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Welcome to UKG

EPPA has created a UKG Conversion checklist and FAQs to assist in your UKG learning journey. 

Understanding UKG

  • What is UKG?

    UKG is EPPA and The Urgency Rooms new system for managing your work-related information in one place. It replaces multiple tools by giving you a single, secure location to clock in and out, submit your timecard, request time off, and view pay-related information.

    UKG is designed to be easy to use on both desktop and mobile, and helps ensure your time and pay are accurate.

  • What can UKG do for me?

    UKG gives you more visibility and control over your time and pay without needing to wait for paper forms or manual updates. With UKG Ready, you can:

    • Clock in and out (desktop, mobile, or time clock, where applicable)
    • Review and submit your timecard each pay period
    • Request and edit time off and view accrual balances
    • View pay statements and tax documents
    • Update personal information such as contact details and direct deposit
    • Receive important notifications and reminders related to time and pay

  • Where do I go if I need help?

    If something doesn’t look right with your time or pay, please reach out as soon as possible so it can be corrected before payroll is processed. You’re not on your own — support is available.

Getting Started

If this is your first time using UKG, you will need to log in to get started. Look for a login email from UKG with your temporary username and password. The email will come from: noreply@sasshr.com.

UKG Email: noreply@sasshr.com

Emails from UKG (noreply@sasshr.com) are important. Please know this is a safe sender and review the messages in a timely manner. Email messages are intended to provide you with important updates about your information with UKG.

Use the links found throughout this training website to provide step-by-step instructions for some of the most common functions performed in UKG.

Videos

Navigating the Mobile App (if applicable)

General User Maintenance

This section will help you understand how to locate the most important functions within UKG. Section details may vary based on individual roles and responsibilities assigned.

Notification Bell

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

Your notification bell provides you with three tabs: My To Do Items, My Notifications, and My Checklists

  • My To Do Items

    Here you will find items that require action from you:

    • Task Assignments: Specific “To Do” items assigned by HR, such as acknowledging a new policy or signing a document.
    • Missing Punches: Notifications that require you to go to your timesheet and enter a forgotten clock-in or clock-out punch

  • My Notifications

    This is your informational feed. These messages usually confirm that an action has taken place or alert you to a status change:

    • Request Status Updates: Confirmation that your own time-off request was approved or denied by your manager.
    • System Alerts: Notifications when a timesheet has been submitted or signed off.
    • Company Announcements: Broadcast messages or huddle updates sent by your organization to all employees.
    • Payroll Alerts: Messages regarding direct deposit changes or the availability of new pay stubs

  • My Checklists

    This tab houses structured, multi-step workflows that often involve uploading documents or completing several related forms:

    • Onboarding/New Hire Tasks:
      A list of items for new employees, such as verifying personal info, tax withholding forms (W-4), and setting up direct deposit.
    • Compliance & Certifications:
      Items requiring you to upload copies of licenses, TB test results, or drug screen documents.
    • Open Enrollment:
      Step-by-step guides for selecting or changing benefit plans during the annual enrollment period.
    • Offboarding:
      A series of final tasks for employees leaving the company, such as equipment return checklists.

Understanding Your UKG Dashboard

Your UKG dashboard may look different depending on your role. The dashboard is intended to help you easily locate the information that is most important to you as an employee.

UKG Menu & Alert Bell

Training Materials

Becoming Familiar with Your UKG Dashboard

Missing Punches:

Missing punches will be called out on your dashboard when you log in. If you punch in via mobile or using a UKG facial recognition timeclock, an alert will display on your phone or the timeclock the next time you attempt to clock in.

Clocking In and Out -Dashboard View

Hourly Employees

How and where you clock in and out will vary by employee role and location. View the following training materials as it pertains to your role within the organization. Most hourly employees, regardless of where they are required to clock in, will see the clock functionality on their dashboard.

Check with your manager or supervisor to determine the correct method for clocking in based on your role.

Editing your individual punches is covered below. See: My Info > My Time

Utilizing Your Menu in UKG

Employees will see two tabs in their UKG menu. My Info and Team. These training materials will provide information on using these tabs to view and update your information.

My Information & My Favorites

My Information

Here you have access to view your personal information. Each section shows the current information in UKG for each category.

  • My Profile: Changes to your profile should be requested using the appropriate HR Action noted below.
  • Change Password
  • Change Security Question
  • Notification Preferences

Training Materials:

View My Profile

Favorites

The Favorites section is designed to give employees quick access to their most frequently used, personal, or relevant tools and information.

  • My Information
  • My Pay
  • My Time
  • My Benefits
  • My Company

Details for each section are in the dropdowns below. The following are the defaults chosen by UKG

My Time

Here is where you can view and manage your time, time off, and historical information. Open each section to find additional information and training materials.

Timesheet

  • Current Timesheet

    The Current Timesheet page serves as the central hub for employees to track their hours, manage schedules, and ensure they are paid accurately.

    You can view and make changes to your timesheet.

    You must SUBMIT your timesheet for approval at the end of the pay-period.

    Time Training Materials:

    Current View:
    Viewing My Timesheet

    Make Changes or Edits to Your Timesheet:
    Time Changes & Missed Punches

    Timesheet Approval:
    How to Submit Your Timesheet for Approval

    Make Changes to Your Location/Cost Center:
    Update Cost Center

    Be sure to click Submit Changes when you are finished making any edits. The request will be sent to your supervisor or manager for approval. Once it is approved, your timesheet will be updated.

    If your timesheet is rejected, you will receive an email and can follow the prompts in your alert bell for My Notifications or My To Do Items.

  • Historical Timesheet

    In the Historical Timesheet (or Historical Corrections) section of UKG, employees manage their records for pay periods that have already been signed off and processed for payroll.

    Key Characteristics of Historical Edits:

    • Payroll Impact: Approved historical edits typically trigger a “historical correction” that is paid out on the next available pay period rather than re-opening the old one.
    • Locked Interface: The background of historical timecards may appear gray to indicate they are in a “signed-off” state and require specific “Enable Edits” permissions to change
    • Visual Indicators: Historical corrections are often marked with a diamond icon or a specific note like “Edited after sign off” to distinguish them from regular entries.

  • Change Requests

    In the Change Request section of UKG, employees see a personalized view proposing specific adjustments to their time records and a tracking log to monitor the status of those requests.

Time Off

  • Request
    • Not all employees will request their time off in UKG. Your manager or supervisor will inform you where you are required to submit time-off requests
    • If you are submitting time off requests in UKG, you will start your request here. The request will be sent to your supervisor or manager for approval. Once it is approved, your timesheet will be updated.
    • If your request is rejected, you will receive an email and can follow the prompts in your alert bell for My Notifications or My To Do Items.

    Training Materials:

    Submitting Time Off Requests in UKG or Adding/Editing an Existing Request:

    Adding, Editing & Updating Time Off

  • Time Off History

    Here you will be able to view your historical time off requests.

    You can choose to view the following periods:

    Next 365 days
    Past 365 days
    Next 3 months
    Past 3 months

  • Balances

    Here you will be able to view your Time Off Balances. You can also make time off requests directly from this page.

    You can view PTO, ESST, and Floating Holiday hours as they apply to your position.

    You can view the following for each category:

    • Available Balance
    • Current Accrued
    • Projected Accrued
    • Current Balance
    • Projected Balance
    • Taken
    • Scheduled
    • Requested
    • Previous Carry Over
    • Projected Carry Over
    • Expiring Value

  • Calendar

    Here you can see a calendar view of your time off requests. You can also choose to link to your personal calendar by clicking Sync Calendar

  • Accural Details

    The Accrual Details page is where employees track their “earned” time, such as vacation, sick, and personal days.

    Training Materials:

    View My Accrual Balances

  • Historical Balances

    This view shows you a view of your historical balances. This is a snapshot of how you reached your current balances.

My Schedule

Here you will see your scheduled shifts and any upcoming holidays or scheduled time off. Schedule views and capabilities may vary by employee and role. Open each section to find information and training materials.

  • Schedule

    Here you will see your scheduled shifts and any upcoming holidays or scheduled time off. Schedule views and capabilities may vary by employee and role.

    Training Materials:

    View My Schedule
    Customize Schedule Views
    Schedules (video)

  • Availability/Preferences

    Employees communicate to the system (and their manager) exactly when they are able or willing to work. Employee views and functionality may vary in this section.

My Benefits

Here you will your benefit and enrollment opportunities. Open each section to find additional information.

  • Enrollment

    Here you will find information to your benefit and/or upcoming benefit changes.

    Open enrollment information will be available here during enrollment periods.

    You can also submit a life change event. Select Get started to begin the process. Once you click Submit, your changes will be sent to HR for review.

    Qualifying Events:

    • Beneficiary Changes
    • Birth/Adoption
    • Change in Spouse
    • Death of Spouse/Dependant
    • Divorce/Legal Separation
    • Leave of Absence
    • Marriage Partnership
    • Newly Eligible
    • Other Loss of Coverage
    • Position Change
    • Turning 65 (Actively Employed)

  • Benefit Plans

    Here you can see the self-service benefits section, including Basic Life, Dental, HSA, LTD, and Medical.

    You can view your benefit plans and edit your beneficiaries.

    You have access to view current, future, and waived benefits.

My HR

In the My HR section, your three categories represent the active tasks and formal records needed to manage your employment with EPPA and The Urgency Room: HR Actions, Checklists, and Forms. Open each section to find information and training materials.

  • HR Actions

    HR actions are digital requests used to formally initiate official changes with HR. Each employee will have three tabs at the top categorizing their HR Actions: Available, Open, Submitted.

    Click on any tab to start completing your task. Be sure to click SUBMIT to ensure your HR action is sent to the appropriate team for processing.

    Always verify your HR action appears in the submitted tab when you are finished.

    • Available

      .

      HR actions Click on Start on the right-hand side to begin the process.

      To complete your HR Action, click SUBMIT to ensure your HR action is sent to the appropriate team for processing.

      Example HR Actions You May Find:

      • My Update -Address
      • My Update -Contacts
      • My Update-Credentials
      • My Update -Direct Deposit
      • My Update -Name Change/Marital Status
      • My Update -Phone/Email
      • My Upload -Documents
      • Vaccine Accommodation -Medical
      • Vaccine Accommodation -Religious

    • Open

      Here you will find the CURRENT HR Actions that need to be completed

    • Submitted

      Here is a list of all of your completed HR Actions.

    The type of HR actions available to you as an employee will vary. When an HR Action is added or its status changes, the Bell Icon (in the Notification Center) is the primary way the system will alert you. Most HR actions that are added will also trigger an email from UKG (noreply@sasshr.com).

  • Checklists

    Employees will access assigned checklists here. When a new checklist is added or its status changes, the Bell Icon (in the Notification Center) is the primary way the system will alert you.

    You can view both Open and Submitted Checklists here.

  • Forms

    Here is where you will go to both view and edit necessary employment forms.

    • Government Forms

      Here you will find access to view and edit the following forms:

      1095-C
      1099-MISC
      1099-NEC
      I9s
      W2
      Withholding

      You can click on the forms to edit the information. You must click on the blue SUBMIT button to ensure your information is sent to HR for processing

      Training Materials:

      Update My Tax Withholding

    • Other Forms

      The Other Forms section is a “catch-all” digital filing cabinet for non-tax and non-standard company documents. While “Government Forms” holds W-4s and I-9s, Other Forms is used for internal, operational, or industry-specific paperwork.

      Documents stored here will evolve over time.

    • My All Forms

      Here you will find a list of all forms available to you as an employee.

My Career

The Career section in UKG is a specialized hub focused on an employee’s professional growth and internal opportunities within the organization.

  • Search for Jobs

    Employees can browse and apply for new roles within the organization without leaving the platform.

    • View Internal Postings: Access a dedicated “My Careers” board to see open requisitions specifically for current staff.
    • Job Descriptions: View full details, including required qualifications and responsibilities, for any internal opening.

  • Performance

    This area will store historical incident information.

  • My Learning

    Employees can go here to easily locate any assigned courses and curricula and track their progress.

My Pay

Here you are able to access information related to your pay, direct deposits.

To access and edit your tax withholdings, see the Forms section below.

My Company

Here you will find information specific to EPPA and The Urgency Room.

My Reports

Here you can view time-related reports

  • My Completed Reports

    Here you can view historical reports

  • Time Reports

    • Calculated Time

      Here you can review the following:

      Detailed Calculated Time

      This “Counters” report reveals the “behind-the-scenes” math performed by the UKG calculation engine. Key features of this report include:

      • Daily Calculation Summary: It provides a calculation summary for each pay code on each day, allowing you to see exactly how your total hours are being split.
      • Pay Code Breakdowns: It lists the “counters” (accumulators) for various categories such as Regular Time, Overtime, Double Time, and Shift Premiums.
      • Compliance & Audit: It is often used to ensure that complex labor rules (like overtime after 8 hours in a day or specific shift differentials) are being applied correctly before payroll is finalized.
      • Customizable Views: You can typically use the ellipsis (…) menu within the report to add or remove specific columns, such as different types of overtime counters, to see only the data relevant to your pay rule.

      Detailed Corrected Time

      Show enhanced details of any of your time corrections.

    • Time Allocation

      This section refers to how your worked hours are distributed across different labor categories or cost centers.

      This is helpful for employees who:

      • Work Multiple Jobs: It displays how many hours were allocated to each specific role or position.
      • Transfer Departments: If you “clock in” to a different department or location, the allocation section identifies the specific Cost Center or Labor Distribution that will pay for those hours.

Help

Here you will find a link to the UKG Learning Center.

Click to review information and tools to assist in your UKG journey.

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