For managers, coordinators (including PAFers), and timekeepers
This newsletter serves as a guide to upcoming myURHR project deadlines and actions to help ensure an easier transition at go-live on Monday, December 16, and to leverage myURHR Workday and myURHR UKG more effectively.
The myURHR go-live newsletter will be distributed through go-live. Please share any applicable news and updates as appropriate with members of your team.
Payroll deadlines
The myURHR project team is sharing essential pre-go-live payroll information for adequate awareness. Please mark down these dates for actions in HRMS and myURHR UKG.
| Bi-weekly | Semi-Monthly | Monthly |
| Last approval in HRMS is Monday, December 16 by 5 p.m. (for 12/1 – 12/14 pay period) | Last approval in HRMS is Tuesday, December 24 by 3 p.m. (for 12/16 – 12/31 pay period) |
Last approval in HRMS is Tuesday, December 24 by 3 p.m. (for 12/1– 12/31 pay period) |
| First approval in myURHR UKG is Monday, December 30 by 3 p.m. (for 12/15 – 12/28 pay period) | First approval in myURHR UKG is Thursday, January 9, 2025 by 3 p.m. (for 1/1/25 – 1/15/25 pay period) | First approval in myURHR UKG is Friday, January 24, 2025 by 3 p.m. (for 1/1/25 – 1/31/25 pay period) |
Adhering to these time and labor approval deadlines will help to ensure timely payroll processing.
Data validation in HRMS
November 1 deadline
The myURHR project team will begin migrating data from HRMS to myURHR beginning next month. In preparation for this important milestone, the following actions are needed by individuals who coordinate personnel action forms (PAFs):
- Confirm all personnel data (e.g. time type, job title, and compensation) is up to date in HRMS, and provide necessary changes for accuracy by November 1.
- If you are aware of future-dated transactions with effective dates prior to December 12, please submit by November 1, wherever possible.
Held transactions
Leading up to go-live, there will be brief periods of time when work in HRMS will cease and a transition period will begin to myURHR. Please be aware of new transaction deadlines in HRMS and share with your teams. Click links below to view complete lists.
PAF deadline in HRMS
Monday, December 2
- New hires, add job, rehires
- Job/compensation changes
Last transaction entry date in HRMS
Wednesday, December 4
- Flexible work arrangements
- W-2 electronic delivery consent
Thursday, December 12
- Address changes
- Payment elections
Recruitment requisition transition
60-day action plan & office hour support
Now that we are within two months of go-live, it’s crucial that managers complete the 60-day Recruitment Requisition Transaction action steps ahead of go-live to ensure the accurate transition of recruiting data to myURHR.
Support resources are available including information on Office Hours beginning next month and a Recruitment Requisition Transition Guide to help support decisions around recruitment activities.
If someone in your work area oversees recruitment activities, please share this message and ensure the transition activities take place.
- Cancel requisitions that are outdated or no longer needed.
- Contact the HR Service Center at hrscreqs@rochester.edu to cancel requisitions. (Instructions on accessing job requisitions and related activities can be found in the recruitment transition materials via Box.)
- Update candidate statuses wherever possible.
- Continue to resolve each candidate’s status in active open requisitions by dispositioning candidates that are not qualified for the role as “not selected.”
- Confirm hiring managers on requisitions are accurate.
- If changes are needed, contact the HR Service Center at HRSCreqs@rochester.edu with the Job Opening ID and provide necessary assignment changes. (Instructions on how to locate hiring managers on requisitions can be found in the recruitment transition materials via Box.)
- If you post a position and receive an adequate candidate pool in the required four-day posting window, consider placing the requisition on hold to prevent new candidates from applying.
- Contact the HR Service Center at hrscreqs@rochester.edu to place a position on hold.
- Be aware that there will be a holding period for new job requisitions, except for critical positions, that will run from December 5-15 prior to go-live. Managers/supervisors will need to pause requests to create new, non-urgent requisitions during the designated holding period and then follow processes in myURHR at go-live.
- Recruiting activity for posted, active requisitions can continue unimpeded during the holding period.
- Special review and consideration will be available during the holding period for urgent or critical needs. An exception request form will be available during the holding period.
If you have questions prior to the Recruitment Requisition Transition Office Hours, please email myURHR@rochester.edu.
Leave management
Changes to use of accrued time during leave
With the launch of myURHR, there will be changes to some processes and practices related to certain leaves of absence. While the leave plans are staying the same, the process for how staff supplement accrued time is changing.
Effective December 15, and in alignment with New York State requirements, University employees going on leave for Short-term Disability (STD), Workers Compensation (WC), or Paid Family Leave (PFL) will need to request in writing to use any accrued time to supplement their leave where full pay is not covered.
Additionally, there will be a new automated accruals payments process that will determine the order in which accruals for time will be paid for certain types of leave.
New resources: myURHR Leave Management Guide: Using Accrued Time
Happening now
Pre-Go-Live Checklists
Start marking off checklist items to prepare for go-live! Checklists are available for various roles, including employees, managers, coordinators, timekeepers, and UKG advanced scheduling groups.
Track Training Completion in MyPath
Managers can track the progress of training in MyPath via two reports:
- Transcript Report (Instructions to view or download report)
- Displays completion statuses for staff
- Not Completed Transcript Report (Instructions to view or download report)
- Shows courses that staff members have not yet completed
Managers and coordinators are strongly encouraged to begin their training to ensure there is sufficient time to complete all courses before go-live. Additionally, it’s essential that all staff have adequate time and space appropriate to their role to complete training so they are familiar with Workday and UKG.
Reminders
- New time clock features are coming with myURHR UKG
Special instructions will be provided on how to enter hours worked the weekend of December 14 and December 15.- Time clocks will have new buttons, including “In Punch” and “Out Punch”.
- Employees will enter time worked by “touching” the appropriate button, then “swiping” their ID badge.
- Entering time worked guidance from 10/7 Go-live Newsletter
- Meal periods in myURHR UKG
Meal periods for hourly employees will be automatically deducted from the timecard for all shifts worked over six (6) hours.- As mentioned in training, a break of one (1) hour or less between shifts will not prevent this automatic meal deduction, if the combined hours of both shifts exceed six (6) hours, so employees should not punch out for their regular meal break. If they do, an automatic meal deduction will occur in addition to their break, and timekeepers/managers would then need to perform meal cancellations for those days.
- Current UKG advanced schedulers/managers: Important actions beginning November 1
- myURHR Change Network October Toolkit
Key dates
- Now through go-live
myURHR Training in MyPath
Reinforce the need for training to your team(s). - By November 1 for PAFers
Ensure all personnel data (e.g. time type, job title, and compensation) is up to date in HRMS.
Submit any known future-dated transactions with effective dates prior to December 12. - By November 15
Confirm security role assignments with HRBPs for myURHR Workday and UKG.
- December 14 for bi-weekly pay cycle
Validate time and balance information in HRMS (vacation, PTO, sick) and make any necessary corrections in HRMS. - Overnight shift December 14–15
Hourly employees working the overnight shift the weekend of December 14 and 15 will follow temporary instructions for punching in and out while time clocks are updated to myURHR UKG. Direct communications will be provided to hourly staff, managers, and timekeepers. - December 16
myURHR Workday and UKG are live for all faculty and staff. - December 16 at 5 p.m.
If timekeeping corrections need to be made to any past pay periods ahead of go-live, ensure those corrections are made in HRMS by December 16 at 5 p.m. - December 24 for semi-monthly & monthly pay cycles
Validate time and balance information in HRMS (vacation, PTO, sick) and make any necessary corrections in HRMS. - December 27 by noon
Deadline for off-cycle payment requests for calendar year 2024 out of HRMS. - January 2, 2025
New off-cycle check requests begin processing in myURHR.
Visit the myURHR webpages for FAQs, key changes, Fast Facts videos and more, including the myURHR Employee Spotlight for October featuring a colleague from Ambulatory Administration.
Training questions: email myURHR_training@rochester.edu
Connect with the project team: email myURHR@rochester.edu