TRS - Managing Time as a Timekeeper

Explore the enhanced time reporting experience with the upgraded GW TRS.

With the upgraded GW TRS, rest assured that several aspects will remain consistent.

Here's what's staying the same:

• Clocking In and Out: Non-exempt employees will still need to clock in and out as usual to record their working hours accurately.

• Approval Process: Timekeepers will continue to be responsible for approving biweekly hours to ensure accuracy and compliance.

• Access after Training: Timekeeping access will still require completion of training, ensuring that users are equipped with the necessary knowledge and skills to use the system effectively.

• Punch Collection Methods: Punches will continue to be collected via phone, web, and mobile app, providing flexibility and accessibility for employees to record their time accurately.

Note: UPD covered by a CBA and medical residents will continue to use their current time off tracking systems.

The Task Instructions for Keyboard and Screen Reader Users for UKG Dimensions (PDF) can assist if applicable to you. If you missed the initial training sessions, below are the following recorded sessions. 

Recorded Training sessions:

• New TRS Timekeeper Training Review recording

• General Overview of Timekeeper Functions and Schedules-7_12_2024

• General Overview of Timekeeper Functions and Schedules-7_18_2024

• Hyperfind Training Video on 7-16-24

• Hyperfind Training PDF slides

In order to prepare, view the document and watch these helpful instructional videos:

• Accessing your Timekeeper Role

• Hyperfind Queries (PDF)
• Create Hyperfind Queries
• Navigating the upgraded GW TRS home page
• Time Card Overview for Managers
• Access Employees Timecard
• Adding a Missed Punch
• Add a Paycode
• Respond to Timecard Corrections
• Add Comments and Notes to Timecard
• Resolving Time Card Exceptions - Hourly
• Remove a Double Punch
• Respond to Timecard Corrections
• Approving an Individual Time Card
• Review and Run Reports
• Delegate your Time Off Access 
• Switch Role to a Delegate Role
• Editing Holiday Hours (PDF)

To get acquainted with scheduling, use the document and videos in this section:

• TRS Timekeeping Basic Scheduling (PDF) - (Go to Previous Pay Period before removing)
• Add a Schedule Pattern
• Edit schedule patterns
• Add and Edit Shifts in the Schedule
• View Schedule Information

The entire timekeeping manager library is available here:

• How to Video Gallery - Timekeeping Manager

We invite you to visit the How to Prepare section of this page to review on-demand resources highlighting some of the new features of the GW TRS or join a training or office hours session to help you get more acquainted with the enhancements.  We encourage you to download the UKG Timekeeper Training & Basic Schedule Manual (PDF) and visit the GW TRS Practice Exercises page in advance of the training session.  Also available are the Task Instructions for Keyboard and Screen Reader Users for UKG Dimensions (PDF).

Upcoming Training Sessions

In case you missed the initial training sessions, here is the New TRS Timekeeper Training Review recording.  Please visit the Managing My Employees' Time Off Tools and Training Section for Time Off Trainings, recorded webinars, and Office Hours.

Upcoming Office Hours

This FAQ is a living document and will continue to be updated as more questions arise and more information becomes available. 

What is UKG Time Reporting System?

GW Time Reporting System (TRS), formerly known as UKG TRS and Kronos, serves as our comprehensive solution for tracking and recording employee hours worked and time off taken. Its primary goal is to ensure accurate and timely payment for all employees, while also facilitating efficient management of schedules and time off requests.

As of July 7, 2024, GW will introduce an upgraded version of TRS, aptly named GW TRS. This enhanced platform builds upon the functionality of its predecessors, offering new features and improvements to further streamline time management processes and enhance user experience.

GW TRS represents our ongoing commitment to providing cutting-edge tools that support both employee needs and organizational efficiency.
 

Will training be provided?

We will offer a range of training options including virtual sessions, online videos, step-by-step user guides, office hours, and more.  We encourage users to check back regularly to the Tools and Training Section of this page for learning opportunities and updates.

How do hourly employees record their time in the upgraded Time Reporting System?

Hourly employees will be able to time stamp by phone, PC browser, and mobile app.

Note: You must enable location services if you clock in and out using mobile.
 

Do managers or timekeepers need to submit a request for security access?

Managers will automatically be given access to GW TRS for their direct reports to manage time off.

New timekeepers will still need to follow the process on the Timekeepers Training section of the Payroll website to gain access.
 

What if I work in a state with different meal deductions or overtime rules?

Ensure your work location address is correct in GWeb, and your overtime will be calculated per state rules.