myURHR News Roundup #6: Semimonthly approvals, important timecard correction guidance, viewing biweekly payslips, and more

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Resources

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 news

Semimonthly approval deadline in UKG: Thursday, January 9, 2025 by 3 p.m.
Next up for myURHR payroll deadlines are timecards for semimonthly-paid employees. All semimonthly timecards for the January 1–January 15 pay period must be reviewed, edited, and approved by timekeepers/managers by 3 p.m. on Thursday, January 9. Reference these quick reference cards:

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Time off requests in UKG for semimonthly and monthly-paid employees
Semimonthly and monthly-paid employees should only enter time off requests in UKG for dates January 1, 2025 and beyond. Follow the request time off QRC.
Accrual balances in UKG

Employees with PTO, vacation or sick: When viewing accruals in the timecard, the balances displayed in the accruals tab are based on the individual day selected inside of the timecard. Therefore, be sure to select the desired day for which you would like to see your accrual balance before reviewing the accruals tab. If you wish to view your balances and usage beyond the individual pay period, use the QRCs linked below for guidance on how to view accrual balances or understand your annual maximums or usage limits in UKG.

Semimonthly and monthly-paid employees: Balances are in the process of being updated, with the close of the final payrolls in HRMS. By end of day on Friday, January 3, 2025, semimonthly and monthly-paid employees should see their actual accrual balances in UKG.

Please note if you have usage for periods prior to the start of UKG (12/1 biweekly; 1/1 semimonthly and monthly) that were NOT entered in HRMS, please submit a ticket via Ask-URHR (ask-urhr@ur.rochester.edu) with the employee name, employee ID, and dates of the changes.

Once accruals are fully visible in UKG for your pay group, use the view accrual balances QRC for viewing balances within UKG tiles, timecards, or dataviews. For information on understanding your maximum annual vacation carryover or annual PTO usage, use the QRCs for non-union employees and union employees.

Google Chrome is preferred browser for UKG
The preferred internet browser when using UKG is Google Chrome. Although other internet browsers will work, there have been reports of error messages when using UKG on browsers other than Google Chrome.Tip: If you experience an error with any browser—try clearing your cache, closing your browser, and reopening it again. If you continue to experience errors and you are using Google Chrome, please contact Ask-URHR.

Timecard corrections guidance:

If a correction to a timecard is needed, please follow the instructions below based on the time period of the change.

Corrections to timecards in HRMS prior to myURHR UKG go-live:

For biweekly, this is any correction needed prior to 12/15/2024
For semimonthly & monthly, this is any correction needed prior 1/1/2025

Timekeepers/managers should NOT make corrections in UKG for these time periods as they will not automatically result in payments.

Action: Pay adjustments for time periods in HRMS prior to go-live should be handled via the One-Time Payment process in myURHR Workday. For guidance, please refer to the request one-time payment QRC.

If the timecard correction has an impact on accrual balances (i.e., vacation, PTO, sick), such as vacation taken but not entered or planned time off not taken, please additionally submit a ticket via Ask-URHR (ask-urhr@ur.rochester.edu) with the employee name, employee ID, and dates of the changes. Please note that salaried vacation requests entered in HRMS, but not approved by the 12/24/24 HRMS time and labor deadline have been processed (approved) and balances will be updated in UKG.

Corrections to timecards processed in myURHR UKG:

For biweekly, this is any correction needed for pay periods 12/15/2024 or later
For semimonthly & monthly, this is any correction needed for pay periods 1/1/2025 or later

Timekeepers/managers should make corrections in UKG.

Action: Historical changes can be entered on the timecard after edits are enabled following the payroll close. This will be by 10 a.m. on the day following the time and labor deadline. Refer to the Managing Timecards: Training for Managers or Timekeeping for UKG Advanced Scheduling Populations eLearning courses in MyPath for guidance on making historical corrections.

Once timecard edits have been approved by a timekeeper/manager in UKG, they will automatically process as part of the next normal pay cycle. If an off-cycle check is warranted, timekeepers/managers should work with their department coordinator to request an off-cycle check in myURHR Workday. For guidance, please refer to the off-cycle check request QRC and the University’s Policy on Off-Cycle Issuance of Payroll Payments.

Timecard reminders:

Wait to approve biweekly timecards until pay period closes

While it’s good practice to frequently review and make changes and/or corrections to timecards, it’s best to wait until after the pay period closes to approve biweekly timecards.

Once any timecard is approved, employees and timekeepers/managers will not be able to make edits unless the approver removes the approval on the timecard.
If you need to make changes to an already approved timecard within the current pay period and are unsure who approved it, go to the audit tab in UKG and follow these instructions, so you can contact the individual to remove the approval.

Time off request approvals
As a reminder, timekeepers now have access to everyone in their department family, which means you could see requests in UKG from staff beyond those you are responsible for. Please be careful to approve requests for only your team members.
Hyperfinds are a particularly useful tool for filtering in UKG, such as a list of your team members. You can use existing hyperfinds such as “My Reports to Employees” or create your own.

Training: Payroll Detail Reporting

The myURHR training team is offering additional learning opportunities for Payroll Detail Reporting (PDR), which is the replacement for Cumsal reporting. PDR training was recently assigned to individuals who hold the PDR analyst role and is now accessible from the MyPath transcript. If you believe you should have this security role and would benefit from PDR training, please submit a security role request in Workday and also email the training team for class dates and times.

In case you missed it: myURHR News Roundup

If you need to reference information in a previous myURHR News Roundup or missed an issue in your email, you can easily find the support newsletter on the myURHR webpages under Latest Updates.

Upcoming key dates

Thursday, January 9 by 3 p.m.—Strict Deadline

First approval in myURHR UKG for semimonthly pay cycle

Monday, January 13 by 3 p.m.—Strict Deadline

Second approval in myURHR UKG for biweekly pay cycle

Friday, January 24 by 3 p.m.—Strict Deadline

First approval in myURHR UKG for monthly pay cycle

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.

- For one-time payments:
  Tuesday, January 7, 2025, 2:00 p.m.–3:00 p.m.
- For hiring managers:
  Wednesday, January 8, 2025, 2:00 p.m.–3:30 p.m.
- For graduate coordinators:
  Thursday, January 9, 2025, 1:30 p.m.–2:30 p.m.
- For timekeepers and managers:
  Friday, January 10, 2025, 2:00 p.m.–3:00 p.m.

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

- For timekeepers:
  Approving timecards and managing requests
  - Monday, January 6, 2025, 9:00 a.m.–10:00 a.m.
  - Wednesday, January 8, 2025, 9:00 a.m.-10:00 a.m.
- Additional edits on hourly employee timecards
  - Monday, January 6, 2025, 2:00 p.m.–3:00 p.m.
  - Thursday, January 9, 2025, 11:00 a.m.–12:00 p.m.
- Reviewing data & delegations
  - Tuesday, January 7, 2025, 9:00 a.m.–10:00 a.m.
  - Friday, January 10, 2025, 1:00 p.m.–2:00 p.m.

UKG

UKG reminders:

Find answers to UKG frequently asked questions.
Leave Management Guide for Use of Accrued Time (with QRCs).

Reference myURHR News Roundup #4 for tips such as using an asterisk (*) for employee searches in UKG and guidance for UR on-call pay codes.

Workday

Viewing payslips in Workday:

Bi-weekly employees are able to view the first payslips in myURHR Workday. Payslips are available when payments are made. (Please note: Payslips prior to the myURHR go-live are not available in Workday.)

Follow this QRC to view and print payslips

Log in to Workday
Select Menu
Choose Benefits and Pay
On the navigation pane, select Pay
Select payments
Navigate to the All Payslips section and continue with the remaining instructions

Direct deposit:

For staff who do not have direct deposit, it’s easy to set up in Workday by following steps in the payment elections QRC. Employees can also update their direct deposit, if needed.
Direct deposit is a secure and convenient way to receive your pay, allowing timely access to funds while reducing paper check errors and delays.

Reminders:

Find answers to Workday frequently asked questions.
myURHR process flows in Workday (process flows added for grad student appointments, and payroll costing allocations & payroll accounting adjustments).

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