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myURHR News Roundup #1: Workday and UKG updates

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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 existing 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.

UKG request time off menu

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.

Workday benefits election menu

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.) 

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!

Selfies of volunteers, in action, as the time clocks transitioned.