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myURHR News Roundup #2: Workday and UKG updates

For managers, coordinators, and timekeepers

Resources

Log in to Workday and UKG

Ask Mel (mel.rochester.edu) 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) For any ticket submitted, please include as much detailed information as possible.

Timely updates

In case you missed it: Roundup #1 from Dec. 17

UKG updates

Timekeepers/managers: Please be aware that this evening, Friday, December 20, the myURHR support team will be correcting/updating any missed punches that may have occurred over the December 14–December 15 time clock transition period.

You may notice entries, approvals, or sign-offs from people on the support team as they enter data for timekeeping and accruals.

There is no action required by timekeepers/managers unless contacted directly by a support team member.

Time entries by employees, managers, and timekeepers should still only be entered in UKG from December 15 for bi-weekly paid staff and beginning January 1 for semi-monthly and monthly paid staff. 

Workday and UKG mobile app guidance

While mobile apps are available for myURHR Workday (HR-related tasks) and UKG (time entry, timekeeping, and scheduling for certain departments), the University of Rochester and myURHR project team recommend employees leverage the primary web platforms for accessing the systems.

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

Security roles

Workday screenshot of the Authorization Request ApplicationThere have been many questions regarding myURHR Workday/UKG security access. Before reaching out to the support team, you can submit a security access request via self-service directly in Workday. Reference this guide and follow these steps in Workday:

  1. Log in to myURHR Workday
  2. Click on the menu (at the top left)
  3. Select Authorization Request Application
  4. Complete the application
  5. Click OK

The role request will route to your manager and HR Business Partner for approval.

UKG

Popular Quick Reference Cards (QRCs):

Timekeeping/pay codes

If you have questions regarding timekeeping/pay codes that are available for your department, please reach out to your HR Business Partner for guidance

Frequently asked questions: Department family in UKG

As a manager/timekeeper, why do I see employees outside of my team in UKG?
Access to timekeeping is based on your department family. Reports to managers (even those who are not timekeepers) and timekeepers are automatically granted access to all employees in their Department Family.

If a different grouping of employees is needed, you can use hyperfinds to filter only those you need to focus on, for example the “My Reports To Employees” hyperfind. Or, you can create a personal hyperfind to further filter your view, for example by Pay Rule (biweekly, semi-monthly, monthly) or Job Category. Follow these instructions to create personal hyperfinds.

Leave management 

New QRCs are now available in the Leave Management Guide for Use of Accrued Time and also on tech.rochester for employees and timekeepers:

Reminders

  • 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 by December 24, see below in Upcoming Key Dates section.)
  • Timekeepers are encouraged to have VPN installed on their computer if working outside the University network in order to access Mel, the University’s new chatbot, and get help answering timekeeping questions while offsite.
  • From now until December 31, UKG will display an estimate of an employee’s accrual balances (e.g., vacation, PTO, sick, etc.) Beginning December 31, use the view accrual balances QRC  for help understanding your accrual balance in UKG.
  • Timekeepers are not able to approve time off requests that were submitted prior to Tuesday, December 17 in UKG. This issue has since been resolved. For requests submitted prior to December 17, the manager can respond or ask the employee to cancel the request and resubmit, so either the timekeeper or manager can respond.
  • Scheduling updates for nursing and scheduling updates for Orthopaedics

Workday

Reminders

  • If you have employees who appear to be in the incorrect supervisory organization in Workday, please submit a ticket through the HR Service Desk and include the following information:
    • Employee name (who needs to be adjusted)
    • Employee’s current supervisory organization (which appears incorrect)
    • Employee’s actual supervisory organization (where employee needs to be moved to)
    • Effective date

Individuals 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.

  • Extra compensation for 2024 should be processed via the 211 form in HRMS by Monday, December 23. Payments for 2025 need to be processed in myURHR Workday via the Request One-Time Payment process.
  • Your work email address on record is your myURHR email address and it flows to the University Faculty/Staff Online Directory. If you or a staff member need to update an email of record, please contact your help desk. Remember, University policies restrict the use of personal email addresses for work activity.
  • myURHR Process Flows in Workday

Coming soon

Office Hours—Join via Zoom

Send questions early and then join the session to learn more.

Learning Lives for UKGREGISTER in MyPath by searching for Learning Lives
Note: There are registration deadlines for each session.

  • For timekeepers:
    • Monday, December 23, 2024, 9:00 a.m.-10 a.m. (Resolving exceptions on hourly timecards)
    • Monday, December 23, 2024, 11:00 a.m.-12 p.m. (Reviewing data and delegations)
    • Friday, December 27, 2024, 1:00 p.m.-2:00 p.m. (Approving timecards and managing requests)
  • For hourly employees:
    • Friday, December 27, 2024, 9:00 a.m.-10:00 a.m.

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 p.m.
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 p.m.—Strict deadline
Deadline for first approval in myURHR UKG for bi-weekly pay cycle