News for managers, coordinators, timekeepers, and department and division finance approvers.
myURHR News Roundup #13: One-time payments vs off-cycle checks and leave codes
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Resources
Ask Mel (mel.rochester.edu) (Must be on the University network or connected via VPN)
Support resources: For any ticket submitted to Ask-URHR, please include as much detailed information as possible.
Timely updates
Coming soon: Updated leave pay codes in UKG
The myURHR support team is continuing to make adjustments to both myURHR Workday and UKG—including clearer, more user-friendly leave pay codes in UKG. These improvements, which reflect feedback from staff, make it easier for managers, timekeepers, and employees to understand and use the codes. The leave pay code updates began on April 28 and will be completed today, May 5 for the following:
- Family and Medical Leave (FML)
- Paid Family Leave (PFL)
- Short Term Disability leaves (does not include existing STD leave cases)
Here is an example of the changes coming:
| Type of Leave | Current Leave Pay Codes in UKG | Updated Leave Pay Codes in UKG |
| FML-Self | ILLINJ | FML Self |
| FML- Care of Mother | PARENT | FML Parent |
| FML- Care of Father | PARENT | FML Parent |
Check out the new leave pay code crosswalk that is now available.
Additional resources:
- Entering time for Paid Family Leave for timekeepers QRC
- Entering time for Family Medical Leave for timekeepers QRC
- Leave Management guide for use of accrued time (contains QRCs)
Know the difference: One-time payment vs off-cycle check request
When is it appropriate to submit a one-time payment versus an off-cycle check request? It’s a common question that ASK-URHR often receives. Here’s a quick breakdown to help clarify.
One-time payment process
The one-time payment process in myURHR Workday is used for extra compensation. It aligns with the University’s policy on Additional Work and Additional Compensation (Policy 211).
What you need to know:
- A one-time payment is included in the employee’s regular paycheck, either for the current pay period or the pay period that consists of the scheduled payment date if it’s set in the future.
- If a contractual obligation requires a payment sooner, an on-demand payment request can be used by unchecking the “send to payroll” box in the one-time payment process.
- Coordinators can easily find the one-time payment entry and approval deadlines on the UR Coordinator Dashboard. To access the dashboard from the myURHR Workday homepage, go to “Your Top Apps” or
- Click on the menu in the top left corner of the homepage
- Scroll down to the list of apps
- Select the UR Coordinator Dashboard
Note: The 2025 HCM Transaction Deadline Calendar is on the right side of the dashboard under Calendars.
Helpful resource: One-time payment QRC
Off-cycle check request
Initiate an off-cycle check request in myURHR Workday when a timekeeping error results in missed pay that can’t wait until the next pay period.
What you need to know:
- A department coordinator, faculty coordinator, or manager can submit an off-cycle check request anytime.
- Important to remember: A manager or timekeeper must approve hours in myURHR UKG before submitting an off-cycle check request in Workday.
- Off-cycle checks are processed twice weekly per the University’s policy on Off-Cycle Issuance of Payroll Payments and based on the off-cycle calendar.
- To begin an off-cycle check request, search for the “Create Request” task in myURHR Workday and select “UR Off-Cycle Check Request Form.”
To avoid delays, complete the request with all required information, including the number of hours or the dollar amount owed.
Helpful resource: Off-cycle check request QRC
Now available: Effort Certification training in MyPath
Training on the effort certification process in myURHR Workday is now available in MyPath.
The eLearning course, Effort Certification in myURHR Workday, has been assigned to all individuals holding the Effort Certification Partner role for their department. You can also search for the course in MyPath if you are interested in taking it. Individuals involved in certifying effort—anyone with payroll on a sponsored project—are encouraged to take this training.
Upcoming Effort Certification periods:
- 9-month individuals: First certification in Workday begins this June for the period January-May 2025
- 12-month individuals: First certification in Workday begins this July for the period January-June 2025
The effort certification process will be initiated in Workday by ORACS within two weeks of each certification period’s end.
New resource: Payroll Detail Reporting Dashboard
Discover the new UR Payroll Detail Reporting Dashboard now available in myURHR Workday—designed specifically for UR department coordinators and Payroll Detail Reporting analysts. This new tool brings all payroll detail reports (PDRs) together into one convenient place, making it easier to obtain data.
Here’s how to access the new PDR dashboard:
- From the myURHR Workday homepage, go to Your Top Apps
- Navigate to the UR Coordinator Dashboard
- Select the Payroll Detail Reporting tab at the top
or
- Click on the menu (top left corner of the homepage)
- Scroll down to the list of apps
- Select UR Payroll Detail Reporting
Be aware: Hyperfinds in UKG
Managers and timekeepers—when using hyperfinds to approve timecards, please be aware that you may still see employees who have left the University or transferred to another department/unit. Be sure to carefully review all entries before approving. The myURHR support team is working with UKG to resolve the issue.
myURHR Office Hours sessions
Don’t forget to send your questions early and join the session to learn more.
Upcoming Workday and UKG Office Hours and Zoom link: