This article covers the steps for maintaining Points within the UKG TLM system. Once the Points profile and the 'Updated to Date' have been assigned, Points can be executed within Time Prep in payroll or within the balances report. Points can also be added or edited from this report.
Editing Existing Point Balances
2. Editing a Specific Employee
Assigning a Points Profile
A ‘Points’ Profile will need to be assigned to each employee to have the system calculate Points. This includes new hires, existing, and re-hired employees
- Go to Team > My Team > Employee Information
- Select the 'Employee Information' icon to edit the employee’s information
- Under the 'Simple Profiles' section, choose the appropriate ‘Points’ Profile to assign to the employee, then select 'Save'
Please Note: Employees also require an 'Updated To Date' to begin their Points execution. If a start date is not given, the system will go back to their hire date and execute Points from that date to the current execution date. Rehires can have Points automatically reset on their 'Re-Hired' date
Setting the 'Updated To Date'
- Go to Team > Time > Points > Balances
- Check the box on the left next to each employee needing an 'Updated To Date' and click the button 'Change Updated To Date'
- Select 'Calendar Date', enter the date to begin the employee’s Points calculation (this date is up to but NOT included)
- Click 'Apply'
- The employee will now list a zero balance with an 'Updated To Date,' this is the date the system will begin calculating Points from
Running Points with Payroll
Without automatic execution, Points will be manually run for each pay period within Time Prep, under the step named 'Points'. Ensure all updates to schedules, time offs, Exceptions, time entries, etc. have been completed before clicking the button 'Run Points'
Editing Existing Point Balances
1. Running Points Rules
- To make any edits to the Points or to review the employee’s current balance, go to Team > Time > Points > Balances
- Review the 'Updated To Date,' 'Last Updated,' and 'Points' columns to see the last time the Points were calculated
- Choose the employees from the list you’d like to run the Points calculation for, then select 'Run Points Rules'
- There are several options when running/calculating Points:
- Preview: will allow you to calculate Points from the employee's current ‘Updated To Date’ through a specific date you select. This option will not update the employee's current balance, this is just to see a preview of what would be calculated between those dates
- Do Update: will push through the calculated Points to the employee's balance for the specific date chosen and will update the employee’s ‘Updated To Date’
- Test: will allow you to choose either the employee’s current ‘Updated To Date’ or allow you to select an ‘Updated To Date’ to start the calculation from, then you can select an ending ‘Updated To Date’ to “test” what Points would calculate within that specific range of time
- When choosing the ‘Run Up To Date (Not Including)' ensure the date follows your policy and that the date you select will not be calculated in the current Points balance (i.e. If Points are calculated by pay period and the pay period begins on 8/1-8/15, you’d enter the pay period start date of 8/1 as your ‘Run Up To Date’, this tells the system to look at the timesheets up to 7/31 to calculate the employee's current Point balance)
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Once you’ve selected the appropriate options and entered a ‘Run Up To Date’, select 'Apply.' This will display a preview report of what accrued during the timeframe
2. Editing a Specific Employee
Once Points are calculated for the pay period, go to My Info > My Reports > Time Reports > Points > Detailed Points Report
- This report will list all accrued Points by date and infraction for each employee
- Select the 'Open Timesheet' icon to review the employee’s timesheet for the date the Point accrued
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Select the 'Edit' icon to edit/remove any Points manually
- Enter the Points you want accrued for that violation (enter "0" to remove the Points)
- Enter a Comment for any manual changes
- Click 'Save' to edit/remove the Points
- Under filters, check the box ‘Expired Points’ then click 'Apply' to see any manual edits or expired Points
Please Note: If any Points are calculating incorrectly, do not continually perform manual edits. Reach out to your Customer Service Rep to review the current rule configuration so any updates can be made, as needed.
Manually Adding Points
- Go to Team > Time > Points > Balances
- Select the 'Edit Points' icon next to the employee you’d like to manually add Points to
- Click the button 'Add Points'
- Enter the Assigned Date the Point should be accrued on, Category the Point belongs to, enter the # of Points to accrue, and enter a Comment explaining the manual Point addition
- Select 'Add'
- These Points will appear in the Detailed Points Report with a Transaction Type of “Manual Edit” and the Comment will appear on the report
Zeroing Out Points
- Go to Team > Time > Points > Balances
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Select the employees from the list you need to reset back to zero Points, then click 'Change Updated To Date'
- Under the 'New Updated To Date' section, select the option 'Calendar Date' and enter the date the Points were started on (or a date in the past when zero Points were present)
- Click 'Apply'
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Select the employees again from the list, then click 'Change Updated To Date'
- Under the 'New Updated To Date section', select the option 'Calendar Date' and enter the date you want to begin calculating Points again with a zero balance
- Click 'Apply', this will now enter this calendar date as their 'Updated To Date' and give the EEs a zero balance
- The Points calculation will now begin as of the current assigned 'Updated To Date,' any Points prior to this date will not be reviewed