Home UKG Oracle Community Works (Coming Soon)
General Questions
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What is UKG?
UKG (formally known as UKG Dimensions) is a time, attendance and scheduling application that will be replacing your current Kronos Workforce Central system.
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What will I be able to do in the new system?
End users will be able to view their schedules and timecards. Employees can also review and approve their timecard every pay period to ensure accuracy of pay. UKG offers Time Off requests for staff to submit their vacation requests electronically and for managers to be able to provide a quick respond.
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Do I still have to clock in and out with the new system?
Yes, non-exempt employees will continue to clock in and out at a timeclock as they do today. There will be some enhancements to the timeclock functionality which include department and work rule transfer and an enhanced attestation module to make managing timecards a more streamlined process.
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Can I fix my missed punches?
YES! You will now be able to submit a missed punch for your manager to approve if you miss a punch. No more filling out paper.
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Can I clock in and out in the application?
Only remote non-exempt employees that HR has identified will be able use the punch tile within the Dimensions system.
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Do I have to approve my timecard, is it mandatory?
It is not mandatory however it is strongly recommended that every employee review and approve their timecard for accurate pay.
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Can I edit my schedule in the application?
No, only your manager or timekeeper can edit your schedule.
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What if I don’t want to use my personal phone?
HUH is not requiring any employee to use their personal device to access the system. It is there for your convenience.
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How does my schedule appear in the system?
Managers and/or timekeepers will be entering your schedules into the application. Employees who are using the advanced scheduling module, more information to come.
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What if my schedule or timecard is wrong?
If your timecard is incorrect, do not approve. There are certain aspects of your timecard you can request to change via the application for manager approval. Schedules can only be changed by your manager. Details and instructions will be provided during training.
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If everyone needs a schedule in UKG, does that mean we have to put a set schedule in for all staff?
No, if an employee does not follow a regular schedule pattern, then you simply enter the time they do work for that scheduling pay period. You only need to add schedule patterns for those staff members who work the same schedule consistently week after week.
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How do I print a staff schedule?
Go to the "Data views & Report" tab then click on the report library. Under the scheduler tab, you will see a list of scheduling reports. "Location Schedule Monthly" is the most used. You can go to the manager resources​ for all job aids related to reports.
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What is considered late in UKG?
The system is set to flag any employee who clocks in 1 minute after their scheduled start time.
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I am a manager, timekeeper, or scheduler - Can I enter my own schedule?
No. The system will not let you enter your own schedule. Your manager, timekeeper, or scheduler will need to enter your schedule.
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I have more questions.
Employees can email UKGSupport@huhosp.org with any questions they have regarding upgrading to UKG Dimensions.
Training
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How will I receive training?
Employees will receive online eLearning training through HealthStream. It will be assigned to employees based on their role and exemption status. If you cannot find the training in HealthStream, please email Learning@huhosp.org.
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What if I need additional training support?
It is recommended that if you require additional assistance outside of normal training, you can start my emailing the UKGSupport@huhosp.org. We also recommended that you review the job aides available. Also Managers and Timekeepers are a good resource to help you address any questions.
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UKG Access
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Who will have access to the UKG application?
Every employee that is paid through Howard University Hospital payroll will be able to log into UKG via Desktop/PC, Tablet or Smartphone.
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How do I access the UKG application?
A "UKG" icon and shortcut was rolled out to all HUH computer desktops. If you cannot find the icon on your desktop, you can contact the HUH Helpdesk. If you are not using a HUH computer, you can login here.
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How do I log into UKG?
All HUH Employees will need to login to UKG with their Adventist HealthCare (AHC) AD Username and password.
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What if I do not know my AHC AD Username and Password?​​
If you do not know your AHC AD Username or Password, please call the dedicated AHC Service Desk Line for Howard University Hospital Employees at 1-866-288-0383 and let them know you are an HUH Employee that needs their AHC information. ​
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Do I have to log into the system every day?
No, however daily or weekly review of your schedule or timecard will increase accuracy and reduce corrections to your paycheck and allow HUH payroll to complete payroll processing in a timely manner.
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I am a manager or timekeeper but I do not see any employees in UKG. What do I do?
If you are a manager or timekeeper, please reach out to HRIS@huhosp.org with your direct manager attached to the email to inform the HRIS team to update employee information in UKG.
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How do I remove a terminated employee? What do I do with a terminated employee?
To remove a terminated employee or contractor from UKG, you need to submit the HUH employee separation form to HR. If you have already completed the HR process for terminations, the employee will no longer show up in your schedules or timecards approximately 35 days after their termination (or last day of employment) date. Any employee who is terminated must have their schedules removed after their termination date in UKG. You can always access terminated employees by using the Employee Search function.
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How does my staff get the punch tile in UKG as they are not remote?
There is a flag in the HR System of Lawson that classifies someone as remote or hybrid. If a new hire or transfer employee starts, you need to notify HR to assign them the remote or hybrid worker flag. If your staff is no longer remote, please reach out to HR to remove the remote or hybrid worker flag.
Advanced Scheduling
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Who can edit schedules?
Managers, HR, and Payroll.
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Will there be group of employees for self-scheduling?
​​​This decision has not been made yet. The system has the ability to handle groups but currently does not have an employee group that can self-schedule. ​​
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Will Dimensions be able to know which Holiday Pay each employee will receive?
In Dimensions, if the employee qualifies for holiday and works on the holiday, the system will calculate the holiday pay. If the employee is off the on the holiday, the manager would then need to add the appropriate pay code.
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How is On-Call or Called-In time accounted for?
All of the on-call/called-in will not be controlled by entering an on call shift in the schedule. When the employee gets called in and punches in, the system will then calculate the called-in pay.
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Can we send a notification from the staffing dashboard?
Yes, please see the “How to Notify Employees in Staffing Dashboard” Job Aid.
Payroll Related Topics
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Will HUH continue to use Lawson for pay stubs?
Yes, Howard University Hospital Payroll is still using Lawson to populate paystubs. The information from UKG will used to populate the hours worked, vacations and sick accrued, as well as deprecate the actual vacation and sick hours used.
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Can I request sick time off?
No, only vacation time can be requested in UKG by employees for their managers to approve. It's at the discretion of the manager on whether sick hours, vacation hours, or leave without pay is entered into the system when an employee is not present for their scheduled time. ​All HUH Employees will need to login to UKG with their Adventist HealthCare (AHC) AD Username and password.
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What if I do not know my AHC AD Username and Password?​​
If you do not know your AHC AD Username or Password, please call the dedicated AHC Service Desk Line for Howard University Hospital Employees at 1-866-288-0383 and let them know you are an HUH Employee that needs their AHC information. ​
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Do I have to log into the system every day?
No, however daily or weekly review of your schedule or timecard will increase accuracy and reduce corrections to your paycheck and allow HUH payroll to complete payroll processing in a timely manner.
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I am a manager or timekeeper but I do not see any employees in UKG. What do I do?
If you are a manager or timekeeper, please reach out to HRIS@huhosp.org with your direct manager attached to the email to inform the HRIS team to update employee information in UKG.
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Why can't I add a pay code to the timecard?
Since all employees are required to have a schedule in UKG, all pay code edits must be done in the schedule.
Time Off
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Who can request time off?
All employees who have a regular schedule can request time off through UKG. UKG will not allow employees to request for time off that they do not currently have accrued in their vacation hours balance.
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Can I see how many hours I have accrued in vacations so far?
Yes in UKG, you can see how many hours of vacation have been accrued so far. At the end of the payroll process, that information will be updated from Lawson into UKG and is accounting for any future vacation that has been approved.
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Who will approve my time off request?
Your manager or timekeeper will need to approve or deny the time off requested. Managers and timekeepers will be able to provide comments on the request.
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How will I be notified when the manager or timekeeper approves or denies my request?
Employees will receive an email to their HUH email address regarding whether their request is approved or denied with any comments. You will also see it when you log into UKG on dashboard.
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Can I request Sick time off?
No, Employees cannot request sick time off. Managers and Timekeepers would need to enter sick time into the employee's schedule. If no sick time is available, it is the managers or timekeepers' discretion to input a "Leave without Pay" or utilize vacation time instead of sick.
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Will the Manager be notified if the Employee is on vacation?
Manager will receive a notification with the employee has request vacation time off.
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Will the vacation time be reduced when the employee's vacation request is approved?
Yes, in UKG the vacation time is reduced when the vacation has been approved. Once the vacation is taken, then it will be deducted from the employee's record in Lawson.
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What if my plans change or I no longer need the vacation time that has been approved?
Employees can cancel their vacation if the vacation time is more than 3 days out. If the vacation is scheduled within 3 days, the manager or timekeeper will need to be informed to update staffing schedules.
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How will Family and Medical Leave Act (FMLA) be managed in UKG? Will employees be able to request FMLA through UKG?