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Accessing UltiPro Time Management (UTM)

1. From your UltiPro homepage, mouse-over “My Team” in the menu bar.

2. Click on “Time Management.” It will open up a new window. NOTE: Turn off the Pop-Up Blocker on your Internet Browser

John Doe

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Navigating the Summary Page 1. Upon opening Time Management, you will see the Summary page.

2. Verify the “Date Selection” is for the pay period you want to view. It defaults to the Current

Pay Period.

3. Using the “Employee Search” field, you can look up an employee by last name.

4. If you manage multiple departments, specify the department you want to view using the “Group/Filter By” option. The default option is “All”, allowing you to view all your employees, even if they work in different departments.

5. The Summary table contains columns which you can use to sort information. Click on the column heading you wish to sort by (1 click for Ascending order, click again for Descending order). For example, you could sort by Missed Punches, so all time sheets with missed punches are sent to the top of the list. 8

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Viewing and Editing an Employee’s Time Sheet

When you click on an employee’s name, it will bring you to their timesheet. Here you can view the employees hours and make any necessary edits. On the left side of the screen is a summary listing the rest of the employees in your department. This allows you to move quickly to another employee’s time sheet without having to click back to the Summary tab. You can collapse this sidebar by clicking the X in the top right corner.

Doe, Jane

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2. When you tab or click over into another column, the military time automatically reformats to the correct A.M./P.M. time.

3. The final step is to click “Save,” and the hours for that day will be entered and calculated on the employee’s time sheet. Always click “Save” after making ANY changes to an employee’s timesheet, otherwise your change will not take affect.

Missed Punch - Adding an IN or OUT time

A missed punch is indicated by a red block in either the “IN” or the “OUT” column. We can see that this employee has a missed “OUT” punch on Friday, Nov. 23. 1. Click into the red block and type in the correct punch time. Best practice is to enter military

time to avoid accidentally entering an A.M. time for a P.M. time. Here I entered 1600 for 4:00 P.M.

Doe, Jane

5 Adding a Complete Shift

What if an employee did not clock in OR out? In that case we need to add a new shift from scratch. 1. Click a blank field under the “Date” column. If you have run out of extra lines on the

timesheet, click “Add Record” at the bottom of the sheet to add another line. 2. Select the date the employee worked.

3. Click into the next column to select “Pay Code”. 4. For regular worked hours, select 0[WORK HOURS].

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5. Enter the IN and OUT times that the employee worked using military time.

6. Click “Save” and the employee’s default Job, Department, Division, and Outlet will auto-populate.

Adding a Complete Shift Continued...

Doe, Jane

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Adding a Missed Lunch

A 30-minute unpaid break is automatically deducted after an employee has worked 4.5 hours. If an employee was unable to take their break, you need to add the missed lunch to their timesheet. 1. A missed lunch is added like a new shift. Select the date of the missed lunch. 2. For Pay Code, you will select 8[NO LUNCH TAKEN]

3. In the “Reg” hours column, you will enter 0.5 to add back in the 1/2 hour that was auto-deducted. You do not enter an IN or OUT time. 4. Click “Save” in the upper left corner. Again, the default Job, Department, Division, and Outlet will auto-populate.

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Adding a SHOW UP PAY

Adding Show Up Pay for an employee is very similar to adding a Missed Lunch. Our policy is to give show-up pay to employees if they are called off work and were notified after 12:00 p.m. on the previous day. 1. Select the date to add show up pay 2. For Pay Code, select 9[SHOW UP PAY] 3. In the “Reg” hours column, enter “2” for 2 hours. You do not enter an IN or OUT time. 4. Click Save.

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Coding Hours to a Different Job and/or Department Sometimes employees work in a different job and/or department than their default. In order for the hours to be paid and charged correctly, the Job, Department, Division, and Outlet need to be changed on their timesheet. The employee below has a default job of Ticket Clerk, but let’s say the hours on Friday Nov. 23 were actually spent answering phones for the Admin Office. 1. Click the Job category for the shift you would like to change. You will see a long drop down list of job titles. Choose the correct job title from the list. NOTE: For the hours to be paid correctly, the job must already be added as a “Secondary Job” in the employee’s core record. Contact HR to learn how to add a Secondary Job for an employee.

2. Continue through the next columns, adjusting them all to reflect the correct Department, Division, and Outlet. (Only Food and Beverage needs to specify Outlet; for all other departments select ORGLV3 [Default Organization Level 3])

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Approving Time Sheets for Payroll All timesheets with hours must be approved by department managers by 12:00 p.m. Friday on the day after the pay period ends. See the staff site calendar for dates of all payroll deadlines. NOTE: Managers are able to reset an APPROVED time sheet’s status to “OPEN” if changes need to be made. However, once HR has changed the status to “PAYROLL”, only HR is able to re-open it for changes. There are three ways to approve a timesheet: 1. From the Summary Page: One Employee at a Time • From the Summary page, look at the Date Selection and make sure it reflects the correct

pay period. If it is the Friday after the pay period has ended, you will need to click the drop down and select “Last Pay Period.”

• For each employee with hours on their time card, click the Timesheet Status drop down field and select “Approved.” Remember to click through all your pages of employees so none are forgotten. Tip: Click the “Reg.Hr” column heading to sort the timesheets in order of hours, so all the timesheets with hours will be brought to the top.

• Click “Save” after approving all the timesheets on one page. Do not click to a different page without saving first!

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Approving Time Sheets for Payroll Continued... 2. From The Summary Page: One Page at a Time • To approve an entire page at once, click “Approve this Page.” All the Timesheet Statuses

will change to “Approved.” • Click “Save.” Always save your work before moving to a new page!

3. From Within an Employee’s Timesheet • When viewing an employee’s timesheet, click “Approve” in the upper right corner. • Click “Save.” That’s it!

Doe, Jane

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Finding Same-Day Missed Punches Missed punches do not show up on the Summary page until the following day. You can still see them if you click into an employee’s timesheet, but this can be time consuming if you have many employees. If you are completing same-day time edits and you want to quickly see who has not clocked out yet, click the “In Out Board” tab.

A green square indicates employees who are still clocked in, and a red square indicates employees who have already clocked in and out for the day. Using the status filter, you can choose to see only employees who are “IN”, allowing you to quickly find those with missing punches.