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HR Intercom January 2025

Topics on this page:

HR Modernization

myURHR Workday actions: Review and/or update address and personal information

If you haven’t already, log in to Workday to ensure your personal information is accurate. Get started by clicking on your profile (your photo) in Workday:

And remember that help is always available. Find the different ways to find help.

myURHR UKG top 3 tips

#1 Accrual balances

Whether you’re planning a vacation or simply want to keep track of your paid time off, you can check your balance whenever you need in UKG.

  • The accrual balance quick reference card (QRC) explains data visible on the My Accrual tile, the Accruals tab on the timecard, or via dataviews.
  • Employees with PTO, vacation, or sick, please be aware that balances displayed in the Accruals tab on the timecard are based on the individual day selected. Be sure to choose the correct day for which you would like to see your accrual balance before reviewing the Accruals tab.
  • If you have questions regarding your maximum annual vacation carryover or annual PTO usage, follow the appropriate QRCs for non-union employees and union employees.

Note: Payslips in myURHR Workday will only show the balance as of the end of the pay period being paid and does not include the next pay period’s accrual. You can find the most up-to-date and current accrual balances in UKG.

#2 Timecard approvals

Notice your timecard is locked and you can’t make edits? This will happen when a timekeeper or manager approves your timecard during the current in-process pay period. It will be locked and no employee direct edits are allowed unless the approval is removed.

  • If you need to edit your time worked or a time off request after an approval has occurred, please reach out to your manager and/or timekeeper as the individual who approved the timecard must undo that action by selecting “Remove Approval” in order for the timecard to be further edited.

Important reminder for managers and timekeepers: If you are unsure who approved a particular timecard within the current pay period, go to the Audit tab from the employee’s timecard in UKG and follow these instructions, so you can contact the individual to remove the approval.

#3 Dataviews and Hyperfinds

Managers, timekeepers: Need a quicker way to access important data in UKG? Use dataviews and hyperfinds.

Reminder: Timekeepers have access to everyone in their department family, which means you could see requests in UKG from staff beyond those who report to you. Hyperfinds can help filter a list of your team members. You can use existing hyperfinds including “My Reports to Employees” or create your own.

Dataviews

Reports or views available within UKG that allow timekeepers/managers to analyze data and take actions.

Access dataview QRC

Hyperfinds

Used to group/filter employees with certain criteria. Some already exist in UKG. Additional hyperfinds can be created by timekeepers/managers to further narrow down their views.

Create personal hyperfinds QRC

News

2025 Performance Evaluations

The University’s annual performance evaluation process provides an opportunity for both managers and staff to receive feedback and evaluate progress over the last year, as well as set goals, plan projects, and establish timelines for the year ahead. This year, performance evaluations will launch for the entire University (including the Medical Center) on Saturday, February 1, and all will follow the same timeline. The process for completing and submitting performance evaluations in MyPath remains unchanged.

2025 Performance Evaluation schedule:

Staff self-reviews: Saturday, February 1–Saturday, March 8
Manager reviews: Sunday, March 9–Sunday, April 20
Employee Acknowledgement due Monday, June 30

Find resources to prepare for performance evaluations on the HR website.

Paid Prenatal Personal Leave

Effective immediately, per New York State law, all employees are eligible for 20 hours of paid time off for health services received during or related to their pregnancy. This leave can be used for physical examinations, medical procedures, monitoring, testing, and discussions with a health care provider related to the pregnancy. It does not apply to postnatal or postpartum appointments. To use paid prenatal leave, which is in addition to existing sick leave or PTO, the code “UR Prenatal” must be entered into myURHR UKG timecard. For more information, view the University’s Paid Prenatal Personal Leave Policy (#342).

Learning and Development

Safe Space sessions

Registration is now available for LGBTQ+ Safe Space courses offered through April 2025. Session dates are open to all faculty and staff and can be found by searching in MyPath for the “Safe Space Playlist.” The first course is “Part 1: Gaining Knowledge.” Upon completion, employees can register for “Part 2: Creating Safety,” which helps paves the way to becoming a University LGBTQ+ Safe Space Champion. These classes are offered virtually at no cost. Email Scott Fearing with questions.

Benefits

Claims are now being accepted for the 2025 Child Care Subsidy

If you were approved for the 2025 Child Care Subsidy, you may now log in to Lifetime Benefit Solutions and start the claim/reimbursement process. You can submit a claim via the Lifetime Benefit Solutions member portal or mobile app. You also can complete a claim form and mail it to Lifetime Benefit Solutions. If you have not previously logged in to your LBS account, please see the new user instructions. For more information, please visit the Family Care Website.

Complete your tuition applications in myURHR Workday

The tuition reimbursement application for Spring/Winter 2025 and the tuition waiver application for Spring 2025 are both available to complete in myURHR Workday. You can apply by logging in with your Active Directory credentials, clicking on “Benefits and Pay” on the homepage under Apps, and then selecting the corresponding application under Suggested Links. Applications must be submitted within 30 days from the start of your course(s). More information can be found on the tuition benefits page.

2025 Retirement IRS limits

The Internal Revenue Service announced that the amount individuals can contribute to their 403(b) plans in 2025 increased to $23,500. The catch-up contribution for those aged 50 and older will remain $7,500, so the limit for those individuals is $31,000 for 2025. In addition, active participants who will attain age 60, 61, 62, or 63 in 2025 are able to make additional catch-up contributions of $11,250 for a new limit of $34,750.

You may contact TIAA directly anytime at (800) 410-6497 or online at https://www.tiaa.org/rochester to manage your salary deferral elections.