How To Enable Timecard Editing In UKG WFM: A Comprehensive Configuration Guide
Enabling timecard editing in UKG Workforce Management requires precise configuration of Function Access Profiles (FAP) and Pay Rule settings to ensure manager oversight while maintaining audit integrity. By mapping specific edit privileges to user roles and validating them against the current pay period's status, administrators can balance operational flexibility with compliance requirements.
Prerequisites for Timecard Management Configuration
Before adjusting timecard editing permissions, ensure that your administrative account holds the necessary super-user or system configuration credentials. Modifying access levels impacts the entire organization's compliance posture, so verify that your internal policy aligns with collective bargaining agreements or regional labor laws.
- System Credentials: You must have Global Admin access to modify Function Access Profiles (FAP).
- Access Scope: Identify the specific Manager, Supervisor, or Administrator roles that require edit permissions.
- Time Period Validation: Ensure you have access to the Pay Rule definitions for the applicable employee groups to prevent unintended payroll calculation overrides.
- Duration Benchmark: Implementing these changes across a standard enterprise environment typically requires 30 to 60 minutes of configuration, followed by a mandatory 15-minute testing cycle in a staging environment.
- Documentation: Maintain a log of current FAP settings prior to modification to facilitate immediate rollback if permissions inadvertently disrupt automated pay calculations.
Configuring Timecard Edit Access and Permissions
Granting the ability to edit timecards is not a global switch; it is a granular assignment of functional rights. Follow these steps to authorize specific users to perform edits.
Step 1: Navigating to Function Access Profiles
Log in to your UKG WFM environment and navigate to the Administration section located in the main header. Select the Application Setup module, then proceed to Access Profiles. Click on Function Access Profiles to view the list of existing profiles. You must select the specific profile assigned to the managers or timekeepers who require editing capabilities. Do not modify the System Default profile; instead, clone it if you are creating a new custom access level to ensure you maintain a fallback template.
Step 2: Modifying Timecard Permissions
Within the selected Function Access Profile, locate the Timecard section. This area contains a deep hierarchy of permissions. You must expand the Timecard Editor settings to find the Allow Edit checkbox. When enabled, this feature allows the user to manually alter punch times, shift segments, and pay codes.
Pro-Tip: Ensure the Enable Audit Trail checkbox is selected whenever edit permissions are active. This captures the user ID, timestamp, and the original value versus the new value for every modification, which is essential for compliance audits.
Step 3: Setting Edit Limits by Pay Period
Navigate to the Timecard Editor within the setup menu to configure period restrictions. You must define how far back a user can edit a timecard. Most organizations restrict editing to the current open pay period to prevent unauthorized adjustments to finalized or signed-off periods. Select the number of days allowed for retroactive edits or lock the ability to edit once a manager has performed a sign-off action.
Warning: Allowing edits in closed pay periods will trigger system warnings and may require manual reconciliation of payroll data. Always set a hard limit to prevent edits beyond the most recent payroll cycle.
Step 4: Mapping FAPs to User Accounts
Once the Function Access Profile is configured, you must assign it to the specific personnel. Navigate to People, then select Person Management. Locate the user, select their profile, and navigate to the Function Access Profile assignment field. Select the profile you modified in Step 2. Changes will take effect upon the user's next login session.
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Comparative Overview of Timecard Editing Configurations
The following table outlines the technical parameters for different access levels when configuring timecard editing capabilities within the UKG ecosystem.
| Configuration Level | Edit Capability Scope | Audit Trail Requirement | Recommended User Group |
|---|---|---|---|
| Read-Only | None | Not Required | General Employees |
| Restricted Edit | Current period punches only | Mandatory | Frontline Managers |
| Full Adjustment | Past and current periods | Mandatory (Detailed) | Payroll Administrators |
| System Admin | Global override capability | Mandatory (High-Level) | IT Support/System Leads |
Common Field Failures and System Resolution Tactics
Technical configuration often encounters friction due to overlapping profiles or regional locks. Use these methods to resolve the most frequent issues.
- Root Cause: Managers report they cannot save timecard changes despite having edit permissions.
- Actionable Fix: Verify the Sign-Off status of the timecard. If a higher-level supervisor has already signed off on the pay period, the record is locked against lower-level edits. Remove the sign-off before attempting modifications.
- Root Cause: The Edit button is completely greyed out or missing from the user interface.
- Actionable Fix: Check the Function Access Profile assigned to the user. Ensure the Allow Edit permission is specifically toggled to Yes, and verify that the user has not been assigned a secondary profile that contains more restrictive settings.
- Root Cause: Changes are saved, but the pay totals do not update correctly in the payroll engine.
- Actionable Fix: Force a recalculation by manually triggering the Re-evaluate button on the timecard. Ensure that the Edit action did not trigger a Pay Rule violation that prevents the system from automatically applying shift differentials or overtime premiums.
Frequently Asked Questions
Can I allow employees to edit their own timecards?
You can enable employee self-service timecard editing through the Employee Function Access Profile. However, it is industry best practice to require manager approval for these edits to ensure accurate labor reporting and prevent wage theft or accidental errors.
How do I restrict editing to only specific pay codes?
Within the Function Access Profile, you can navigate to the Pay Code Edit permissions section. Here, you can define which specific pay codes, such as Paid Time Off or Jury Duty, a manager is authorized to adjust, while keeping standard hourly punches strictly controlled.
Does changing the FAP affect users currently logged into the system?
Most configuration changes to Function Access Profiles require the user to log out and log back in to refresh their session credentials. If a user remains logged in, the system may continue to enforce the previous permission set until the session is terminated.
Where can I find the history of edits made to a timecard?
The Audit Trail is accessed directly from the timecard interface. By clicking on the Audit tab or selecting the specific punch segment and choosing the View Audit details option, you can see the user who performed the edit, the date, and the specific value change.
What happens if an edit is made to a timecard in a period that has already been exported to payroll?
Edits made after the payroll export typically require a manual adjustment or an off-cycle check. UKG WFM will log these as late modifications, and the system administrator will receive a notification to reconcile the discrepancy with the payroll department.
Optimize your labor management accuracy by ensuring your UKG WFM environment is configured with granular, auditable edit permissions. Contact our support team if your system requires a complex audit of your current Function Access Profiles.
