About role descriptions

The application supports numerous roles and each role performs specific tasks. Core roles are described below.

Note:  Tasks, permissions, and purviews for each role may vary depending on the agency's implementation of the application.

Employee

By default, every user with a UKG GovTA license is assigned the employee role. Depending on how the system has been set up, employees perform these tasks:

  • Maintain timesheets. Employees record work and leave time for the current pay period, the next pay period, or a pay period up to 26 weeks in the past. Employees can modify timesheets that have not been validated by the Timekeeper, certified, or processed.

  • Submit leave and premium pay requests. Employees submit leave requests for the current pay period or a future pay period. Leave requests are routed to the Supervisor for approval. Once a leave request has been approved, the system populates the employee’s timesheet with the leave transaction. The same type of approval process is available for premium pay requests.

  • Donate leave. Employees voluntarily submit leave donations through the system, which supports the federal government leave transfer program (LTP.) Donations must be approved by the HR Administrator.

  • View schedules. Employee add and edit default schedules or view work schedules created by the Timekeeper and approved by the Supervisor. The system populates schedules on the Schedule tab in the timesheet.

  • Run reports. Employees may generate the Leave Audit report. Additional reports may be available.

  • Update employee profiles. Employees can change the password, e-mail address, and locator information in the employee profile.

  • Add accounts. If account structures are set up, employees access existing accounts managed by the Timekeeper or manually add new accounts.

If optional modules have been implemented, employees may be able to view Continuation of Pay details, work with emergency contacts (Emergency Contacts Management), and submit telework agreements and requests (Telework.)

Timekeeper

The main function of the Timekeeper role is to ensure the accuracy of timesheets and profiles for assigned employees. Depending on how the system has been set up, Timekeepers perform these tasks:

  • Maintain timesheets. The system supports both an employee-based and Timekeeper-based timesheet entry process. Timekeepers may enter and submit timesheets for their assigned employees. When submitted by a Timekeeper, the timesheet status indicates that the timesheet has been validated by the Timekeeper rather than the employee.

  • Validate and correct timesheets. Once timesheets have been reviewed for accuracy, Timekeepers validate timesheets so that they can be routed to Supervisors for certification, then sent for payroll processing. Three types of timesheet corrections are available: Local Correction, Prior Correction, and Regular Correction.

  • Add employees. Timekeepers may manually add users to the system.

  • Submit leave and premium pay requests. Timekeepers may submit leave and premium pay requests on behalf of their assigned employees.

  • Add accounts. If account structures have been set up, Timekeepers may have the ability to access existing accounts managed by the HR Administrator, or add new accounts.

  • Add delegates. Timekeepers may add or remove delegates for their role.

  • Update timekeeper profiles. Timekeepers may update their Timekeeper Profile with contact information.

  • Run reports. Timekeepers may generate a variety of reports.

  • Add schedules. If the Advanced Scheduling module is implemented, Timekeepers may add and submit permanent or temporary schedules to the Supervisor for approval. The system populates the Schedule tab in the employee’s timesheet with Supervisor-approved permanent or temporary schedules.

If optional modules have been implemented, Timekeepers may be able to view Continuation of Pay details for their assigned employees, and submit telework agreements and requests (Telework) for assigned employees.

Master Timekeeper

The Master Timekeeper role is almost identical to the Timekeeper role. Key differences are listed below:

  • Master Timekeepers have agency-wide access to all employees. (Timekeeper access is limited to assigned employees.)

  • Master Timekeepers may override timesheet validation errors. An override will mark the timesheet as validated regardless of any validation errors that may occur.

Supervisor

The main function of the Supervisor role is to certify timesheets for assigned employees and respond to leave, premium pay and schedule requests. Depending on how the system has been set up, Supervisors perform these tasks:

  • Certify timesheets. The Supervisor must certify timesheets prior to submission to the payroll provider. The integrated validations for Title 5 and other regulations help eliminate errors and reduce the workload of support staff needed to correct errors that were sent to the payroll provider. Without a certified timesheet, a payroll record is not generated.

  • Respond to leave and premium pay requests. Supervisors approve or reject leave and premium pay requests for their assigned employees. The system populates employee timesheets with approved leave or premium pay hours.

  • Respond to schedule requests. If the Advanced Scheduling module has been implemented, Supervisors approve or reject schedules submitted by Timekeepers for their assigned employees. The system populates the Schedule tab in the employee’s timesheet with approved schedules.

  • Run reports. Supervisors may generate a variety of reports.

  • Add Delegates. Supervisors may add or remove delegates for their role.

  • Respond to telework agreements and requests. If the webTA Telework module is implemented, Supervisors approve or deny telework agreements and requests for their assigned employees.

If optional modules have been implemented, Supervisors may approve or deny telework agreements and requests (Telework) for their assigned employees.

Master Supervisor

The Master Supervisor role is almost identical to the Supervisor role. Key differences are listed below:

  • Master Supervisors have agency-wide access to all employees. (Supervisor access is limited to assigned employees.)

  • Master Supervisors may certify all validated timesheets in one operation. (Supervisors may only certify timesheets for their assigned employees.)

HR Administrator

The HR Administrator role ensures that procedures, processes and policies are enforced according to agency and federal regulations. Depending on how the system has been set up, the HR Administrator performs these tasks:

  • Add employees. The HR Administrator may manually add users to the system.

  • Manage accounts. If account structures have been set up, the HR Administrator may add accounts to track cost and labor details. The HR Administrator is usually responsible for maintaining account information.

  • Manage schedules. If the Advanced Scheduling module is implemented, the HR Administrator may add shifts and schedule templates so that Timekeepers can create and submit schedules for their assigned employees. The HR Administrator may also assign shifts and schedule templates to specific organizations.

  • Manage delegates and assign employees. The HR Administrator has the ability to assign delegates to Timekeepers, Supervisors and Project Managers. They may also reassign employees to different Timekeepers and Supervisors.

  • Manage organizations. The HR Administrator may add new organizations, edit existing organizations, and assign or remove members.

  • Manage the leave transfer program. The HR Administrator may add Leave Transfer Program (LTP) accounts, manage donors and recipients, and close LTP accounts. Donations must be approved by the HR Administrator.

  • Set up data imports and exports. If the Bi-Directional Interface module is implemented, the HR Administrator may configure jobs that perform the bi-directional feed of HR and leave data.

Administrator roles

The Administrator role is reserved for technical staff and UKG Professional Services team members. The role works with advanced functions that involve configuring and maintaining the application at the hosting environment level.

Additional administrator roles are listed below. These roles have purview over all users in the system with varying levels of access to different tasks.

  • Access role. This role works with employee and timesheet profiles and employee accounts; views rules for authentication and timesheet validation; processes timesheet data and transfers data to the payroll provider; views user sessions, timeouts, SSO configurations, error details, and audit logs; and works with service accounts.

  • Administrative Read Only role. This role has read-only access to broad areas of functionality including calendars, licenses, accounts, organizations, pay period management, rules and transaction codes; employee and timesheet profiles and employee accounts; payroll processing; e-mail configuration settings; messages; jobs, imports, and exports; password message details, user sessions, timeouts, SSO configurations, error details, build version details, application settings, audit logs, data dictionary, server details, and service accounts.

  • Configuration Manager role. This role configures and maintains business and technical areas of the application. The role sets up application and login banners and calendars; imports and administers user licenses; works with accounts, pay period management, rules, and transaction codes; processes timesheet data and transfers data to the payroll provider; configures e-mail management, message management, user sessions and timeouts, and SSO settings; troubleshoots errors; views the build version; specifies application management settings; manages audit log channels; configures and runs data migration jobs, and executes database scripts.

  • Engineer role. This role has read-only access to e-mail, message, LDAP, SSO, and application options; data dictionary, and service accounts. The role may edit the server name and view server status details.

  • Operations role. This role configures and maintains pay period management, import jobs, export jobs, and jobs management; and executes database scripts.

  • Operations role. This role configures and maintains pay period management, import jobs, export jobs, and jobs management; and executes database scripts.

COP Administrator

If the Continuation of Pay module is implemented, the COP Administrator manages COP events and runs COP reports.

ECM Administrator

If the Emergency Contact Management module is implemented, the ECM Administrator manages the program, runs ECM reports, and configures the footer that displays at the bottom of the Emergency Contact Details page.

Project Manager

If the Projects module is implemented, the Project Manager oversees projects, runs project reports, and adds or removes delegates for their role.

Telework Managing Officer and Telework Coordinator

If the Telework module is implemented, the Telework Managing Officer runs telework reports. The Telework Coordinator configures the telework agreement form, specifies telework preferences that determine whether approved telework requests automatically populate timesheets, runs telework reports, and reviews employee telework agreements.

Developer

If the APIs module is implemented, the Developer role has access to API functionality, including GraphQL and Personal Access Tokens. The Administrator role has access to API Clients functionality and PAT Management from the Passwords & Authentication section of the Administrator main menu.