeper or Supervisor Roles from your default home

screen:
Employees with more than one role can easily switch between roles to
access relevant employees and tools.

Navigation: Main Menu

From the Main Menu panel, select Employee Settings Menu.

A list of assigned manager roles will appear.

From the Switch Roles list, select the relevant manager role.

Once the role is selected, the new home page displays, and the timekeeper
or supervisor can start performing tasks based on the selected role.

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 Access Employee Timecards

Your employee timecards can be accessed multiple ways:

Manage Timecard Tile on the Home Page

Your home page will display with various tiles. Tiles can be used as a
quick way to access various items such as your employee timecards,
leave balances, and notifications.

Employee Summary under the Time category on the Main Menu

The Employee Summary page enables you to review the overall

status of your employees’ timecards. You can select one or more
employee timecards and apply the same action to selected
employees.

Navigation: Main Menu > Time > Employee Summary

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 Select the Select Timeframe drop-down list and select a
timeframe.

Select the Select Hyperfind drop-down list and then select

applicable criteria.

From the Employee Full Name column, select the checkbox

next to one or more employee names.

From the menu bar, select Open Selected.

Review or apply actions to the selected timecards.

Timecards under the Time category on the Main Menu

Navigation: Main Menu > Time > Timecards

Select the Select Timeframe drop-down list and select a

timeframe.

Select the Select Hyperfind drop-down list and then select

applicable criteria.

(Optional) View a different employee timecard using one of the

following methods.

• Select the down arrow next to the first

employee’s name to open the employee list.
Scroll down to select a new employee.
• Select the Next Employee or Previous
Employee arrows to view the next or previous
employee timecard.

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 Add, Delete, or Edit Punches
Punches
Punches are entries in an hourly timecard that mark the beginning (in-
punch) or end (out-punch) of a work interval, such as the beginning of a
shift or transfer.

Add a Punch
Managers can add a missing punch to worked time, if needed.

Navigation: Main Menu > Time > Timecards

Select a cell under the In column to enter a start time for the employee’s
shift.

Select a cell under the Out column to enter an end time for the employee’s
shift.

Enter times in the standard time AM or PM format or the 24-hour format.

Select Save.

Manager edited punches appear with a black triangle in the upper right
corner and are date and time stamped for audit purposes.

Delete a Punch
If a punch is added in error, managers can delete the punch.

Navigation: Main > Time > Timecards

Select the punch, and then press Delete.

Select Save. The punch is removed from the timecard.

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Edit a Punch with Punch Actions
When you need to apply a transfer, override a punch, cancel deductions, or
add a comment use the Punch Actions.

Navigation: Main Menu > Time > Timecards

Right-click a cell with a punch in the In or Out column.

The Punch Actions glance opens and displays the current information
about the punch, such as date, time, override, time zone, exceptions, last
edit date, and the person who edited it.

From the Punch Actions glance, select Edit.

From the Punch slider, enter the following information.

• Time (hh:mm) * — you cannot leave this field blank. Based on the
time that you enter, the system uses the rounded time. For example,
if you enter 8:02, the rounded time might be 8:00. The rounded time
is used for totals calculations, but the actual time will be displayed on
the timecard.
• Transfer — Select the arrow to open the Transfer slider and select
the applicable transfer.
• Override — Select whether the time should be considered as an In-
punch or an Out-punch by the solution.
• Time Zone — Select the applicable time zone. Use this if you have
employees who work in different locations that have different time
zones.
• Cancel Deductions — Select one of the listed deduction rules. This is
used when the employee has an automatically deducted meal break
and does not punch in/out for breaks. If the employee skips a meal,
managers can cancel the deduction to pay the employee for the
mealtime.
• Exceptions — if there is an exception triggered by the solution, the
exception name is displayed. You cannot edit this.
• Comments — if there is a comment added to the time, the comment
is displayed.

Select Apply and then select Save. The punch edit is recorded in the
timecard with applicable indicators.
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 Request Time Off
All Time Off requests will be routed to the employee’s supervisor for
approval. The supervisor will receive an email notification and will see the
request under My Notifications tile on their home page.

Request Time Off from your My Time Off tile

From the My Time Off tile
Select Advanced Options
Select Apply
Select dates from the calendar.
To select more than one day, select the days.
To remove days from the selection, deselect the selected days.
Select Apply
Select the paycode for the time off.
Under Hours per Day Start hours* (this is the time your request starts on
the day you request off, ex. if you are scheduled to work 8:00 AM-5:00 PM
and you’re taking a half day vacation in the afternoon you would put 1:00
PM.)
Under Duration enter the hh:mm*.
Select Review to enter a comment, if you choose not to enter a comment
select Submit.

Request Time Off from My Calendar

Main Menu > My Information > My Calendar
Select dates. Do one of the following:
Select New Request > Time-off.
Right-click the selected dates. Select Time-off.
Select the Type of Time Off.
Select Apply.

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If you did not select dates in the calendar or to change the selected dates
select Dates. Select days from the calendar. Select Apply.
To select more than one day, select the days.
To remove days from the selection, deselect the selected days.
To select more than one consecutive day, select and drag across the days
in the calendar.
For time off requests, at Duration, select one of the following. You may not
see all of these options because the available durations depend on the
configuration of the request.
At Duration, select the paycode for the time off.
Submit the request now
Select Submit or to add a
Select Review to enter a comment, if you choose not to enter a comment
select Submit.

Add a Pay Code to your Timecard to Request Time Off

From your timecard, click in the Pay Code column.
Click the drop down arrow to open a list of pay codes.
Select the pay code you wish to use then tab, moving your curser to the
Amount column.
Enter the number of hours used into the Amount column.

Select Save.

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 Move Timecard Total Amounts
Move amounts in the timecard totals tab to make necessary changes that
are reflected in the Audits tab.

Amounts that are moved or deleted are tracked in the Timecard Audits tab.

Move Total Amounts

Moving totals amounts enables you to easily override pay code totals to
move from one total bucket to another for accurate payroll reporting. You
can transfer time from one paycode to another, or transfer totals from one
business structure location type to another.

Navigation: Main Menu > Time > Timecards

On an employee timecard, select the necessary time frame.

Select the Totals add-on and ensure the Totals grouping selection is set to
All (no filters).

Right-click on the row from which you would like to move. The Totals
Actions glance opens.

Select Move Amount. The Move Amount panel opens.

In the "To" area of the panel, enter the Effective Date, select a Paycode,
and enter an Amount. If the employee has a Multiple Assignment and
you need to change the location (or job), cost center, labor category, or
work rule the time has been charged to, select a Transfer from the most
recently used list, or select the arrow to open the Transfer panel.

(Optional) Add Comments and Notes.

Select Apply. A new row with the “To” information is added, unless there
already is a paycode or transfer of the same value in the Totals add-on.
The From row is reduced by the amount moved. Select Save.

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 Review Timecard Totals
Timecard Totals
You can review and interpret total hours worked in the timecard.

It is necessary to review your employee’s timecard totals before you

approve the timecard. To view an employee’s totals in the timecard, you
will need to activate the Totals add-on.

The Totals add-on contains all the hours the employee will get paid for in a
particular period.

Review Timecard Totals

Totals must be reviewed before a timecard can be approved. This helps
ensure correct and accurate payment can be processed in a timely
manner.

Navigation: Main Menu > Time > Timecards

At the bottom of the timecard, select the Totals add-on.

Select the Timeframe.

Select how to view the totals.

You can view totals by Location and Job, Labor Category, Cost Center, and
Pay Code.

Note The Daily and Period to Date time frames show totals based on the
date you select in the timecard.

From the column menu, select a method to sort the totals.

For example, sort in ascending order.

If the employee was transferred during any shift in the selected timeframe,
the totals display an (x) symbol indicating the transferred account totals
separate from the others.

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 Approve Employee Timecards

Employee Timecard Approval

Employee timecards are approved at the end of the pay period for payroll
processing.

Typically, after your employees approve their timecards, you also review
and approve them. Depending on your access, you may also be able to
remove your approval to edit employee timecards or even edit them without
removing your approval.

Before payroll processing begins, a sign off is applied to the timecard (by a
Payroll Specialist). Note: You cannot remove the approval after the
timecard is signed off.

Timecard Approval Status Visual Cues

The background color of the timecard changes depending on who has
approved it.

Background Color Description

Approved by employee but not by
manager.
Approved by manager but not
employee.
Approved by both employee and
manager.
Timecard has been signed off.

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Approve a Single Employee Timecard
You can use the system to approve a single timecard:

Navigation: Main Menu > Time > Employee Summary

Select employees and then select Open Selected.

Select the appropriate timeframe.

Ensure timecard accuracy including information on the Totals add-on.

Select Approve.

Approve Multiple Employee Timecards

You can approve multiple employee timecards at one time.

Navigation: Main Menu > Time > Timecards

Select the appropriate timeframe and search criteria that you wish to
approve.

Select checkboxes next to employee names. To select all employees,

check Select All.

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If you have more than 40 employees, scroll down to the bottom to ensure
that you selected all employees before submitting approval.

Select Approve.

Select Yes.

Depending on your dataview, you may want to refresh your view to confirm
your approval. Navigate to Main Menu and select Dataviews &
Reports and then Group Edit Results. Expand, complete, and confirm
your approval.

Multiple Supervisor Approvals on a Timecard

Multiple supervisors can Approve a Timecard if the employee is done

working for the pay period.

Your employee may have more than one hourly paid position (multiple
assignments); however, they will only have one Timecard.

When using the Punch tile or Timeclock, your employee will be guided to
complete the Job Transfer path to indicate the position they are capturing
hours worked, and that information is added to their Timecard in the
Transfer column.

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If an employee manually enters time on their Timecard, the Job Transfer
path may be missing. IF so, this needs to be added to the Timecard in
order for the employee to be properly paid.
At the end of a pay period, using the Totals link at the bottom of their
timecard, you can review the total hours worked the position you are
responsible for approving.
To Approve the Employee Timecard Select Approve.

The record of each Approve at the end of the pay period is captured and
stored in the Audit trail on the Timecard for the employee.

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 Working with Dataviews

Sort and Personalize Dataviews

Dataviews give you deeper insight into the performance of your direct
reports.

Some useful Dataviews include:

• Missed Punches
• Pending Timecard Changes
• Unapproved Timecards

Within a Dataview you can sort & filter data

Like other views, select the specific time period to view (usually Current or
Previous pay period.)

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BSU Pay Period Close Dataview
At the end of a pay period, you must ensure that all the time information is
accurate and complete. Timecards will not process when they contain
missing or incomplete information. Even though you might have edited
employee timecards on a daily basis, you need to perform a final check on
employee timecards to ensure the employees are paid correctly for their
worked and non-worked hours.

Under your Dataview View Library

Select BSU Pay Period Close

Once the pay period ends, you should review each employee’s timecard for
the following discrepancies:

• Punch issues
• Worked hour issues
• Non-worked hour issues
• Transfer issues
• Supervisor can apply mass approvals

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 Report Instructions
All information about an employee’s time and labor account is stored in the
Workforce Central database. Reports help you extract the information in
views that provide you with meaningful data. Reports can provide data that
helps you make timely business decisions, such as managing tardiness in
your department or providing information to help you investigate an incorrect
paycheck.

How to generate a report in UKG Dimensions:

Navigation: Main Menu > Dataviews & Reports > Report Library

From the Report Library page, select Run Report.

In the Select Report panel, select a category to display the list of reports.

Select a report. Then, choose Select.

In the Timeframe section:

Select the Timeframe icon.

Select a timeframe. Commonly used timeframes include:

o Previous, Current, or Next Pay Period

o Previous, Current, or Next Schedule Period
o Week to Date
o Last Week
o Yesterday
o Yesterday, Today Tomorrow
o Yesterday plus 6 Days
o Last 30 Days
o Last 90 Days
o Select Range

From the Output Format drop-down list, select PDF, Excel, or Interactive.

Select Run Report. The "In Progress. Report is Running." message appears.

From the Report is Completed window, select Ok to access the report.

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 Create a Hyperfind
Supervisors and Timekeepers can define personal hyperfinds as custom
queries on the schedule. A Supervisor or Timekeeper cannot edit or
preview a hyperfind created by another Supervisor or Timekeeper.

How to create a hyperfind in UKG Dimensions:

Navigation: Main Menu > Schedule > [Applicable Schedule Planner]

From the Locations & Hyperfinds drop-down list, select New Hyperfind.

On the Hyperfind Editor page, at the Ad Hoc field, select No.

Complete the Add Description field with a name for the hyperfind.

At the Visibility field, select Personal.

Select Add Conditions.

On the Select Conditions page, at the Filter panel, select the categories
from which to choose the applicable conditions.

Define the conditions and select Add to move them to the Selected
Conditions section.

Select Apply.

On the Hyperfind Editor page, verify that the conditions are correct.

Select Save.

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