The post myURHR news roundup #6 appeared first on Office of Human Resources.

Semimonthly and monthly-paid employees: Balances are in the process of being updated, with the close of the final payrolls in HRMS. By end of day on Friday, January 3, 2025, semimonthly and monthly-paid employees should see their actual accrual balances in UKG.

Please note if you have usage for periods prior to the start of UKG (12/1 biweekly; 1/1 semimonthly and monthly) that were NOT entered in HRMS, please submit a ticket via Ask-URHR (ask-urhr@ur.rochester.edu) with the employee name, employee ID, and dates of the changes. 

Once accruals are fully visible in UKG for your pay group, use the view accrual balances QRC for viewing balances within UKG tiles, timecards, or dataviews. For information on understanding your maximum annual vacation carryover or annual PTO usage, use the QRCs for non-union employees and union employees.

The post Accrual balances in UKG appeared first on Office of Human Resources.

Corrections to timecards in HRMS prior to myURHR UKG go-live:

• For biweekly, this is any correction needed prior to 12/15/2024
• For semimonthly & monthly, this is any correction needed prior 1/1/2025

Timekeepers/managers should NOT make corrections in UKG for these time periods as they will not automatically result in payments.

Action: Pay adjustments for time periods in HRMS prior to go-live should be handled via the One-Time Payment process in myURHR Workday. For guidance, please refer to the Request One-Time Payment QRC.

If the timecard correction has an impact on accrual balances (i.e. vacation, PTO, sick), please additionally submit a ticket via Ask-URHR (ask-urhr@ur.rochester.edu) with the employee name, employee ID, and dates of the changes. Please note that salaried vacation requests entered into HRMS, but not approved by the 12/24/24 Time and Labor deadline, have been processed (approved) and balances will be updated in UKG.

Corrections to timecards processed in myURHR UKG: 

• For biweekly, this is any correction needed for pay periods 12/15/2024 or later
• For semi-monthly & monthly, this is any correction needed for pay periods 1/1/2025 or later

Timekeepers/managers should make corrections in UKG.

Action: Historical changes can be entered on the timecard after edits are enabled following the payroll close. This will be by 10 a.m. on the day following the Time and Labor Deadline. Refer to the Managing Timecards: Training for Managers or Timekeeping for UKG Advanced Scheduling Populations eLearning courses in MyPath for guidance on making historical corrections.

Once timecard edits have been approved by a timekeeper/manager in UKG, they will automatically process as part of the next normal pay cycle. If an off-cycle check is warranted, timekeepers/managers should work with their department coordinator to request an off-cycle check in myURHR Workday. For guidance, please refer to the Off-Cycle Check Request QRC and the University’s Policy on Off-Cycle Issuance of Payroll Payments.

The post Timecard corrections guidance appeared first on Office of Human Resources.

The post myURHR news roundup #4: Timekeeping checklist, important tips and reminders, and more appeared first on Office of Human Resources.

For managers, coordinators, timekeepers, and department and division finance approvers

The post myURHR news roundup #3: Important timekeeping checklist; Student worker update, and more! appeared first on Office of Human Resources.

For managers, coordinators, and timekeepers

The post myURHR news roundup #2: Workday and UKG updates appeared first on Office of Human Resources.

Employees who decide to download and use the Workday and/or UKG app(s) must be aware of the following:

• Given that mobile apps are managed and updated by outside vendors, the myURHR support team can only provide best-effort assistance with mobile app troubleshooting and escalating to vendors. The team provides priority support for non-mobile applications (e.g. web versions).
• Employees should follow their department’s guidelines for HR-related functions and for when/how they are performed, e.g. the method they use for time entry, vacation requests, etc.

Reference these materials: Workday app FAQ and UKG Pro app quick reference card

The post Workday and UKG mobile app guidance appeared first on Office of Human Resources.

LOG IN TO WORKDAY AND UKG

Ask Mel
your myURHR questions
(must be on the University network or connected via VPN)

Support Resources
(including Ask Mel, QRCs, Learning Lives, Office Hours, and more)

Timely updates

Updating Organizational Information

As expected with an implementation as large as myURHR, you may notice adjustments that need to be made to UKG and/or Workday. For example: you may need changes to the organizational structure/reports to structure in Workday, such as moving employees to the correct supervisory organization.

If you have employees who appear in the incorrect supervisory organization in Workday, please submit a ticket through the HR Service Desk and the support team will make these updates for you.

To ensure the support team can process your request as efficiently as possible, please include the following information:

• Employee name (who needs to be adjusted)
• Employee’s current supervisory organization (which appears incorrect)
• Employee’s actual supervisor organization (where employee needs to be moved to)
• Effective date

Additionally, those with the appropriate security access can initiate the Change Job process to complete this move themselves as Change Job will become the standard as we all get more acquainted with Workday.

For any ticket that you submit to the help desk, please be sure to include as much detailed information as possible. This will help the support team complete your request more efficiently.

myURHR exisiting reports
If you require changes to existing reports in Workday and/or UKG to better fit your needs, please submit a ticket through the HR Service Desk portal.
A reporting crosswalk for managers, coordinators, and timekeepers will be available in the next myURHR News Roundup.

UKG

Popular Quick Reference Cards (QRCs):
Requesting time off; Responding to time off requests from a dataview; Correct a missed punch

For awareness: Time off requests submitted prior to today

Timekeepers are not able to approve time off requests that were submitted prior to today in UKG. This issue has since been fixed. For requests submitted prior to today, the manager can respond or you can ask the employee to cancel the request and resubmit it, so either the timekeeper or manager can respond. 

Inform staff: Time off request comments

Staff have the ability to add a comment when submitting a time off request in UKG by choosing “Employee Comment” from a drop-down menu.

Please inform staff to disregard the “Integration- Timecard Change Requests Rejection” option. It is for system processing.

Your questions answered: Employee sign-off

The myURHR project team has been receiving questions regarding employee sign-off or ESO in UKG.

It is up to individual departments if they want monthly-paid staff to enter ESO in the UKG timecard. ESO is one of the pay code drop-down choices. 

Training reminder: Hyperfinds

If you need to find specific data, such as a list of your team members, in UKG—hyperfind it!
Hyperfinds allow you to create custom searches that filter and group data based on specific criteria, making it easier for you to access the information when you need it. You can use existing hyperfinds or create your own.  As a reminder, timekeepers now have access to everyone in a department family, so the hyperfinds are a particularly useful tool for filtering in UKG to only those they may be directly responsible for.

Important for timekeepers: Ask Mel your timekeeping questions
The first payroll approvals in UKG will occur on Monday, December 30 by 3 pm for bi-weekly paid staff. Ask Mel—your timekeeping questions ahead of the first approval in UKG. If you have not done so already, please ensure you have VPN installed on your computer to access Mel when off the University network, so you can ask Mel questions or complete timekeeping tasks in UKG while you are offsite.

Share with your team(s): Viewing vacation balances in UKG
UKG currently contains an estimate of an employee’s accrual balances (e.g. vacation, PTO, sick, etc.) as of the pay period prior to go-live. Actual accrual balances will not be available until December 31, 2024, and at that time, you can use the view accrual balances QRC for help understanding your accrual balance in UKG.

Workday

Benefits elections:
All 2024 Benefits elections made prior to 12/5/2024 are viewable in HRMS and all payroll deductions for 2024 Benefit premiums will be taken from HRMS paychecks.
myURHR contains 2025 Benefit elections and the associated premium costs. To view your 2025 Benefits elections before 1/1/25, go to your Benefits and Pay Hub and under Benefits Elections, click on Future Benefit Elections and Costs.
Please note that existing Benefit elections made in HRMS prior to myURHR may display a historical Coverage Begin Date that aligns with the most recent change in HRMS. The current costs for Benefit elections will show as $0 until 1/1/25.

Click on the blue arrow to view future 2025 benefit elections and costs.

Reminder: Transaction deadlines

New deadlines for submissions to HR Data Services will be based on effective dates.

This means in myURHR Workday that personnel transactions submitted after their effective date are considered late, historical transactions. The 2025 HCM Transaction Deadline Calendar is located on the UR Coordinator Dashboard under Calendars.

Previously, transactions needed to be approved in HRMS before the payroll deadlines.

Happening this week

• Hourly staff: Begin entering time worked via the time clock, UKG punch tile, or directly into the time card. Staff edits made directly in the timecard must be reviewed by managers/timekeepers and approved before the edits are posted. Pending changes are denoted with a red icon.
  Additionally, hourly staff can begin submitting time off requests in UKG.
• Semi-monthly and monthly-paid staff: Can begin submitting time off requests in UKG for dates after December 31. (Requests for now through December 31 must be recorded in HRMS, see below in Upcoming Key Dates section.) 

• Office Hours
  For department coordinators:
  Tuesday, December 17, 2024, 2:00 p.m.–3:30 p.m.
  
  For faculty transactions:
  Wednesday, December 18, 2024, 2:00 p.m.–3:30 p.m.
  
• Learning Lives for UKG—REGISTER in MyPath by searching for Learning Lives
• Wednesday, December 18 deadline for reallocations (800 forms) in HRMS
  Any reallocations for 2024 pay results after December 18 will need to be processed as journal transfers in UR Financials. Reallocations to 2025 funding sources should be processed as Payroll Accounting Adjustments in myURHR Workday.

Upcoming key dates

Monday, December 23
Deadline for 2024 one-time payments (211 forms) in HRMS

By Tuesday, December 24
Deadline for semi-monthly and monthly-paid staff to enter time off requests through December 31 in HRMS

Tuesday, December 24 by 3 pm
Deadline for last approval in HRMS for semi-monthly & monthly pay cycles

Friday, December 27 by noon
Deadline for off-cycle payment requests for calendar year 2024 out of HRMS

Monday, December 30 by 3 pm—Strict Deadline
Deadline for first approval in myURHR UKG for bi-weekly pay cycle

And, here are some of our volunteers, in action, as the time clocks transitioned—check out these selfies!

The post myURHR news roundup #1: Workday and UKG updates appeared first on Office of Human Resources.

Beginning Today:

• UKG Learning Lives
  Timekeepers and staff are invited to attend Learning Lives to interact with and get questions answered by a myURHR UKG trainer. These sessions, held via Zoom, will focus solely on timekeeping activities.

Register in MyPath by searching for “Learning Lives” in the search bar. Click here for a list of session topics and descriptions.

• Workday and UKG Office Hours
  Have a specific myURHR question? Drop in to the appropriate Office Hours, held via Zoom, to ask questions and review tasks and activities for both myURHR Workday and UKG. Office Hours are for various roles and also designated topics.

The post Did you know? myURHR Workday and UKG are now live appeared first on Office of Human Resources.