myURHR FAQs

One of the biggest changes, and a benefit some faculty and staff will experience with myURHR, will be the transition from manual, paper-driven forms to efficient digital workflows.

Once we reach go-live on December 16, 2024, many of the forms used today (e.g. 200s/500s/600s and others) will be replaced with standardized templates and easy-to-follow steps within myURHR.

Furthermore, visibility to timecard and vacation accrual information will be accessible from a mobile device or personal computer anytime, anywhere.

myURHR will make it easier for employees to complete tasks digitally such as submitting state and federal tax changes, updating direct deposit allocations and bank accounts, requesting time off, and updating personal demographic information. By eliminating many paper processes, individuals managing HR transactions around hiring, compensation, and other job changes will have greater transparency into the status of those transactions.

Once myURHR is live on December 16, 2024, many of the forms we use today (e.g. 200s/500s/600s and others) will be replaced with standardized templates and easy-to-follow steps and digital workflows within myURHR.

An extensive review of security roles for myURHR has been conducted by departmental leaders. For questions related to departmental role identification, please reach out to your departmental leader who can confirm your role in the systems for your department.

Faculty and staff will be able to update personal and emergency contact information, change direct deposit elections, view and print payslips, view and manage benefits, update tax elections, view and manage time off, and track vacation, PTO, and sick allotments and usage.

Yes, when myURHR is live, you will be able to update your direct deposit allocations, bank account information, and tax information in Workday.

Employee information such as direct deposit, withholdings, deductions, etc. will automatically transfer from HRMS to myURHR Workday when it’s live on December 16, 2024. Employees will not have to re-enter their banking information and there is no action needed by the employee. However, it’s important that all faculty and staff ensure their personal information is up to date in HRMS prior to myURHR going live.

When the University moves to myURHR Workday and UKG, the process to establish a disability claim will still occur with Hartford.

Once myURHR is live, employees will track their time, as well as submit time off and leave management requests in myURHR through the UKG platform. Employees will be able to access myURHR directly or utilize the mobile applications. Visit MyPath to learn more by completing your myURHR training.

Hourly employees will record in and out times through UKG (Dimensions). Options for entering time worked are to use the punch tile (either in the UKG mobile app or from a computer), swipe at the time clock, or enter directly into the timecard. Departments/units should provide guidance to their teams on the preferred method. Worked time will be automatically calculated to correctly pay employees according to the pay policy.

Staff will use myURHR UKG to enter time off requests and also view vacation balances. It is important to understand that at go-live, myURHR UKG will contain an estimate of an employee’s accrual balances (e.g. vacation, PTO, sick, etc.) as of the pay period prior to go-live. Actual accrual balances will not be available in myURHR UKG until December 31, 2024. Staff can use this quick reference card (QRC) at go-live for information on how to view accrual balances.

Access to personal information in myURHR Workday will be limited. The employee as well as HR, Payroll, and Benefits departments will have access but personal information will not be available to managers or other employees.

Only the employee and appropriate members of HR will have access to personal demographic information such as race/ethnicity, gender, or sexual orientation. We collect demographic information to help us understand our workforce, determine how we can better serve people and communities, and meet compliance reporting requirements pursuant to various civil rights laws and regulations. However, submission of this information is voluntary and the University respects and honors everyone regardless of whether they decide to self-identify. Refusal to provide this information will not result in any adverse employment actions. Please be assured that employees’ identifying information will be kept confidential and/or maintained securely to ensure employee privacy with applicable regulations.

When myURHR is live, you will log in to Workday the same way you do today. Once logged in, you will be able to move between tasks of one Workday module to another.

No. The University will continue using the MyPath tool for:

• Performance Management
• E-Learning
• Annual Mandatory In-Service Program
• Compliance-related tasks

Updating the current recruiting website is part of the myURHR project. The University has received a lot of feedback about the current site that the myURHR project team is utilizing to inform decisions around and development of the future site. We are very excited for the upgrades to come when we transition to myURHR on December 16, 2024. Prospective employees and current employees will enjoy a better online experience with new features such as the ability to easily view specific job locations and remote and hybrid opportunities.

It’s important that all faculty and staff who use myURHR will be able to access the information they need. Faculty and staff will be able to access most features on Workday and UKG using common screen readers.

Recruiting activities in myURHR will be for staff roles. Faculty recruiting activities will take place in UR Faculty. After the recruitment concludes, the faculty member will be hired into myURHR Workday. This same process will also pertain to postdocs.

Newly hired faculty members will have access to myURHR and their onboarding dashboard in Workday within 90 days of their start date. New faculty members will receive a notification to start their onboarding tasks, such as setting up direct deposit.

Faculty who track vacation time today will continue with their current process for recording vacation, etc. Faculty will not submit vacation requests or track vacation accruals in myURHR UKG.

Faculty utilizing NYS mandated sick time in HRMS will continue to do so in myURHR UKG when it goes live on December 16, 2024.

Currently, faculty members sign off on past effort when there is a costing change via a personnel action form (PAF). When myURHR is live, effort will be certified at pre-defined times throughout the year. The major change is that certifications will not be completed with every change in effort distribution. There will be five certification periods:

9-month individuals

• Jan-May
• Jun-Aug
• Sept-Dec

12-month individuals

• Jan-Jun
• July-Dec

Yes, student employee time tracking will be captured in myURHR through the UKG platform. Student workers will have access to UKG. The University will continue to use JobLink for student hiring.

No. UR Student and JobLink are not changing. Student workers and managers will continue completing the same actions and tasks in each system when myURHR goes live.

The University will continue to use the JobLink system for student employment, with a few changes in process. When myURHR is live, managers and department coordinators will continue to post job postings to JobLink. They will need to create a position in Workday for each job needed. Student workers will continue to use JobLink to search for and apply for jobs the same way they do today. Once a student is hired, the student hire information will be populated in Workday and the onboarding process will kick off.

Student workers are assigned training in MyPath. The myURHR project team has also developed a specialized toolkit for student workers and their managers. The toolkit includes an overview of myURHR and what student workers and managers will do in the system; infographic that shows relations/actions between myURHR, JobLink and UR Student; personas; and a Fast Facts video for student workers and managers.

Student workers will have access to myURHR and their onboarding dashboard in Workday on day one of their new job. New hires will receive a notification to start their onboarding tasks, such as setting up direct deposit. Student workers will also have access to myURHR to view their pay slips in Workday.

myURHR will provide managers, and those initiating HR transactions on behalf of a department, with the ability to see the status of their request, providing greater transparency and efficiency.

Once the system is live on December 16, 2024, many of the University’s current forms (e.g. 200s/500s/600s and others) will be replaced with standardized templates and easy-to-follow steps within myURHR, which will allow for increased continuity and accessibility to information.

Managers will have visibility into the business processes. myURHR will have built-in notifications and alerts for many business processes that will inform managers when a request reaches various stages.

One of the benefits of transitioning to myURHR is that you will see all of the people who are in your supervisory organization(s), any positions that are approved and currently vacant, along with current postings and positions that are approved but not posted. myURHR Workday keeps everything in one place centrally, so that we don’t have to guess anymore.

Job codes in myURHR will remain consistent with HRMS and will include “UR” before them because Highland Hospital job codes will appear in Workday as well. Staff will be able to see Highland Hospital codes because, as an affiliate of the University of Rochester, we are all sharing the same Workday HR platform.

For the 2024-2025 fiscal/academic year, graduate student coordinators will continue using their current practices for submitting stipend, tuition, and health waivers.

Current stipend information will be carried over to myURHR. Any changes to stipends made or effective after December 12, 2024 will need to be made in myURHR.

Tuition and health waivers for fall 2024 and spring 2025 will have been processed by the time myURHR is live on December 16. Any changes to tuition and health waivers for these terms should be directed to your school and not submitted through myURHR.

Tuition and health waivers for summer 2025 will be processed through myURHR. This will require a one-time resubmission of any summer 2025 information previously submitted in HRMS.

Managers will be able to initiate the Job Requisition process in myURHR for staff, union, and Strong Staffing groups. Managers can also delegate the initiating action to their admins, if needed. Nurse managers will not initiate the Job Requisition process as Nursing Practice Administration will support these activities.

There is a place on the job requisition screen in myURHR Workday where you can specify if the job is fully remote or hybrid. Candidates will be able to see that information once the job is posted on the careers site. The job postings will also include location information such as the physical address and building/unit information.

Yes, you can see in myURHR Workday which approval is pending, who’s approved it, and who hasn’t approved it, etc.

Hiring managers will not receive an email notification each time an applicant applies, however, they will see applicant information when they log in to myURHR Workday. All unreviewed or new applications will show up as “Action Items” on the recruiting dashboard in Workday. The dashboard will provide a total number of unreviewed applications and an overview of any applicants with pending activity, based on where they are in the recruiting process.

The recruiting dashboard will make it easier for hiring managers to view and manage their candidate pools and actions.

myURHR will help to streamline the University’s hiring and onboarding processes. New hire documentation will live in myURHR, and all newly hired employees will complete forms electronically within the system instead of in person on paper. New hires will also experience a more interactive onboarding dashboard detailing their tasks to help keep them on track. Managers/supervisors will receive notifications in myURHR throughout the onboarding process and when it’s completed.

Managers will have visibility into the hiring process, specifically where the candidate is in the recruiting process, i.e. status of the background check, visibility to signed offer letters. However, managers may not have access to all of the details such as specific background check information. Managers will only see the candidate’s status relative to their opening and not for any additional openings in which the candidate may be under consideration for at the University.

There will be a remote worker attestation in myURHR similar to what is currently in HRMS. All existing attestations will be moved from HRMS to myURHR.

Managers and coordinators will need to regularly check their inbox in Workday and control center in UKG for items needing their attention.

• In Workday: A notification (the bell icon) in Workday is an informational message. No action is required. An inbox message in Workday is part of a process or task where action is required.

• In UKG: Notifications are sent to an employee’s Control Center. Most notifications require actions, for example, time-off requests.

Restricting time entry methods will not be done in the system. Departments/units should provide guidance to their teams on their preferred method.

The same options for entering time worked will be available for all hourly employees. Employees can use the punch tile in myURHR UKG (either in the UKG mobile app or from a computer), swipe at the time clock, or enter directly into the timecard (entering directly into the timecard requires manager approval).

myURHR will integrate schedule and time off information into the employee’s timecard, minimizing redundant tasks for departments currently using UKG advanced scheduling. Managers will be able to input information in the schedule that will automatically flow to the employee’s timecard, such as transfers and approved time off requests. Using the schedule, managers will also be able to view timecard exceptions, such as late ins, early outs, and unexcused absences. myURHR also allows managers to quickly recognize issues by comparing scheduled hours to actual hours worked.

Yes, salary cap functionality is built into myURHR Workday. Additional fields will appear in the costing allocation section when a salary cap grant is entered, allowing the user to input details such as the non-grant account to be used when the cap is exceeded. This information is then used in calculations that occur automatically as part of payroll processing. Training materials will be available by the end of November for managing salary cap costing allocations, both prospectively and retrospectively.

Yes, with the shift to myURHR, two decimal places will be allowed in salary allocations. A benefit of transitioning to myURHR is that individuals will no longer need to calculate the percentage for the salary cap – it will be entered as an effort percentage and the system will apply the salary cap. This will hopefully eliminate much of the need for entering decimals, but the project team understands that there could be instances where the decimals are still necessary.

Coordinators should consult with all impacted parties prior to initiating a transaction in myURHR Workday. FAO owners can utilize the following Labor Distribution reports by searching for them in Workday:

• URHCM0382 – Labor by Pay Period for an FAO – displays actuals for the pay distribution
• URHCM0239 – Worker Costing Allocation Detail – displays planned allocation/distribution for an employee

Beginning on December 16, 2024, hourly employees will track their time in UKG and all employees are encouraged to use the system to submit time off and leave management requests. Employees will be able to access UKG via the time clock, web, or by utilizing the mobile application.

Managers and timekeepers will view and respond to employee time off requests, approve time in and out punches, and approve employee timesheets in UKG.

Managers/schedulers in departments currently using UKG (Dimensions) will generally use the system the same as they do today, but the information on the schedule, such as approved time off, leave, or other types of absence will flow to employees’ timecards for the appropriate pay period.

Time off requests in myURHR UKG will be encouraged to ensure simple and accurate population of timecards and use of accrual balances. Time off could be directly entered into the timecard if desired by the department, but will require manager/timekeeper approval for payroll processing.

Managers will indicate if staff should use the time off request process in UKG, however, time off needs to be recorded in UKG to ensure accurate pay and time off balances. There are several benefits of using the request process in UKG:

• Approved time off requests will appear directly on the employee’s UKG calendar for easy viewing.
• Reports-to manager will be able to view their team’s time off requests in the system, which can help inform whether they should approve or deny a request.
• Approved time off requests will populate directly to the timecard at the appropriate time of the pay cycle.
• Utilizing a consistent time off request process across the organization makes it easier when employees transfer to other departments or work in multiple departments.
• Usage of multiple or duplicate methods for requesting time off will no longer be needed.
• Improved accuracy of requests as manual entry will no longer be required.

Approval for a time-off request routes to the reports-to manager, however, a timekeeper also has access and can act on the request.

Options for entering time worked are to use the punch tile in UKG (either in the UKG mobile app or from a computer), swipe at the time clock, or enter directly into the timecard. Departments/units should provide guidance to their teams on the preferred method.

The same options for entering time worked will be set up for all hourly employees. Employees can use the punch tile in UKG (either in the UKG mobile app or from a computer), swipe at the time clock, or enter directly into the timecard (requires manager approval). Managers can view in the audit tab of the timecard which method has been used. Departments/units should provide guidance to their teams on the preferred method.

Yes, managers and timekeepers can view in the audit tab of the timecard which time tracking method has been used (e.g. time clock, punch tile, or direct entry).

No, managers and timekeepers do not need to approve every punch, unless an employee makes an edit to their punch, or there is a mis-punch or correction. If an employee manually enters their time, each entry will be reviewed by the manager/timekeeper for approval. There is a function in UKG that allows managers and timekeepers to approve all submissions at once. Timecards can be approved on a pay period basis.

The time off request routes to the reports-to manager in myURHR UKG. However, an approved timekeeper can also act on the request. If the manager is the timekeeper, the manager can request for another person with the same level of access to manage their timekeeping while they are away (typically used for short-term requests). This can be done in the system.

The Exception Log will be retired when myURHR is live in 2024. Functionality in UKG allows for entry in the application, eliminating the need for the log.

When myURHR is live, work codes will no longer be available as an editable field. Managers and others will select distinct timekeeping codes in myURHR UKG such as high vacancy with a specific rate.

In UKG, there is the ability to have multiple jobs on one timecard with approval by multiple managers/timekeepers. Managers/timekeepers will only have the ability to act on a job for which they are responsible.

You can cancel vacation requests if they are in current or future pay periods. The cancellation change will go to your manager/timekeeper for approval. If you are requesting cancellation of a vacation in the past, please work with your manager/timekeeper so they can make that adjustment.

Departments and areas that are not currently utilizing UKG Dimensions will continue with their existing scheduling solution.

Yes, there is a mobile app with similar functionality.

Generally, myURHR UKG will allow a submittal up to 365 days in advance. If a department has a policy about when/how far in advance a time off request can be submitted, it will need to be reinforced and governed by the department.

myURHR UKG will forecast the balance based on upcoming grants, already approved requests, and used vacation. If a projected balance is available, the system will allow the request to go through.

For exempt employees, it will allow one weeks’ time to be paid. Banks will show a negative balance. There is no system process to prevent more than one week of vacation in the deficit. Pay will not be impacted for exempt employees, however, managers should provide guidance.

For hourly paid employees, if there isn’t enough time in the banks when payroll runs, the time will not be paid.

Time will be deducted when the manager or timekeeper approves the time off request. If the request is for a future pay period, it will show—on reports, in schedules, or via the myURHR UKG calendar—as “planned takings” which are requests that have been submitted and will be approved in the future. An employee’s current daily available balance will still include the hours until they reach the first day they plan to take off.

Recruiting in myURHR is applicable to Staff, Nursing, APPs, Union, and Strong Staffing groups. Faculty and post doc recruiting will take place in UR Faculty and student workers will use JobLink to apply for jobs.

Uploading a resume is not a requirement, however, work history will be captured in the application if a resume is not provided. Applicants will also have the option of attaching a cover letter.

On December 16, 2024, the University of Rochester will transition all HRMS activities to our new system, myURHR. To optimize Workday and UKG, the two systems that power myURHR, data currently in HRMS needs to be reviewed and validated prior to go-live. The myURHR recruitment requisition transition will help to ensure recruiting data is accurate and up-to-date when Workday is live.

The recruitment requisition transition impacts staff requisitions.

Recruiting activities in myURHR will be for staff roles. Faculty recruiting activities will take place in UR Faculty. After the recruitment concludes, the faculty member will be hired into myURHR Workday. This same process will also pertain to postdocs.

Yes, beginning in early December all active staff requisitions and those requisitions on hold for less than two months in HRMS will transfer over to Workday.

Job requisition information, including candidate applications will remain in HRMS and will be accessible to hiring managers for 90 days post go-live. It is important to understand that candidates and applicant records in HRMS will not be converted to Workday.

There will be a transitional period of 90 days where applicant records will live in HRMS but hiring actions will take place in Workday once it is live on December 16. Managers/supervisors will need to reference HRMS for resumes and applicant information leading up to go-live, and will continue to have access to applicant records in HRMS up to 90 days after go-live. To be clear, there will be a period of time where you could have new candidate applications in Workday as well as candidate applications that need to be resolved in HRMS.

HRMS will be accessible from now through go-live, and also 90-days post go-live to allow hiring managers to complete recruiting activities. However, there will be a holding period on submitting new, non-urgent requisitions from December 5-15 prior to go-live.

There will be a holding period for new, non-urgent job requisitions. Managers/supervisors will need to pause non-urgent requisitions during the designated holding period and then follow processes in Workday at go-live. Please reference the Recruitment Requisition Transition Guide.

No, candidates who applied in HRMS and are selected for hire will not need to reapply for the same position in Workday.

You may continue the interviewing process. Managers/supervisors will need to reference HRMS for resumes leading up to go-live, and will have access to HRMS for 90 days after go-live.

If the individual is hired when myURHR is live, the new employee will be hired into Workday and will not need to reapply.

The University is not requesting any department or unit to stop their previously approved recruitment activities. The holding period from December 5-15 will be for new non-urgent requisitions.

Yes, any new hires processed in HRMS prior to go-live will be up-to-date in myURHR.

On or after December 16, requisitions can be created as soon as there is a known vacancy and the position is approved and available to fill in myURHR.

Managers and department coordinators (currently referred to as PAFers) with appropriate security access will have the ability to view open requisitions that are affiliated with their supervisory organization. The open requisitions will be available in the “Job Req Workspace” app in Workday.

If there are tasks related to open requisitions in Workday, the manager/department coordinator will have access to a dashboard featuring the tasks or they can view the tasks from their Workday inbox.

When myURHR is live on December 16, University of Rochester employees will be able to access the “Jobs Hub” in Workday to view and apply for open positions.

External candidates will utilize an external portal of Workday to view and apply for open positions. Both internal and external candidates will enjoy a better online experience with new features such as the ability to easily view specific job locations and remote and hybrid opportunities.

It’s important that everyone who needs to use myURHR as part of their job role is trained on the aspects of the systems relevant to them. We have dedicated important training time to ensure that everyone who needs to be trained will receive the appropriate level of support.

To prepare for using Workday and UKG, various learning options will be offered, including instructor-led training, eLearnings, and quick reference cards based on your role.

Quick reference cards will prepare users by offering step-by-step instructions on how to complete tasks in myURHR. In addition, subject matter experts and post-production support resources will be available to provide assistance once myURHR is live on December 16.

Visit MyPath for your myURHR training courses. Training is assigned based on the security role(s) you will hold in Workday and UKG. If you have questions about your assigned training or security roles, please reach out to your HRBP.

You can also visit the myURHR training web page for information about the training program, timeline, and what is needed for various roles. There are different training opportunities per role and how staff will use myURHR.

Training is available in MyPath and each role has a custom curriculum. The curriculum provides the course order, any prerequisites that are needed, and registration information for instructor-led classes, if applicable.

For staff who are assigned instructor-led trainings (ILTs), it is recommended that they take the myURHR Core Concepts eLearning first to obtain a foundational understanding of how to navigate Workday and UKG.

Recommended Course Order for those with advanced roles:

Workday

First complete myURHR Core Concepts and Navigation

Then take the ILTs in this order:

1. Position Management
2. Overview of Recruiting
3. Hiring & Personnel Transactions
4. Managing Worker Separations

UKG

1. Time Entry eLearning
2. Suite-Wide Basics
3. Managing Timecards: Training for Managers or Manager Tasks & Outcomes for Timekeepers or Timekeeping for UKG advanced scheduling populations

• eLearnings: Self-paced trainings with demonstrations and opportunities to practice learning myURHR on your own schedule and at your own pace.
• Instructor-led Trainings: Live sessions, held virtually or in person, with small classes so that participants can ask questions and practice common scenarios.

Employees can search for and sign up for myURHR trainings in MyPath, including courses that were not assigned to them. Please keep in mind that assignments are based on the roles you hold in Workday and UKG. For this reason, the training team recommends you take the eLearning offerings for courses not listed in your MyPath transcript to allow you to practice scenarios even if you do not currently have the necessary roles assigned.

Please contact the myURHR training team via myURHR_training@rochester.edu with any questions.

We know that unexpected events happen, so if you are unable to attend the session you signed up for, please follow the instructions in your MyPath notification to sign up for a different offering, or take the eLearning provided instead. You may also reach out to the training team for guidance via myURHR_training@rochester.edu. It’s important that employees cancel their course registration, if needed, as soon as possible to allow another attendee to participate.

You can connect directly with the myURHR training team by emailing myURHR_training@rochester.edu.