myURHR Go-live Newsletter #5

#1 Know where to get help

Bookmark the myURHR support page for these resources:

• Got a question? Ask Mel!
  Start chatting with Mel today.
  Mel, the University’s new chatbot IS NOW LIVE and ready to assist you. Ask Mel your myURHR questions anytime—24 hours a day, 7 days a week.

Visit the myURHR support page for a direct link to Mel along with sample questions, general tips, and key features.

Important: Individuals must be on the University network to access Mel or connected via VPN.

• Utilize Quick Reference Cards (QRCs) for Workday and UKG to follow step-by-step instructions for specific business processes. Visit the myURHR support page and tech.rochester for easy access to QRCs.
  • Note: Click on the “training” section for QRC materials.
• Attend Learning Lives for UKG via Zoom beginning Tuesday, December 17. Choose the appropriate session to connect with a myURHR UKG trainer. Learning Lives will supplement timekeeping training and it is recommended that you complete the training before attending.
  • Register today in MyPath by searching for “Learning Lives”.
    The myURHR support webpage contains session descriptions and topics. 

• Participate in Office Hours for Workday and UKG via Zoom beginning Tuesday, December 17. Just drop in to ask questions, and review tasks and activities in both systems.
  • Visit the myURHR support page for a list of topics, dates, and University event calendar links to save the Zoom information to your calendar. You don’t have to wait, send questions early and then join the session to learn more.
• Contact Ask-URHR when you can’t find answers through the self-service resources by

Calling: (585) 275-8747
Emailing: ask-URHR@UR.Rochester.edu

Submitting a request: HR Service Desk form

This information is easily accessible on the myURHR support webpage.

• Reach out to your Helpdesk for issues with logging in to Workday or UKG by calling or emailing:

University IT Helpdesk
(585) 275-2000
univithelp@rochester.edu

ISD Helpdesk
(585) 275-3200
ISDHelpdesk@URMC.Rochester.edu

#2 Be aware of time approval and Payroll deadlines

Save the 2024 and 2025 Payroll calendars and these dates:

• December 16 by 5 p.m. for bi-weekly pay cycle 
  Last approval in HRMS for 12/1–12/14 bi-weekly pay period. Validate time and balance information (vacation, PTO, sick) and make any necessary corrections in HRMS.
• December 18
  Deadline for reallocations (800 forms) in HRMS.
  Important note: 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.)
• December 23
  Deadline for one-time payments (211 forms) in HRMS.
• December 24 by 3 p.m. for semi-monthly & monthly pay cycles
  Last approval in HRMS for 12/16–12/31 semi-monthly pay period and for 12/1–12/31 monthly pay period.
• December 30 by 3 p.m. for bi-weekly pay cycle
  First approval in myURHR UKG for 12/15–12/28 bi-weekly pay period.

Scroll down for more important upcoming dates.

#3 Disseminate important resources

Share with your team(s):

Time clock reminder for December 14 and 15: There will be several hours when the time clocks will not be available beginning this Saturday, December 14 at 10 p.m. until Sunday, December 15 at 6 a.m. MAKE IT A PRIORITY to inform impacted hourly staff about temporary instructions for when the time clocks are offline for the upgrade. And, be prepared for longer than normal wait times at the time clocks at go-live.

• Time clock step-by-step flyer
• Time clock video tutorial

Training continues in MyPath: Completing training is essential for go-live preparedness.

• NEW eLearning now available—Payroll Accounting: Salary Over the Cap and Cost-Sharing in myURHR Workday. Search for it in
• New class dates available in MyPath for Manager Tasks and Outcomes for Timekeepers in myURHR UKG Instructor-led Training (ILT)
  Monday, December 23 from 1–4 p.m.
  Friday, December 27 from 9–12 a.m.
  If you are a timekeeper and have not yet attended this ILT, please take the training now.

Logging in to Workday and UKG at go-live: Faculty and staff will have access to both systems using their active directory credentials. Direct links to Workday and UKG will be available at go-live on the myURHR webpages, HR website, URMC Intranet, and other online locations. For individuals who currently use existing Workday or UKG (Dimensions) systems, your login will remain the same.

Vacation balance in UKG: At go-live, myURHR UKG will contain 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 in myURHR UKG until December 31, 2024.

#4 Understand how to request myURHR security roles

Follow these steps to utilize the Authorization Request Application at go-live:

• Log in to myURHR Workday
• Click on the Menu (at the top left)
• Select Authorization Request Application
• Fill out the application
• Click OK
• The role request will then route to your manager and HR Business Partner for approval.

If you or someone on your team is unable to see information needed for their role or doesn’t have the appropriate access to complete certain actions, please follow the instructions above at go-live to request a new security role in Workday or UKG.

#5 Help answer staff questions

Here are some the most frequently asked questions from staff:

• How will I be able to obtain my W2s and pay slips after myURHR is live on December 16?
  • W2s for the 2024 calendar year and other past years along with previous pay slips will be accessible in HRMS until April 30, 2025. After April 30, 2025, employees can contact the payroll office for copies.
• What happens if an hourly employee tries to enter time in HRMS at go-live?
  • All bi-weekly pay periods beyond go-live will not be accessible in HRMS. Additionally, time sheets prior to December 16 will be “read only”, so there will be no ability to edit.

• Will all of my banking information such as direct deposit transfer from HRMS to myURHR?
  • Employee information such as direct deposit, withholdings, deductions, etc. will automatically transfer from HRMS to myURHR Workday. Employees will not have to re-enter their banking information and there is no action needed by the employee. However, it’s important that all faculty and staff ensure their personal information is up to date in HRMS prior the myURHR go-live.

• Will apps be available for Workday and UKG?
  • There are apps for both Workday and UKG, however, the myURHR project team recommends that staff log in to both systems via a computer as some applications are not available in the app versions. More information regarding the apps for mobile devices is expected to be available after go-live.

It is up to each department/unit to determine if staff can use the UKG app for time entry. Staff are encouraged to speak with their department.

• Recruitment Requisition Transition Holding Period continues through December 15
• Leave Management Guide: Using Accrued Time
• NEW: Military Leaves Updates

• Employee checklists, and manager, coordinator, and timekeeper checklists
• myURHR Process Flows in Workday
• Department Role Details
• myURHR Reports Overview and Fast Facts Video for Utilizing Reports in myURHR
• 12/5 Go-live Newsletter #4

• Now through go-live
  myURHR training in MyPath
  Reinforce the need for training to your team(s).
• Now through December 15
  Recruitment requisition transition holding period is today through December 15. Exception request form is now open.
• Overnight shift December 14–December 15
  Hourly employees who use time clocks and are working the overnight shift on the weekend of December 14 and 15 will follow temporary instructions for punching in and out while time clocks are updated to myURHR UKG. Targeted communications have been provided to hourly staff, managers, and timekeepers.
• December 16
  myURHR Workday and UKG are live for all faculty, staff, student employees and other University members.
• December 16 by 5 p.m. for bi-weekly pay cycle
  Last approval in HRMS for 12/1–12/14 bi-weekly pay period. Validate time and balance information (vacation, PTO, sick) and make any necessary corrections in HRMS.
• December 18
  Deadline for reallocations (800 forms) in HRMS.
  Important note: 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.)
• December 23 
  Deadline for one-time payments (211 forms) in HRMS.
• December 24 by 3 p.m. for semi-monthly & monthly pay cycles
  Last approval in HRMS for 12/16–12/31 semi-monthly pay period and for 12/1–12/31 monthly pay period.
• December 27 by noon
  Deadline for off-cycle payment requests for calendar year 2024 out of HRMS.
• December 30 by 3 p.m. for bi-weekly pay cycle
  First approval in myURHR UKG for 12/15–12/28 bi-weekly pay period.

• January 2, 2025
  New off-cycle check requests begin processing in myURHR.
• January 9, 2025, by 3 p.m. for semi-monthly pay cycle 
  First approval in myURHR UKG for 1/1/25–1/15/25 semi-monthly pay period.
• January 24, 2025, by 3 p.m. for monthly pay cycle
  First approval in myURHR UKG for 1/1/25–1/31/25 monthly pay period.

Visit the myURHR webpages for FAQs, key changes, Fast Facts videos, and more.

Training questions: email myURHR_training@rochester.edu