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myURHR News Roundup #14: Meal cancellation options and UKG upgrade

myURHR News Roundup #14: Meal cancellation options and UKG upgrade

News for managers, coordinators, timekeepers, and department and division finance approvers.

Topics on this page:

Resources

Log in to Workday and UKG

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.

2025 Payroll calendar

myURHR News Roundup editions

Timely updates

Beginning June 1: New meal cancellation dropdown options

Managers and timekeepers: Beginning Sunday, June 1, you will have a new, simplified list of dropdown options when selecting the appropriate pay rule for cancelling a first or second meal deduction.

The primary change you will notice is that the 12-hour deduction code will be replaced with a 6hr+ deduction code. Here’s a preview of the new codes:

  • UR 30min 1st Meal 6hr+ Shift
  • UR 30min 2nd Meal 15.5hr+ Shift
  • UR 45min 1st Meal 6hr+ Shift
  • UR 45min 2nd Meal 15.5hr+ Shift
  • UR 60min 1st Meal 6hr+ Shift
  • UR 60min 2nd Meal 15.5hr+ Shift

As of June 1, existing meal deduction codes will be renamed to start with z(OLD) and should no longer be utilized.

These updates will not impact staff who use the time clock or the UKG punch tile. Individuals who have missed a meal will continue to select “Out Punch No Full Meal” and indicate the reason for the missed meal.

If a historical correction is needed to cancel a meal deduction, use the new codes. If it is prior to June 1, you will not see the deduction hours change or the exception indicator on the timecard, these will be corrected during payroll processing.

UKG employee’s timecard for meal override and cancellation

Resource: Review the Meal Override and Cancellation QRC

Reminder: Employees working a shift of six hours or more are entitled to a 30-minute meal break. In the event that an employee misses a meal break, the manager should discuss the circumstances with the employee so that this does not recur.

For your awareness: UKG upgrade on May 30

UKG and Workday have regularly scheduled system upgrades designed to increase functionality and enhance the user experience.

For myURHR UKG, the first of two major upgrades for this year will happen on Friday, May 30, between the hours of 12 a.m. and 4 a.m. No downtime is expected.

The modifications are not expected to impact any staff UKG actions, including timekeeping tasks, scheduling, or using the time clocks, as they are mostly affecting background system operations and processes.

Did you know?: Creating supervisory organizations

In myURHR Workday, new supervisory organizations typically should be created when there are structural or certain managerial changes that require distinct oversight. Some examples include:

  • A new manager joins the organization and needs a team/department to manage
  • An existing employee is promoted to a managerial role with direct reports
  • A new business unit, cost center, etc., is established

To begin the process of creating a new supervisory organization, submit a ticket containing the information below to Ask-URHR at ask-urhr@UR.Rochester.edu. This will ensure proper setup and workflows.

  • Manager name/ID (of the new sup org)
  • Effective Date
  • HR Department
  • Superior organization (what supervisory org number/name) it will report/roll up to

If a department needs to move a group of employees from one manager to another, and supervisory organizations already exist, submit a ticket with the information below to Ask-URHR at ask-urhr@UR.Rochester.edu:

  • Supervisory organization (e.g., 100500 department name, manager name)
  • New manager/name position #

New information: Personal hyperfinds in UKG

If you created a personal hyperfind in UKG, you’ll want to read this story!

Earlier this month, in the myURHR News Roundup #13, managers and timekeepers were made aware that hyperfinds in UKG may still show employees who have left the University or transferred to another department/unit.

Now, you can update a personal hyperfind to remove individuals who have left the organization. Here’s how to do it:

  • Open your personal hyperfind in UKG by clicking on the pencil icon next to it to edit
  • Select Add or Edit conditions on the bottom right of the screen
  • Under Select Conditions (on the left), select the arrow for User Information
  • Click on User Account Status and select Add
    • This will automatically be set up for active status and the current date
      (see sample image below)
  • Hit the Apply button (lower right corner)

Once you have applied the User Account Status condition, your personal hyperfind will only display active employees.

Please note: This does not resolve the issue of hyperfinds displaying employees who transferred to a new department/unit. The myURHR support team is continuing to address this situation.

UKG Hyperfind Editor

Update for Managers: myURHR training

Managers—need to check if an employee has completed their required myURHR training? Head to MyPath! You will find two training reports there:

These reports include the latest courses, such as Effort Certification, and training completion data.

The myURHR training course completion dashboard is still available and updated monthly, however, it does not feature training data for new courses like Effort Certification. The dashboard is best for referencing completion of training assignments required prior to go-live. (Click here for reminders on how to use the dashboard.)

Reminders