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Manager Training Library

Log Into UKG

Welcome to UKG

EPPA has created a Conversion Checklist and FAQs to assist in your UKG learning journey. Click to get started:

Getting Started

Use these tools to log in and assist new team in getting into the UKG system:

General User Information:

Click below to visit the UKG General User Training site for guidance on using UKG for your personal needs.

General Manager Dashboard

This section will help you understand how to locate the most important manager functions within UKG. Section details may vary based on individual roles and responsibilities assigned. As a manager, you will need to become comfortable using your menu and your notification bell.

Managing Your Notification Bell

Managers should review their notifications frequently. The following information details out recommentdations and what you will find when reviewing these notifications.

Notification Bell

Your notification is located in the top right-hand corner of your dashboard. The bell is one of the most important features in UKG for managers. The system will alert you with important information for necessary for your review.

It is strongly recommended that you review your notifications multiple times throughout the day.

  • My To Do Items

    Accessible via the Bell, the My To Do Items section is a centralized, actionable dashboard hub designed for managers to efficiently handle pending, time-sensitive tasks related to your direct reports.

    Timecard Requests: Timesheets submitted by staff pending approval.

    Time-Off Requests: Pending vacation or sick leave requests.

    Exceptions: Timecard issues like missed punches, unexcused absences, or long breaks.

    Swap/Cover Requests: Requests from employees to swap shifts or find coverage.

    Manager Actions: Directly Approve, Reject, or Modify requests within the panel. 

  • My Notifications

    Accessible via the Bell, the My Notifications feature for managers acts as a centralized, real-time messaging inbox—often accessed via a bell icon in the top-right corner of the screen—designed to streamline the management of employee requests, timecard exceptions, and approvals. It allows managers to stay informed about your team’s activities and act on pending tasks without navigating away from your current page. 

    System Messages: Alerts regarding request periods opening or closing.

    Attendance Alerts: Notifications on perfect attendance or infractions.

    Document/HR Alerts: Information regarding missing employee documents or pending signatures.

    Overtime Warnings: Alerts that employees are approaching or have reached overtime thresholds.

    Group Edit Results: Notifications confirming if a bulk update to employee timecards succeeded or failed. 

  • My Checklists

    Checklists for managers in UKG are automated, customizable tools designed to streamline HR processes, employee onboarding, performance management, and payroll, often triggered by specific events like a new hire. They allow managers to track progress, ensure compliance, and receive notifications for required tasks directly within your dashboard. 

    Onboarding Checklists: Steps to complete for new hires.

    Compliance/Training: Checklists for on-the-job training (OJT) or policy acknowledgments.

    Offboarding Tasks: Tasks related to employee termination.

    Manager Actions: Marking items as complete, uploading documents, and signing off on tasks. 

Understanding Your Manager Menu

As a manager, when you click the menu in the top left corner, you will have access to three tabs: My Info, Team and Settings. The materials below will provide information on using these tabs to manage your team effectively.

  • My Info

    This tab is used to manage your personal information and work-related tasks as an employee and individual contributor. 

  • Team

    This is the central hub for managing your direct reports. It provides visibility into employee data and allows you to perform supervisory actions.

  • Settings

    This area is used for configuration and administrative preferences.

Managing Your UKG Tabs

My Info -for Managers

You will use the My Info tab to access and edit your personal information within the system.

There are several manager functions that are also found within the My Info tab. The sections below will help you navigate these functions as a manager.

Use the employee training site for general user guidance on accessing and editing your personal information:

Delegations

As a manager, you may choose to delegate tasks and responsibilities to other employees. To access delegations, go to:
My Info > My HR > Delegations

Key Features of Delegations

  • Approval Authority:

    The assigned “Delegate” can take action on your team’s behalf, including approving timesheets, time-off requests, and performance reviews.

  • Workflow Specificity: 

    You can delegate “All Workflows” or limit access to specific tasks, such as only timekeeping functionality.

  • Schedule Access

    Delegations are configured with a Start and End Date, meaning the permissions automatically expire when you return.

  • Role Switching:

    To act as you, the delegate must manually switch roles within their profile settings (often by clicking a gear icon or an arrow next to their name).

  • Notifications: 

    While you may still receive email notifications, the Delegate typically must log in and check their “To-Do” queue to see your pending tasks. 

Delegation Training Materials:

How to Set Up Delegations

Learning Center

As a manager, you also have access to UKG-established training documents and forums. To access the learning center, go to:
My Info > Help

My Learner Dashboard

Click SHOW MY LEARNING JOURNEYS to review all available and assigned learning.

You can browse available learnings and search for additional resources.

UKG Community

The UKG Community is your go-to guide and networking hub for mastering the platform. For managers, it’s a massive online portal where you can find expert answers, peer collaboration, product updates and training resources.

Team -for Managers

Managers will utilize the Team tab to manage most of their employee information. Options may vary depending on your role within the organization.

Open each section to find training materials, tips and tools to assist you in your role as a manager.

My Favorites

  • My Favorites

    The items shown as favorites can be customized. The following list shows the default items selected by UKG. Additional information on each section is available below.

    My Employees

    Employee Information
    Employee Password Reset

    My Team Timkeeping

    Timesheets Pending Approval
    All Current Timesheets
    All Timesheets By Pay Period
    Time Off Requests Pending Approval
    All Time Off Requests

    My Reports

    My Saved Reports
    Detailed Hours
    Detailed Hours Overview
    Calculated Time Summary
    Time Off Calendar by Month
    Exceptions

    My Information

    My Profile
    Update My Information
    Update my Password
    My To Do Items
    My Workflow Delegations

    My Pay

    My Pay Statements
    View My Direct Deposit
    Update My Direct Deposit
    View My Tax Information
    Update My Withholding
    My W2s

    My Time

    My Current Timesheet
    My Historical Timesheets
    My Timesheet Change Requests
    My Time Off Requests
    My Account Details

    My Benefits

    My Benefit Plans
    My Enrollment Plans

    My Company

    Org Chart
    Documents
    Announcements
    Events

Time

  • Time Management

    Here you will find time-related materials and training materials for managing time for your employees

    • Dashboard

      Here you will find your individual manager dashboard. It can be customized to your preferences.

    • Timesheets

      Here you will find time-related material and training guides.

      Timesheet Approval Deadlines: 12:00 PM on payroll Monday

      Timesheet Actions:

      Pending Approval
      By Pay Period
      Current
      All Open

      Timesheet Management Learner Guide:

      Timesheet Maintenance Learner Guide

      Video Materials:

      Timekeeping: Manager Role
      Timekeeping: Breaks and Deductions
      Timekeeping: Exceptions

    • Tips & Timing: Processing Timesheets

      Review Timesheets

      • Check employee punches regularly
      • Look for:
        • Missed punches
        • Duplicate punches
        • Long shifts or unusual hours
      • Confirm hours appear reasonable

      Edit or Correct Punches

      • Add or adjust punches when needed
      • Include supervisor notes when making changes
      • Communicate with the employee if clarification is needed

      Approve Timesheets

      Initial expectation:
      ✔ Do your best to be accurate
      ✔Ask questions if you are unsure

      Timesheets must be approved by the weekly payroll deadline

      Time Sheet Deadlines:

      Noon CST on Payroll Monday

    • Tips: Best Practices for Managers

      • What Must Be Paid (Non-Exempt Employees)

        Minnesota & Federal (FLSA) Compliance

        Pay for all hours worked, including:

        • All time employees are allowed or required to work
        • Pre/post-shift job duties (setup, login, closing tasks)
        • Required training and meetings
        • Travel between job sites during the workday

        Never remove worked time, even if it was not approved in advance.

      • Overtime Rules

        Overtime is paid at 1.5x after 40 hours in a workweek

        No daily overtime requirement (MN or Federal)

        Hours cannot be averaged across weeks

        Supervisor Action:

        Address unauthorized OT through coaching, not time edits

        Review weekly totals before payroll

      • General Time Off Requests

        General Rule –All time off requests:

        Must be reviewed and approved timely

        Must be submitted through the timekeeping system in UKG as well as QGenda, where applicable

        Must align with available accrued balances

        Must be coded correctly in UKG (PTO vs ESST)

        Must be reviewed and approved timely manner

      • PTO (Paid Time Off)

        Manager/Supervisor Responsibilities

        ✔ Confirm employee has sufficient accrued PTO
        ✔ Ensure correct pay code is used
        ✔ Review for scheduling and coverage impact
        ✔ Approve or deny based on policy and operational need

        PTO is employer-defined; follow policy for:

        Unpaid time leave

        Accrual caps

        Carryover

        Blackout periods

      • ESST (Sick & Safe Time)

        What ESST Covers

        Employees may use ESST for:

        • Their own illness or injury
        • Caring for a family member
        • School or childcare closure
        • Domestic violence, sexual assault, or stalking-related needs

        Accrual Basics

        • Used minimally in 15-minute increments
        • Accrues at minimum of 1 hour per 30 hours worked
        • Up to 48 hours per year, under the accrual policy
        • Must be available for use as it accrues (no delay)

        Manager/Supervisor Responsibilities

        ✔ Ensure ESST is used when applicable
        ✔ Do NOT require employees to use PTO before ESST
        ✔ Do NOT deny ESST if time is available
        ✔ Approve ESST without requiring details beyond MN ESST guidelines
        ✔ Ensure pay is issued when ESST is used

        ⚠️ You may not:
        ❌ Require employees to find coverage before using ESST❌ Discourage or penalize use of ESST
        ❌ Ask for details beyond what policy allows

      • Balance & Pay Verification

        General Rule –All time off requests:

        Before payroll closes:

        • Confirm requests do not exceed available accrued time
        • If insufficient balance:
          • Follow policy (unpaid, partial paid, or future accrual)
        • Ensure time off is reflected accurately on pay statements

        Common Issues to Watch For

        • Denials that conflict with MN ESST law
        • ESST incorrectly coded as PTO
        • PTO used when ESST should apply
        • Negative balances without approval
        • Time off taken but not recorded

        Escalate to HR/Payroll if:

        • You’re unsure whether time qualifies as ESST
        • An employee disputes a denied ESST request
        • A balance appears incorrect
        • A request involves protected leave or accommodation

        You’re unsure whether time qualifies as ESST

        An employee disputes a denied ESST request

        A balance appears incorrect

        A request involves protected leave or accommodation

      • Meal & Rest Breaks

        Meal Breaks

        • Must provide, upon employee request, after working 6 consecutive hours
        • Employees are required to notify supervisors at the beginning of each shift. Notification based on department policy
        • Employer is allowed to schedule time and designate the time lunch is to be taken
        • Meal breaks should not be scheduled at the beginning or the end of a shift
        • Employer is not required to modify a scheduled shift duration for meal break
        • Unpaid only if employee is fully relieved of duties, employee is to punch out/in for the duration or take 30 minutes for the auto punch if applicable

        Supervisor Action:

        • Provide adequate breaks, up to 15 minutes in duration, every 4 hours of work.
        • Remove auto-deduct meals if employee works through them, for applicable employees
        • Ensure meals are taken and recorded correctly

    • Overtime

      This section provides direct access to the following:

      Pending Approval
      History

      Training Materials:

      Timekeeping: Overtime (Video)
      Viewing Employee Overtime History

    • Time Off

      This section provides direct access to the following:

      All Open
      Pending Approval
      Request
      History
      Balances
      Time Off Calendar

    • Reports

      This section provides direct access to the following:

      Calculated Time
      OverTime
      Time Allocation
      Time Off Calendar

Accruals

Schedule

Schedule management will not apply to all managers. Use this section if you are managing schedules within UKG

  • Dashboard

    Click for a calendar view

  • Team Setup

    View and adjust your team setup.

    Here you can view your team’s availability and preferences

  • Basic Scheduling

    This section includes the following:

    Employee Schedule Cycles

    Generate Schedules

    Schedules

HR

This section includes all the HR actions to ensure your employee information is accurate.

  • HR Actions

    HR actions are digital request forms used to formally initiate official changes with HR.

    This section includes all of the HR action forms available to you as a manager. Please view the training below for specific instructions on each form. Available actions may vary based on your individual role.

    You can view Available, Open and Submitted HR Actions. Switch to the My Info section to manage your personal HR Actions here.

    Please perform all requirements when submitting your HR Actions and make sure to click to submit to HR.

    Submitting Documents to HR

    Click the blue Submit to HR button to ensure your information is received by the HR team.

    Service Level Agreements

    Service level agreements will vary by the type of HR action. Use the outline below as a guide for HR and payroll processing and turnaround.

    24 Hour Processing

    Hire Employee
    Involuntary Employee Termination

    Standard Processing

    Status Change Request
    Voluntary Employee Termination
    Upload Documents to Human Resources

  • Checklist

    The checklist sections under HR Actions are primarily used to manage employee lifecycles and administrative updates.  Checklists that require your review will also show up in the bell/alert notification section on your dashboard

    These checklists can be customized for you as a manager and may include:

    • Employee Information
    • Demographics
    • Payroll & Withholding
    • Timekeeping and Scheduling
    • Onboarding/New Hire Paperwork
    • Benefits
    • Performance Reviews

  • Forms

    Here you can find forms available within the UKG system.

    You can search by Available, Open and Submitted forms.

  • HR Maintenance

    In this section, you will find the following:

    Assets Assignments

    Employee Documents

    Incidents

  • Employee Maintenance

    In this section, you will find:

    Badges

    Password Reset

    Password Unlock

    Termination Details

    Training Materials:

    Reset Password

    Unlock Password

  • Reports

    In this section, you will find access to the following:

    Calendar

    • Anniversary Calendar By Month
    • Anniversary Calendar By Week
    • Anniversary Calendar By Year
    • Employee Calendar

    Employee Maintenance

    • Base Compensation History
    • Job Change History

    HR Maintenance

    • Employee Contacts
    • Employee Headcount
    • Employee Roster
    • Employee Status Change
    • Pay Grades (assigned to employee)
    • Seniority
    • Workflow Delegation

    Turnover

    • Turnover Statistics

Learning

This section allows you to view credentials for your team

Recruitment

This section will aid in your success in hiring new employees

  • Job Requisition

    Here you will find any available job requests for your department

  • Candidates

    Here you will find information on the following:

    Applicants

    Applicant Interviews

    Recruitment Questionnaire Answers

    Job Applications

    You can communicate directly with

  • Offer Letters

    All employee offer letters will be stored here

  • Applicant Check list

    Both the applicant Checklist and the Checklist Items are stored here

Payroll

This section allows you to view specific labor distribution reports for your team

General Assistance

Support

You’re not on your own — support is available.

Contact the IT service desk for system support or access issues: servicedesk@eppahealth.com

Contact HR for time and benefit questions: humanresources@eppahealth.com

Contact payroll for pay-related concerns: payroll@eppahealth.com

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