Enabling timecard editing in UKG WFM: a practical guide for HR tech professionals

Understanding timecard editing in UKG WFM

What is timecard editing in UKG WFM?

Timecard editing in UKG Workforce Management (WFM) is a core feature that allows HR professionals and managers to adjust, correct, or update employee time records. This process is essential for ensuring accurate pay, compliance, and workforce scheduling. Whether you need to fix a missed punch, adjust a shift start time, or apply historical corrections, the ability to edit timecards directly impacts payroll accuracy and employee satisfaction.

Why is schedule and shift accuracy important?

Accurate schedules and shift records are the backbone of effective workforce management. When an employee’s scheduled shift does not match their actual worked hours, it can lead to pay discrepancies and compliance risks. Editing schedule timecards and making schedule edits help align planned and actual work, ensuring employees are paid correctly for their time. This also supports better forecasting and labor cost control.

How does timecard editing fit into daily HR tech workflows?

Timecard edits are often needed when employees forget to clock in or out, or when there are last-minute schedule changes. HR tech professionals use the main menu to access employee timecards, view employee summaries, and select the relevant pay period. From there, they can enable edits, make necessary changes, and save updates. This process is not just about fixing errors—it’s about maintaining a reliable record for every employee shift and pay period.

Key actions at a glance

• View and select employee timecards for the correct pay period
• Edit shift start times, scheduled shifts, or add missing punches
• Save edits and ensure changes are signed or approved as needed
• Access historical corrections for past periods if required

Understanding the basics of timecard editing sets the stage for exploring access permissions, user roles, and best practices for managing edits. For those interested in how timecard editing supports broader HR strategies, you might find this guide on how to ask the right diversity interview questions in HR tech helpful for building a more inclusive and accurate workforce management process.

Access permissions and user roles

Key Permission Layers for Timecard and Schedule Edits

Enabling timecard editing in UKG WFM requires a clear understanding of how access permissions and user roles are structured. The system is designed to protect sensitive employee data while allowing authorized users to efficiently manage schedule and timecard edits. HR tech professionals must ensure that only the right individuals can view, edit, and approve time-related records.

• Role-based access: Permissions are typically assigned based on user roles, such as HR admin, manager, or supervisor. Each role determines the level of access to employee timecards, schedules, and shift details.
• Granular permissions: Within each role, specific permissions can be enabled to allow actions like editing schedule timecards, approving edits, or viewing historical corrections. This ensures that edits to employee timecards and schedules are traceable and controlled.
• Pay period controls: Access to edit timecards is often restricted by pay period status. For example, once a pay period is signed off, only users with elevated permissions can make historical corrections or enable edits for finalized periods.

Configuring Access for Effective Timecard Management

To enable edits, HR tech teams should review the main menu options and verify that the correct permissions are assigned. This includes access to the schedule planner, employee summary, and directly to the employee timecard. When configuring access, consider the following:

• Who needs to edit shift start times or scheduled shifts?
• Which users should be able to save, approve, or view edits timecard actions at a glance?
• How will schedule actions and editing schedule workflows be monitored for compliance?

Regular audits of user roles and permissions help maintain data integrity and prevent unauthorized edits. For more on managing corrective actions related to timecard edits, see understanding corrective action requests in HR tech.

Balancing Flexibility and Security

Striking the right balance between flexibility and security is essential. While it is important to enable efficient edits to employee shifts and timecards, over-permissive access can lead to compliance risks. HR tech professionals should regularly review who can edit schedule and timecard data, especially during critical pay periods or when historical corrections are needed.

Step-by-step process to enable timecard editing

Accessing the Timecard Editing Features

To enable edits on employee timecards in UKG WFM, start by navigating to the main menu. From there, select the Timecards or Schedule Planner option, depending on your organization's configuration. This gives you access to employee timecards for the current or historical pay period. Make sure you have the right permissions, as discussed earlier, to view and edit schedule and shift details.

Enabling Edits for Employee Timecards

• Choose the employee whose timecard you want to edit. You can use the employee summary or search directly by name or ID.
• Click on the specific pay period or date range you need to review. This lets you view scheduled shifts, actual start times, and any previously signed or edited entries.
• To edit a shift or schedule, select the relevant day or shift start time. You can now make changes to the schedule, such as adjusting start or end times, adding missed punches, or correcting shift details.
• For schedule edits, use the Edit Schedule or Edit Shift action. This opens a dialog where you can update the scheduled shift, assign a new schedule, or make historical corrections if needed.
• After making the necessary edits, click Save to apply changes. The system may prompt you to confirm edits, especially if the timecard has already been signed or approved.

Actions at a Glance and Schedule Management

UKG WFM provides an Actions at a Glance panel, which helps you quickly identify which timecards need edits or approvals. You can also use the Schedule Actions menu to manage multiple employees' schedules at once, streamlining the process for HR tech professionals managing large teams.

Saving and Reviewing Edits

Once edits are saved, always review the updated employee timecard to ensure accuracy. Check for alignment between the schedule and actual time worked. If you need to make further changes, repeat the process. For more on simplifying payroll processes after editing timecards, see this guide on pay code and payroll process simplification.

Best practices for managing edited timecards

Maintaining Data Integrity During Timecard Edits

When you enable edits to employee timecards in UKG WFM, maintaining data integrity is essential. Each time an employee or manager edits a timecard—whether to correct a shift start, adjust a scheduled shift, or update a schedule timecard—there are several best practices to follow to ensure accuracy and compliance.

• Audit Trails: Always review the audit trail after any edit. UKG WFM logs every change, including who made the edit, the time, and the nature of the change. This helps in tracking historical corrections and supports compliance during audits.
• Locking Signed Timecards: Once a pay period is closed and timecards are signed, restrict further edits. This prevents unauthorized changes and ensures that payroll calculations are based on finalized data.
• Consistent Schedule Edits: When editing schedule actions or shift start times, ensure that changes are reflected both in the schedule planner and directly on the employee timecard. This alignment prevents discrepancies between scheduled and actual hours worked.
• Employee Communication: Notify employees when their timecard or schedule has been edited. Transparency builds trust and allows employees to review and confirm their hours before payroll processing.
• Periodic Review: Regularly review edited timecards and schedule edits at a glance, especially for employees with frequent changes. Use the employee summary and main menu reports to identify patterns that may require further investigation.

Ensuring Compliance and Accuracy

To manage edited timecards effectively, it’s important to establish clear policies for who can access and edit timecards, as discussed in the previous sections. Limit access to authorized personnel and provide training on how to select, edit, and save changes within the system. Always verify that edits are made within the correct pay period and that start times align with scheduled shifts.

By following these practices, HR tech professionals can reduce errors, ensure accurate pay, and maintain a reliable record of employee time and attendance. This approach not only supports operational efficiency but also strengthens compliance and employee satisfaction.

Common challenges and troubleshooting tips

Frequent Roadblocks in Timecard Editing

Even after you enable edits in UKG WFM, HR tech professionals often encounter some recurring challenges. Understanding these issues can help you respond quickly and maintain accurate employee timecard records.

• Access limitations: Sometimes, users lack the correct permissions to edit schedule timecard data. Double-check user roles and access rights in the main menu, especially for those who need to edit shift start times or make historical corrections.
• Locked pay periods: Once a pay period is signed or closed, timecards may become locked. If edits are needed, you may have to unlock the period or use historical corrections to update employee timecard details.
• Conflicting schedule edits: Editing schedule actions or shift start times directly in the timecard can sometimes create conflicts with the schedule planner. Always review scheduled shift data before saving changes to avoid discrepancies.
• Data sync delays: After you save edits, it may take time for changes to reflect in employee summary views or pay calculations. Encourage employees and managers to refresh their view or check back after a short period.

Troubleshooting Tips for Smooth Edits

• To resolve access issues, revisit the user’s role settings and ensure they have the correct permissions to select and edit employee shift data.
• If you cannot edit a timecard due to a signed pay period, use the historical corrections feature to make necessary changes and maintain compliance.
• For schedule conflicts, compare the schedule planner with the employee timecard before making edits. This helps prevent overlapping shifts or missed start times.
• When edits do not appear immediately, advise users to log out and back in, or clear their browser cache to refresh the data view.

Actions at a Glance

Staying proactive with these troubleshooting steps helps ensure that employee timecards, shift schedules, and pay calculations remain accurate and compliant throughout each pay period.

Leveraging analytics to improve timecard accuracy

Using Analytics to Spot Timecard Issues Early

Analytics in UKG WFM can be a game changer for HR tech professionals aiming to improve timecard accuracy. By leveraging built-in reports and dashboards, you can quickly identify patterns in schedule edits, shift start times, and employee timecard changes. This helps you spot inconsistencies, such as frequent edits to scheduled shifts or repeated historical corrections, which may indicate process gaps or training needs.

Key Metrics to Monitor

• Edit Frequency: Track how often timecards are edited within a pay period. High edit rates may signal issues with initial schedule accuracy or employee shift reporting.
• Schedule vs. Actual: Compare scheduled shift start times with actual clock-ins. Large variances can highlight attendance or scheduling problems.
• Historical Corrections: Monitor the number of historical corrections made after a pay period is signed. Frequent corrections can impact payroll accuracy and compliance.
• Access Patterns: Review who is making edits and when. This helps ensure only authorized users are editing schedule timecards or employee summaries.

Practical Steps for HR Tech Teams

• Use the main menu to access analytics dashboards focused on timecard edits and schedule actions at a glance.
• Set up alerts for unusual editing patterns, such as multiple edits to the same employee shift within a short period.
• Regularly review pay period reports to ensure all edits are saved and signed before payroll processing.
• Encourage managers to use the schedule planner to view and edit shifts directly, reducing the need for after-the-fact corrections.

Continuous Improvement with Data

By consistently reviewing analytics, HR teams can refine scheduling processes, improve employee timecard accuracy, and reduce payroll errors. This data-driven approach supports better decision-making and helps maintain compliance with labor regulations. Over time, leveraging analytics not only streamlines editing schedule workflows but also builds trust with employees by ensuring their pay is accurate and timely.