Request a Shift Swap

How to Request a Shift Swap 

Purpose: 

A shift swap allows employees to exchange a scheduled shift with another qualified employee through the Time Reporting System (TRS). To use this feature, both employees must report to the same manager.

Request a Shift Swap
 

On the UKG Mobile App

• Open the UKG Pro Workforce Management app.
• Tap My Schedule.
• Select the shift you would like to swap.
• Tap Request Shift Swap (or Swap Shift, depending on your UKG configuration).
• Select the employee you would like to swap with.
• Tap Submit Request.

On the UKG Web Application

• Log in to TRS.
• Navigate to My Schedule.
• Locate and select the shift you want to swap.
• Choose Swap Shift.
• Select the employee you wish to exchange shifts with.
• Review the proposed swap.
• Click Submit.

After You Submit

• The selected employee receives a notification to accept or decline the request.
• If accepted, the request is routed for manager approval  
• You will receive a notification when the request is approved, denied, or completed.

Checking the Status of a Request

• Open My Schedule.
• Navigate to Requests or My Requests.
• Review the status:
  • Pending – Waiting for employee or manager action.
  • Approved – Swap has been approved.
  • Denied – Swap was not approved.
  • Cancelled – Request was cancelled.

Important Reminders

• Do not assume the swap is approved until you receive confirmation in TRS.
• Both employees must be qualified and eligible to work the exchanged shifts.
• Swaps may be subject to staffing requirements, overtime rules, and manager approval.
• Employees remain responsible for their originally scheduled shift until the swap is fully approved.

Need Help?

If you experience issues submitting a shift swap request, contact your supervisor or the TRS System Admin at timerepgwu [dot] edu (timerep[at]gwu[dot]edu) or 571-553-4407.