HR Intercom November

myURHR Go-Live Checklists

Go-live for myURHR is quickly approaching on December 16. Checklists featuring key actions and steps are available and designed to help prepare you for go-live.

Checklist for employees

Printer-friendly employee checklists

• Complete assigned training in MyPath.
  • This is the most important action before go-live.
• Understand how to enter time worked and/or time off requests in myURHR UKG. 
  • Hourly employees: Check with your timekeeper/manager on the preferred time entry method for your department.
• Bi-weekly pay cycle: Enter time and time off in HRMS using current method through 12/14. 
  • Follow instructions provided by your manager/timekeeper on how to enter time if you are working 12/14 and 12/15 before go-live while time clocks are off-line for the upgrade.
  • Time clocks will be unavailable from 10 p.m. on 12/14 until 6 a.m. on 12/15.
• Semi-monthly and monthly pay cycles: Enter time off in HRMS through 12/31 by 12/24.
• Be aware that updates to personal information will be unavailable in HRMS from 12/13–12/15 (includes updates to legal name and address; payment elections; W-4 withholdings).
• Download W2s, pay slips, Total Rewards statements, and/or compensation history from HRMS to a secure location, if desired. (W2s for the 2024 calendar year and other past years will be accessible in HRMS through April 30, 2025. After April 30, 2025, employees will need to contact the payroll office for copies.)

Checklist for managers, coordinators (including PAfers), and timekeepers

Printer-friendly manager, coordinator, and timekeeper checklists

• Ensure staff has time for and completes assigned training ahead of go-live. 
  • Run the myURHR training reports in MyPath to track progress.
  • NEW FOR MANAGERS: Reference the myURHR Training Course Completion Dashboard for a comprehensive, daily view of your team’s progress and completion rates overall for the University. Instructions for using the dashboard:
    • The dashboard is behind a firewall which means users must be connected to the University network or VPN.
    • Sign in using your active directory (AD) credentials. For most users, this is the same credentials for logging in to their work computer.

    • @urmc email addresses require a preface of urmc-sh\ to log in, so their username will read urmc-sh\username.

• Communicate preferred method(s) for hourly employees to record their time in myURHR UKG (time clock, punch tile, or directly in timecard) and preferred method for staff time off requests.
  • Understand changes coming to the time clocks (new buttons such as “In Punch” and Out Punch”) and talk with hourly staff to confirm they are prepared.
• If timekeeping corrections are needed to any past pay periods ahead of go-live, ensure they are made in HRMS by 12/16 at 5 p.m.
• Remind staff, as appropriate, that many manual tasks will go away at go-live (e.g., paper exception logs, paper forms, manual onboarding tasks, etc.)
• Be aware that personnel transactions for December need to be submitted prior to 12/2 in HRMS (includes new hires; add job; rehires; job/compensation changes; terminations).
• Be mindful of the holding period from 12/5–12/15 for new, non-urgent job requisitions.
  • Submit the holding period exception request form (opens on 12/5) for special review and consideration.
  • Follow the Recruitment Requisition Transition 30-day actions.
• Identify any departmental procedures that might need updating, adjusting, or further enhancements outside of the myURHR system, if applicable. (For example, changing time off request processes or documenting any out-of-system approval processes that are planned within your department.)
• Save these dates for upcoming payroll approval deadlines:
  • Bi-weekly approval 
    • Last approval in HRMS is 12/16 by 5 p.m. (12/1–12/14 pay period)
    • First approval in myURHR UKG is 12/30 by 3 p.m. (12/15–12/28 pay period)
  • Semi-monthly/monthly approval
    • Last approval in HRMS is 12/24 by 3 p.m. (12/16–12/31 semi-monthly pay period and 12/1–12/31 monthly pay period)

Visit the myURHR webpages for additional go-live checklists and connect with myURHR Change Network super users and champions regarding questions about the transition from HRMS to myURHR.

Reminder

Deadline for Harassment and Discrimination Training

The deadline to complete the University’s annual training on how to identify and react to workplace harassment and discrimination is December 31. This training is an important component of our efforts to address the damaging effects of harassment and discrimination and is required by state and federal law. New York State’s Sexual Harassment Prevention training is available in MyPath and will take approximately 30–45 minutes to complete. For more information and frequently asked questions about the training as well as additional opportunities for online and in-person training, visit the Office of Equity and Inclusion online.