FAQs • Castle Rock Intranet, CO • CivicEngage

Are Training Hours under “Activity”?: To track training hours, select “Training” in the Project field.

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Payroll

1. My sick and vacation accrual balances are not correct in UKG.: Your rollover balances are not calculated until after we process your Dec.30, 2022, paycheck. Accrual balances will be populated in UKG by the end of the day Friday, Dec. 30. If you have time off this week, you can still enter your sick, vacation, or personal time on your timesheet.

2. I don’t see my previously approved time off requests.: If you requested any time off in Executime from Dec. 24 through 2023, you will need to request the time off in UKG, as time off requests will not carry forward automatically.

3. Why do I need to enter my start/end times as well as lunch breaks?: This is required by law through the Fair Labor Standards Act which obliges employers to keep accurate time records for all non-exempt employees.

4. I can’t change my bank accounts.: The ability to change your bank account in UKG will not be available until this spring. Please fill out a Direct Deposit form available on The Depot here or email payroll@crgov.com.

5. I don't have access to certain pay codes or project codes. (i.e., On-Call, Training, Snow, Covid): Please log a ticket on the DoIT Help Desk. We can add the appropriate codes to your user account.

6. I'm a supervisor and I don't see all of my employees.: Please include the names of your employees in a DoIT Help Desk ticket so that we can add them to your user account.

7. I am not able to log in, what should I do?: Some users have had trouble logging in when using Chrome. You try logging with Microsoft Edge instead. If you still have issues logging into UKG after trying a different browser, please submit a DoIT helpdesk ticket.

8. Can I bookmark UKG for easy access?: We have had issues with bookmarking. Please create a shortcut instead. To create a shortcut, 1) Right click anywhere on your desktop. 2) select “New” and then “Shortcut.” 3) Enter the full URL (https://crgov.ultipro.com) in the box and click “Next.” 4) Enter a name for the shortcut, UKG for example, then click “Finish.” 5) This will create an icon on your desktop that you can click on.

9. I can’t change my bank accounts.: The ability to change your bank account in UKG will not be available until this spring. Please fill out a direct deposit form from The Depot here or contact payroll@CRgov.com

10. Why is there two-factor authentication?: UKG contains personal information which requires an extra level of security to log in. You are able to skip this process in the future if you select to “stay signed in.”

11. Can I delete the UKG Pro app after I have set up the UKG Ready app?: No, while you’ll log in and use the UKG Pro app, you’ll need to have the UKG Ready app on your mobile device for timekeeping to work.

12. How do I track irregular time off such as emergency callouts, snow readiness, etc?: It depends. The Project field is typically used to classify hours that are paid at your normal rate of pay such as training, on-call, snow plowing, costs traced, special events, or COVID sick time. The Activity field is used for time that pays at a different rate such as emergency call out, snow readiness, and voluntary contracts for police.

13. How do we change overtime hours to comp time? Likewise, how do we move holiday hours to our holiday bank?: Use “Move OT” to” Comp Time” or “Move Holiday” to “Holiday Bank” in the Activity field.

14. How do we submit FMLA hours?: For the time being, FMLA will be added as sick, vacation or personal time and HR will manually code this as FMLA Leave in the project field.

15. How do we submit time off for military deployment?: Select “Military” in the Project field.

16. What do I do if my project codes or activities are missing?: Put in a help desk ticket to be added to that group.

17. Are Training Hours under “Activity”?: To track training hours, select “Training” in the Project field.

18. What happens if I need to make a change to my timesheet after I have submitted it?: If your supervisor has not approved it yet, there is button to reopen your timesheet near the approve button. If your supervisor has already approved it, they will need to reject your timesheet before it can be reopened.

19. If I forget to “submit” my timesheet, will UKG automatically pull my hours?: You will still be paid for the hours represented on your timesheet.

20. Do salaried employees need to report time worked if on a flex schedule and they work more than 8 hours in a day or less than 8 hours another day?: Salaried employees are to report exception hours only. If they normally work a nine-hour day, they would record nine hours of sick, personal, or vacation hours.

21. If I request time off and then don’t take that time off, how do I ensure that the system doesn’t take those hours?: Salaried employees are to report exception hours only. If they normally work a nine-hour day, they would record nine hours of sick, personal, or vacation hours.

22. Where can I find my Notice of Deposit?: NODs are available in UKG Pro under Myself > Pay > Pay History.

23. Why do I need to enter my start/end times as well as lunch breaks?: This is required by law through the Fair Labor Standards Act which obliges employers to keep accurate time records for all non-exempt employees.

24. I’m a supervisor and I don’t see all of my employees.: Please include the names of your employees in a DoIT help desk ticket so that we can add them to your user account.

25. How do I approve timesheets?: In the UKG Ready menu in the upper left corner, go to Team > Timesheets > All Timesheets. In the Approval State column, “open” means a timesheet has not been submitted, “submitted” means it is ready for approval and ”approved” means that it has already been approved. From this screen, you can open the timesheet and click “approve” or mark the box next to their timesheet and click “approve” in the upper right corner.

26. How do I delegate my permissions to someone while I am out of the office?: In the UKG Ready menu in the upper left corner, go to My Info > My HR > Delegations. Select “add new” in the upper right corner.

27. If a supervisor delegates to another supervisor, do all of those timesheets go to that supervisor?: Yes.

28. If you delegate workflow, does that prevent you from approving your employees’ timesheets?: No, you can still approve time sheets and time off requests.

29. The dispatchers cannot see the various options in the “time off” drop-down menu.: If an option is not available, select the “browse” option to see more. There may be multiple pages of options available. If they still cannot see it, contact Payroll to have the additional code added.