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myURHR News Roundup #3: Important timekeeping checklist; Student worker update, and more

For managers, coordinators, timekeepers, and department and division finance approvers

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.

Top story: UKG Timekeeping Checklist

Monday, December 30 at 3 p.m.
First Bi-weekly Payroll deadline in UKG

With one week remaining before the first payroll deadline in UKG for the bi-weekly pay cycle, it’s time to take action. Below is a timekeeping checklist with resources to guide managers and timekeepers and help them meet the strict payroll deadline of Monday, December 30 at 3 p.m. Please read it carefully to avoid delays.

Key actions for this week for bi-weekly timecards:

  • Respond to time off requests, especially those recorded for the December 15-December 28 bi-weekly pay cycle.
    • Reminder: Time off requests submitted in UKG prior to Tuesday, December 17 are not able to be approved by timekeepers due to a system error that has now been corrected. Managers can approve requests submitted prior to December 17 or please ask the employee to cancel the request and resubmit, which will allow either the timekeeper or manager to respond.
  • Begin reviewing and approving employee timecard edits.
    • Please be aware: Pending bi-weekly timecard requests that are not resolved by the 3 p.m. payroll deadline on December 30 will be rejected and then have to be re-entered as a historical correction in the next bi-weekly pay period.
    • Important note: Whenever a timekeeper/manager approves a timecard during the current in-process pay period, it becomes locked and no employee direct edits are allowed until the approval is removed. The individual who approved the timecard must undo that approval by selecting “Remove Approval” for the timecard to be further edited. Timecards should be reviewed and edited as needed throughout the pay period and then the approval button selected at the close of the period for final confirmation.
  • Ensure timekeepers have VPN installed on their computer if working outside of the University network in order to access Mel, the University’s new chatbot, and get help answering timekeeping questions while offsite.

For managers and timekeepers of student employees: The myURHR support team is aware some student employees have been assigned to the incorrect supervisory organizations in Workday and is collaborating with the Student Employment Office to make proper adjustments. This should not affect the ability of timekeepers to enter time, or view and approve hourly student employee timecards in UKG for those on their team. Adjustments to the supervisory organizations are expected to be made in Workday later this week. If you continue to notice an incorrect supervisory organization for a student employee, please submit a ticket via Ask-URHR and include the necessary details for updates.

If your staff use the punch tile on the UKG home page to enter time: Remind them about the scroll bar to show all available punch options. Please note that some hourly employees are not scrolling down to reveal the “Out Punch” option and are instead selecting “In Punch” twice, which will require a correction.

UKG landing screen with an arrow pointing at the 'in punch' button

UKG in punch dropdown selections

 

Reminders for staff using time clocks:

  • Reiterate with hourly employees about choosing the correct button when punching in versus punching out as some individuals are selecting the “In Punch” button for both in and out punches. This will result in the appearance of a missing punch on the timecard and will require a correction.
  • Share with staff that when punching out with no full meal, a reason must be selected. If staff do not select a reason, the timeclock may timeout without accepting the punch and/or the clock may not be reset for the next person in line.

Key actions by 3 p.m. on Monday, December 30 for bi-weekly timecards:

  • Review all hourly timecards for accuracy and approve.
    The myURHR UKG team recommends that you give yourself extra time ahead of the first payroll deadline in UKG to review and approve timecards.

    • Important note: Whenever a timekeeper/manager approves a timecard during the current in-process pay period, it becomes locked and no employee direct edits are allowed until the approval is removed. The individual who approved the timecard must undo that approval by selecting “Remove Approval” for the timecard to be further edited. Timecards should be reviewed and edited as needed throughout the pay period and then the approval button selected at the close of the period for final confirmation.
    • Please be aware: Pending bi-weekly timecard requests that are not resolved by the 3 p.m. payroll deadline on December 30 will be rejected and then have to be re-entered as a historical correction in the next bi-weekly pay period.
  • Submit any corrections or adjustments before the deadline.
  • Double-check all hours worked have been properly recorded.
  • Complete all actions from the week prior.
  • Reach out to your HR Business Partner regarding timekeeping/pay codes that are available for your department.

Your prompt attention to adhering to the December 30 at 3 p.m. deadline is essential to ensuring timely and accurate payroll processing.

Additional UKG Quick Reference Cards (QRCs):

UKG reminders:

Office Hours and Learning Lives

Office Hours for Workday and UKG—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:
    • Friday, December 27, 2024, 1:00 p.m.–2:00 p.m. (Approving timecards and managing requests)
    • Monday, December 30, 2024, 9:00 a.m.–10:00 a.m. (Resolving Exceptions on Hourly Employee Timecards for Timekeepers)
    • Monday, December 30, 2024, 11:00 a.m.–12:00 p.m. (Additional Edits on Hourly Employee Timecards for Timekeepers)
    • Tuesday, December 31, 2024, 10:00 a.m.–11:00 a.m. (Reviewing data & delegations)
    • Thursday, January 2, 2025, 10:00 a.m.–11:00 a.m. (Additional edits on hourly timecards)
    • Thursday, January 2, 2025, 1:00 p.m.–2:00 p.m. (Resolving exceptions on hourly timecards)
    • Friday, January 3, 2025, 10:00 a.m.–11:00 a.m. (Reviewing data & delegations)
  • For hourly employees:
    • Friday, December 27, 2024, 9:00 a.m.–10:00 a.m.
    • Tuesday, December 31, 2024, 1:00 p.m.–2:00 p.m.

Upcoming key dates

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

Thursday, January 2
New off-cycle check requests begin processing in myURHR.

Thursday, January 9 by 3 p.m.—Strict Deadline
First approval in myURHR UKG for semi-monthly pay cycle

Friday, January 24 by 3 p.m.—Strict Deadline
First approval in myURHR UKG for monthly pay cycle

Timely News

In case you missed it: Roundup #2 from Dec. 20

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.