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In order to properly track provider time off, it is important that the correct code is entered for them on their schedules in UKG. **Please partner with your providers to see if they have any pre-planned PTO spanning longer than 2 weeks.** This will help ensure that proper coverage can be secured in a timely manner, ensuring our patients get the best care possible.
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Navigate to the provider's timecard.
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Click on the calendar icon to select the appropriate pay period or range of dates.
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To select a range of dates, Click "Select Range"
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Select the date of when their time off period is to begin.
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Then, select the date when the time off ends, this can be done across multiple days, weeks or months if needed.
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Click "Apply" once your dates have been selected.
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Click on the scheduled day on which the provider is absent under the "PayCode" Column. **Please note** that this code should only be used for scheduled days, and that all providers are required to have a schedule in UKG for purposes such as these.
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Click this dropdown and select the code "Unpaid Time Off".
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**Please Note:** If the provider has PTO and wishes to use it, you may simply use "New Accrued Scheduled". You can check their PTO by clicking on the "Accruals" tab below the timecard, and looking at the "New Accrued PTO" row.
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Once your pay code is selected, click on the column next to it and enter the appropriate amount of hours for the day under the "Amount" column.
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Click on the totals tab to ensure the time has been added to the timecard.
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It should look like the image below:
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**Please note** that this pay code does not affect their overall time for the period, as it is unpaid.
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Once you have added the correct amount of time off, hit Save and you're done!
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**Important Note:** If your office uses Denticon, please be sure that their UKG schedule mirrors their schedule on Denticon as well, or please communicate with your regional that their columns will be taken over by another provider otherwise.