UKG Pro Cheat Sheet for Target Team Members

1. Golden rule: verify somewhere else

Never trust the screen where you made the change. "Submitted" only means received. Balances and timecard change only after Approved, sometimes after an overnight recalculation.

2. Check your schedule the right way

Filters in My Schedule can hide whole shifts. Missed hidden shifts count as no call / no shows.

• Clear filters or select all shift types. Transfer or split shifts (part in another department) may not show under the plain "Shifts" filter.
• Fewer shifts than usual this week? Assume a display problem first and ask your TL.
• Screenshot your schedule and copy shifts to your personal calendar.

3. Dates: the #1 cause of failed requests

• Use the date picker and tap Done. A typed date can look accepted but not register.
• Typed it anyway? Press Tab after.
• Next / Submit does nothing = the date was not accepted. The error message may be off-screen.
• Closing the side panel discards the request with no warning.
• No toast like "We've received your time-off request" = not submitted.

4. Call-offs and sick time (Backfill)

To get sick pay for a past date (for example, the uncovered part of a shift someone partly picked up):

1. Request time off → type Backfill – Stores
2. Pick the date with the picker → Done → Next.
3. Duration: Hours. Start time = start of the uncovered part; duration = uncovered hours.
4. Deduct from: Pay Hrs – Accrued Sick Time. The default is Vacation, so change it.
5. Submit → wait for the toast → confirm "[Submitted] Backfill" under that date in My Schedule.

• A call-off may be auto-coded Att – Absent – Other for the whole shift. Backfill adds pay but may not change that code. Ask HR to recode so it isn't an unexcused absence.
• Backfill is not auto-approved. Sick balance drops only after approval (watch Planned Takings).
• Backfill has its own submission period, listed on My Schedule.
• In Arizona, earned paid sick time (A.R.S. § 23-374) can't be counted as an absence for discipline. Other states have their own rules.

5. Availability changes

• New patterns start on a Sunday, usually about 3 weeks out. Pick the earliest Sunday offered.
• Use Show list, not the graph, to see exact times.
• Several days at once: check them → Edit availability → set times → Replace previously scheduled availability (Merge only adds).
• Block a whole day: Status Unavailable, 12:00 AM – 12:00 AM.
• On Review, check the +/- hours per day and the weekly total before Submit.

Overnight looks wrong but is correct. UKG stores availability per calendar day:

Mon 1:00 PM ─────────── Tue 2:00 AM
  └ Mon: 1PM–12AM ┘└ Tue: 12–2AM ┘

• The 12–2 AM piece is the tail of the previous evening, not an early start.
• Saturday's after-midnight tail may need an explicit Sunday 12:00–2:00 AM entry.
• A fully Unavailable day also cuts the previous evening at midnight.

6. Time off for separate days

• Use Add another date to put several non-consecutive days in one request.
• The request list shows a range ("12/01 – 12/16"). That does not mean every day in between.
• The real days are in the right panel: Requested Dates → Paycodes.
• Old requests can sit in Submitted forever. Cancel stale ones so managers aren't confused.

7. When the app fails

• Set up Face ID / biometric login now, before a 4 AM call-off.
• Screenshot the error with the time visible. It's your proof.
• Save the store number. Reported tip: if you hear "this store is not currently open," press 0 to reach a manager.
• Pay looks short? Compare Timecard with your own notes and fix it with a punch correction (hours as decimals: 15 min = 0.25).

8. For managers: why it feels broken

Most "UKG doesn't work" moments are UI and configuration, not failed transactions:

Two things combine:

1. No feedback on system state. Most "UKG doesn't work" moments are UI and configuration, not failed transactions:

• Silent validation: no visible error, the button just does nothing.
• Panels that discard input without warning.
• Data shown the way the database stores it (overnight splits, date ranges).
• Results that appear only after approval or overnight recalculation.

2. Automatic consequences for failures that aren't the team member's. Schedule filters can hide transfer/split shifts. A missed hidden shift becomes an NCNS, attendance points accrue automatically, and several in a row can deactivate the team member, with no human check at any step. The first visible symptom is often "Team Member is not active" at the time clock, after the damage is done.

What helps:

• The transaction usually went through. Verify in Control Center or Timecard before re-entering, to avoid duplicates.
• A quick call to a team member with a sudden NCNS can catch a display problem before it turns into a termination.
• If a deactivation was caused by a hidden shift or a silent UI failure, escalate to HR for reinstatement and point recode. Team members' timestamped screenshots are the evidence.

The transaction usually went through. Verify in Control Center or Timecard before re-entering, to avoid duplicates. A quick call to a team member with sudden NCNS can catch a display problem before it becomes a termination.