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Borrow and Lend

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1. What supplies and equipment are available to borrow?

Before you buy any new supplies or equipment, check to see if another Department has what you need and if you can borrow it.  Here is an inventory of supplies and equipment available to borrow.  Email Communications to borrow something.  If your Department has items you are willing to lend - email a picture, brief description and who to contact in the Department and we will add it to the inventory.

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Castle Rock University

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1. How do I register for a class?

HR will announce training opportunities to Town employees by email about two weeks prior to the class.  Instructions for how to register will be provided in the email announcement. Registration will be open for two weeks, or until the class is full. 

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Facilities

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1. What if I need to change my Asset Essentials request?

Once your request is received by Facilities, it becomes a work order and you will no longer be able to access it.  If you need to change or cancel a work order email Facilities. 

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Healthy Living Team

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1. How do I join the Healthy Living Team?

All benefits-eligible employees are eligible to participate in the wellness program, regardless of whether they are enrolled in the Town's healthcare plan. The Town partners with Wellable, an online wellness support platform.  New employees will receive an email invitation from Wellable to join the Healthy Living Team. If you can't find the email from Wellable, you can request a new activiation code by emailing Wellable. Next download the Wellable App Android or download the Wellable App iOS. Link your favorite activity tracker on the Wellable app. Follow the instructions on the Bulletin Board page of the Wellable app. Then start reporting your walking, cycling and physical activity using the Wellable app on your smartphone or on the Wellable Website.  Maximum daily points for walking, cycling or other physical activity is 1,500 points.

2. How are my wellness points paid out?

You've taken the time and made effort surrounding your wellness, and so you've earned points. Good for you! Hopefully, you've had some fun along the way. And, hopefully, you could use a little extra cash just in time for the holidays.

Since 2015, a year-end check has been the method by which all participating employees receive their wellness rewards. No action is required on your part to initiate the payout -- just engage in the wellness program, and your 2022 reward will come to you on your December 2, 2022 paycheck.

A couple of items of note

• Wellness incentives paid are considered part of your taxable income. The amount of your payout will be "grossed up" for FICA and Medicare, so the amount of your reward will be equal to the amount of points you earned. The reward is subject to Federal and State income taxes.
• Those separating employment with the Town before the end of the year will be paid out for all wellness points earned as of their separation dates.

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HR - Remote/Hybrid Work

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1. What approvals do I need to work a hybrid schedule?

You must complete an authorization form, which requires approval of your supervisor and department head, as well as sign-offs from DoIT and HR.

Remote Work Authorization Form

2. Where can I find the remote work policy and authorization form?

Follow this link to view the policy and form.

Remote Work Authorization Form

3. How long am I eligible to work a hybrid schedule?

The length of your agreement will be at the discretion of your department head. All hybrid employees can anticipate periodic reviews of how their arrangement is working, and that adjustments could result from those reviews.

4. Am I eligible for Town reimbursement for expenses related to remote work?

Employees are responsible for operating costs, insurance, maintenance and repair of all personal equipment used in conjunction with their remote work. TOCR will supply employees with office supplies (pens, paper, etc.) as deemed necessary.

5. I work a flex schedule. Am I eligible for hybrid work?

Remote working can coincide with the Town’s Flexible Work Schedule, at the discretion of the appropriate Department Director.

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Payroll

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1. My sick and vacation accrual balances are not correct in UKG.

Your rollover balances are not calculated until after we process your Dec.30, 2022, paycheck. Accrual balances will be populated in UKG by the end of the day Friday, Dec. 30. If you have time off this week, you can still enter your sick, vacation, or personal time on your timesheet.

2. I don’t see my previously approved time off requests.

If you requested any time off in Executime from Dec. 24 through 2023, you will need to request the time off in UKG, as time off requests will not carry forward automatically.

3. Why do I need to enter my start/end times as well as lunch breaks?

This is required by law through the Fair Labor Standards Act which obliges employers to keep accurate time records for all non-exempt employees.

4. I can’t change my bank accounts.

The ability to change your bank account in UKG will not be available until this spring. Please fill out a Direct Deposit form available on The Depot here or email payroll@crgov.com.

5. I don't have access to certain pay codes or project codes. (i.e., On-Call, Training, Snow, etc.)

Please log a ticket on the DoIT Help Desk. We can add the appropriate codes to your user account.

6. I'm a supervisor and I don't see all of my employees.

Please include the names of your employees in a DoIT Help Desk ticket so that we can add them to your user account.

7. I am not able to log in, what should I do?

Some users have had trouble logging in when using Chrome. You try logging with Microsoft Edge instead. If you still have issues logging into UKG after trying a different browser, please submit a DoIT helpdesk ticket. 

8. Can I bookmark UKG for easy access?

We have had issues with bookmarking. Please create a shortcut instead. To create a shortcut, 1) Right click anywhere on your desktop. 2) select “New” and then “Shortcut.” 3) Enter the full URL (https://crgov.ultipro.com) in the box and click “Next.” 4) Enter a name for the shortcut, UKG for example, then click “Finish.” 5) This will create an icon on your desktop that you can click on. 

9. I can’t change my bank accounts.

The ability to change your bank account in UKG will not be available until this spring. Please fill out a direct deposit form from The Depot here or contact payroll@CRgov.com

10. Why is there two-factor authentication?

UKG contains personal information which requires an extra level of security to log in. You are able to skip this process in the future if you select to “stay signed in.”

11. Can I delete the UKG Pro app after I have set up the UKG Ready app?

 No, while you’ll log in and use the UKG Pro app, you’ll need to have the UKG Ready app on your mobile device for timekeeping to work. 

12. How do I track irregular time off such as emergency callouts, snow readiness, etc?

It depends. The Project field is typically used to classify hours that are paid at your normal rate of pay such as training, on-call, snow plowing, costs traced or special events. The Activity field is used for time that pays at a different rate such as emergency call out, snow readiness, and voluntary contracts for police.  

13. How do we change overtime hours to comp time? Likewise, how do we move holiday hours to our holiday bank?

Use “Move OT” to” Comp Time” or “Move Holiday” to “Holiday Bank” in the Activity field.

14. How do we submit FMLA hours?

For the time being, FMLA will be added as sick, vacation or personal time and HR will manually code this as FMLA Leave in the project field. 

15. How do we submit time off for military deployment?

Select “Military” in the Project field.

16. What do I do if my project codes or activities are missing?

Put in a help desk ticket to be added to that group.

17. Are Training Hours under “Activity”?

To track training hours, select “Training” in the Project field.

18. What happens if I need to make a change to my timesheet after I have submitted it?

If your supervisor has not approved it yet, there is button to reopen your timesheet near the approve button. If your supervisor has already approved it, they will need to reject your timesheet before it can be reopened.

19. If I forget to “submit” my timesheet, will UKG automatically pull my hours?

You will still be paid for the hours represented on your timesheet. 

20. Do salaried employees need to report time worked if on a flex schedule and they work more than 8 hours in a day or less than 8 hours another day?

Salaried employees are to report exception hours only. If they normally work a nine-hour day, they would record nine hours of sick, personal, or vacation hours.

21. If I request time off and then don’t take that time off, how do I ensure that the system doesn’t take those hours?

Salaried employees are to report exception hours only. If they normally work a nine-hour day, they would record nine hours of sick, personal, or vacation hours.

22. Where can I find my Notice of Deposit?

NODs are available in UKG Pro under Myself > Pay > Pay History.

23. Why do I need to enter my start/end times as well as lunch breaks?

This is required by law through the Fair Labor Standards Act which obliges employers to keep accurate time records for all non-exempt employees.

24. I’m a supervisor and I don’t see all of my employees.

Please include the names of your employees in a DoIT help desk ticket so that we can add them to your user account.

25. How do I approve timesheets?

In the UKG Ready menu in the upper left corner, go to Team > Timesheets > All Timesheets. In the Approval State column, “open” means a timesheet has not been submitted, “submitted” means it is ready for approval and ”approved” means that it has already been approved. From this screen, you can open the timesheet and click “approve” or mark the box next to their timesheet and click “approve” in the upper right corner.

26. How do I delegate my permissions to someone while I am out of the office?

In the UKG Ready menu in the upper left corner, go to My Info > My HR > Delegations. Select “add new” in the upper right corner.

27. If a supervisor delegates to another supervisor, do all of those timesheets go to that supervisor?

Yes. 

28. If you delegate workflow, does that prevent you from approving your employees’ timesheets?

No, you can still approve time sheets and time off requests.

29. The dispatchers cannot see the various options in the “time off” drop-down menu.

If an option is not available, select the “browse” option to see more. There may be multiple pages of options available. If they still cannot see it, contact Payroll to have the additional code added.