Walkthrough: New Payroll Processing Experience
UKG Ready's modernized Payroll Processing Experience brings time and payroll together into a single, more intuitive workflow. Timesheet and pay data now process continuously in the background, keeping Pay Prep results up to date and reducing the manual syncing that once ate into processing time. A new Issue Resolution page consolidates all open requests, timesheet errors, and exceptions into a single view, complete with detailed error descriptions, direct links to fix issues, and mass approve/reject capabilities. During payroll processing itself, administrators can import batches, add individual pay statements, and void multiple pay statements at once, all without leaving the payroll screen.
View a full Payroll Process Experience Video Walkthrough here.
Issue Resolution Screen (formerly Time Prep)
This page replaces what was formerly the Process Timesheets / Time Prep page. Instead of navigating between multiple reports to catch timesheet change requests, time off requests, exceptions, and unapproved timesheets, everything requiring your attention now surfaces in one place.
1) Filter issues by type or search by employee or manager.
2-3) Check individual issue boxes or select all to Approve or Reject them in mass.
4) You can also Reject, Approve, or Delete issue individually.
Click View Details to review the relevant information related to each issue.
Missing punches can be corrected within the issue details.
If a manager needs to resolve a timesheet issue, a reminder can be sent directly from the issue resolution screen.
Select the issue types you want to send a reminder for, and edit the reminder text as needed.
Reminders will go to the approving manager responsible for each issue.
If a change is made to an employee's record (such as a new time entry) and you want to reprocess timesheets manually, you can still do so by clicking the Reprocess timesheets button.
Pay prep results and supporting reports are still available by clicking on those links.
Once all issues are resolved, lock the pay period from further modification (this will prevent anyone from making timesheet changes).
Once the pay period is locked, click on Go to payroll processing to proceed.
Review Pay Information (formerly Pay Prep)
The new Review Pay Information screen keeps the data centralized throughout the payroll process. Pop up dialog boxes will appear to complete tasks, including the option to initiate payrolls or add individual employee pay statements to a payroll, import batches, and void pay statements.
When you first move on to payroll processing, a window will pop up to Import / add pay statements (formerly initiate payroll). For a regular payroll, "All employees in this pay period" should be checked, and the "Regular" Pay statement type should be selected. This will create pay statements for all employees in the pay period, including salary auto-pay employees who do not have any timesheet data.
With the new continuous payroll process, hours will automatically sync onto pay statements and payroll recalculations occur automatically as qualifying changes are made.
Examples of changes trigger recalculations include:
• Timecard updates
• Pay rate changes
• Holiday pay adjustments
• Shift differential changes
• Payroll configuration updates
You can still manually Sync time and Recalculate pay statements if a change is made and the system has not yet picked up on the automatic recalculation.
Alerts and warnings are now displayed at the top and can still be viewed by clicking on the blue links. Pay statements are also displayed on the main screen and users can click on the pencil icon to edit pay statements, directly from the processing screen.
To add a one-off pay statement, go to Import/add pay statements, check the Employee/s box then select the Employee/s and Pay statement type and click Add to finish.
Once all alerts/errors are resolved, you can (1) View supporting reports to review your payroll reports and (2) Close, then Finalize payroll.
Popular Articles
How To: Add Workflow Delegation for Backup Approval
If a manager/approver is out of the office for a period of time, Workflow Delegation can be set up to assign a different manager to handle approvals during their absence. Delegations can be add by the employee prior to their absence or by the Admin ...How To: Enter a Manual Check
Enter the Payroll Prep for the next scheduled payroll date Select View Pay Statements in the Add/Edit Pay Statements Payroll Prep step. Do not Initiate Payroll or Sync Time Select New Pay Statement Create a new pay statement using the Manual Pay ...How To: Submit a New Tax Withholding Form
Changes to withholding form, such as the IRS Form W-4, can be initiated directly in the system by an employee and approved by HR. Once processed, all changes will be automatically updated on the employee record and applied to the next payroll ...How To: Enroll in Benefits For Life Change Event
To enroll in benefits as the result of a life change event, such as the birth of a child, adoption, marriage, divorce, etc. select Start a new life change event on the My Benefits widget: You may also navigate to My Benefits > Enrollment > Life ...How To: Consent to Electronic Year-End Form Delivery (W2 or 1099)
To grant consent for electronic year-end forms, navigate to My Info > My Pay > Forms > W2 or 1099-NEC Click the Electronic Consent button Check the box to Receive Form W2 Electronically and confirm the update with your password Once you have ...
Related Articles
How To: Close Payroll
Navigate to the Close/Open Payroll step under Review Close Payroll If there are any errors or warnings, these will display in the Close/Open Payroll step. Select the Payroll Errors or Payroll Warnings link. You will be navigated to the Payroll Pay ...How To: Initiate Payroll
The Initiate Payroll step creates pay statements for the selected employees and copies the appropriate company and employee level settings to those pay statements to apply to pay statement calculations. Navigate to the Initiate Payroll step under ...How To: Setup a Payroll Alert on an Employee
Payroll Alerts can be used to insert payroll reminders on a specific employee record that will populate as an alert during the Payroll Prep Process Navigate to the Payroll Alerts section on the Employee Profile Click Add and select the Payrolls to ...How To: View Completed Payroll Alerts
Complete Payroll Alerts can be viewed in the Payroll Prep. To view all Payroll Alerts for a specific payroll, click on the Payroll Name In the Payroll Alerts section will show which alerts were created during payroll as well as the user and ...How To: Run a Payroll Comparison Report
To help you easily track whether totals for the current payroll are in line with previously finalized payrolls, the system has a Payroll Comparison report. This report is available in your pre-process View Reports section of the Payroll Prep ...