Reference Process Flows in Workday.
View the Forms Crosswalk to see the associated business process that will be used in myURHR.
Click here for the finance approver roles chart to learn the difference between University finance roles and myURHR finance roles.
Previous state: Employee self-identification in HRMS is limited.
Current state: myURHR allows for additional personal data attributes that employees can update if they choose. For example, employees will now be able to identify gender, sexual orientation, pronouns, and preferred name, in addition to race and sex.
Previous state: Various ways to update personal information, including paper forms, electronic forms, or direct updates in HRMS.
Current state: Employees will use myURHR to make updates within Workday with automatic workflows or business processes.
When myURHR is live, there will not be major payslip changes but there will be some differences. Below is a first look at some payslip modifications coming with myURHR.
9-Month Faculty Accounting
Previous State: Paycheck in HRMS displays regular earnings.
Current State: Payslip in myURHR will display Academic Pay (Disbursed) and Academic Pay (Earned).
$0 Payslips
Previous State: In HRMS, time-as-reported (TAR) workers do not see/receive payslips for pay periods they don’t work.
Current State: In myURHR, TAR workers will see a payslip for pay periods they didn’t work, and it will show they earned $0 dollars for that period.
Usable Accrual Balance
Previous State: The payslip in HRMS shows the usable accrual balance as of the last day, plus the next pay period’s accrual.
Current State: In myURHR Workday, the payslip will show the balance at the end of the pay period being paid and will not include the next pay period’s accrual.
Work Study
Current State: For Work Study students, the percent charged to the Federal Work-study FAO with the school’s name and % charged to the department (REG) will be displayed. The schools will be in the label: Eastman, SMD, The College, and Leap.
Previous state: Concept of Positions Available.
Currently, positions (job management) have varying degrees of definition throughout the University and many departments have differing processes of how they track jobs, either through email, paper forms, and spreadsheets offline. There is limited ability to report on vacancy rates.
Current state: Concept of full Position Management.
When Workday is live, before a job opening can be posted, a position must exist in Workday. Think of each position as a ‘seat’ a worker fills when they are hired (one person per position). The ‘seat’ remains, even when the worker leaves the position. The ‘seat’ must be created in Workday before job requisition and hire business processes can be initiated. Position management in Workday will allow for increased transparency via reports on open positions and vacancy rates, and also provide better consistency across the University.
Previous state: Old positions no longer available for hire remain in HRMS – there is no “clean up” or position management.
Current state: Workday will only display approved positions.
A budgeted position means it has already been approved in an operating budget. An unbudgeted position means someone is requesting a new position outside of the annual budget process, that is not currently part of an approved operating budget. For both budgeted and unbudgeted positions, the department would follow the create position workflow in Workday, which requires financial and HR approval. Note: A position must exist in Workday before a job requisition can be created or the hiring process can begin.
When we transition to myURHR, all filled positions, vacated positions a) with an open requisition, b) with a requisition that was placed on hold within two months, c) without an open requisition as of the beginning of the fiscal year (July 1, 2024), and any open supervisory position will automatically transfer to Workday.
Previous state: The 500 Form (faculty position) and 600 Form (staff position) are used to establish the position.
Current state: A single business process in myURHR creates the position regardless of whether it is a faculty or staff role.
Previous state: Job changes (e.g. part-time vs full-time) are reflected on the person in HRMS.
Current state: Job changes (e.g. part-time vs full-time) will automatically be reflected on the position in Workday rather than the person. When changes are made to a position in Workday, those updates will stay connected to the position even when the employee currently holding the role transitions to a new job.
Previous state for student worker process: There is no functionality that allows for choosing the reports-to manager when creating a student worker job posting.
Current state for student worker process: When myURHR is live, managers of and department coordinators (currently referred to as PAFers) for student workers will have the ability to select the reports-to manager when creating the position.
Previous state for student worker process: Presently, we are not able to split funding sources for a new student worker position.
Current state for student worker process: When myURHR is live, department coordinators (currently referred to as PAFers) for student workers will be allowed to split funding sources when creating a student worker position and can also adjust the funding and other changes throughout the job lifecycle.
Previous state for student worker process: Managers set an end date for each student worker position.
Current state for student worker process: Student worker terminations and other job changes will follow digital workflows and steps in myURHR (Workday). (Department coordinators (currently referred to as PAfers) can set a position “expected end date,” however, the end date does not drive auto termination and coordinators will still need to follow termination workflows for student workers.)
Previous state: External candidate’s reference check is manually initiated and completed outside HRMS.
Current state: External reference checks are executed in myURHR. Candidates provide reference check contacts in myURHR and feedback is automatically tracked in the system once completed.
Previous state: Recruiting steps occur in multiple ways via HRMS, conversations, emails, Excel documents, or on paper.
Current state: All required recruiting steps are done in myURHR.
Previous state: Offer letters are sent outside HRMS for acknowledgment/signature.
Current state: Offer letters are acknowledged in myURHR for both internal and external candidates.
Previous state: Job postings do not provide a specific job location.
Current state: Specific job locations will appear on all postings. Postings will also indicate whether a job is fully remote or hybrid.
Previous state: There is no central place for onboarding and many tasks are completed via paper forms.
Current state: The Onboarding Dashboard in myURHR makes it easy for new hires to find important onboarding information, including the New Employee Orientation Checklist.
Previous state: Onboarding team manually sends an email to each hiring manager with the new hire information and link to the New Employee Checklist for managers.
Current state: Managers automatically receive an email from myURHR once the employee is hired in the system.
Previous state: Managers do not have visibility to the status of their new hire’s onboarding tasks.
Current state: Managers will have access to a report showing the progress of the new hire’s onboarding tasks.
Previous state: Pay changes are entered on the 510 (faculty), 610 (staff), 506-C (grad appt), and 520 (post doc) forms.
Current state: Pay changes are initiated via the Change Job/Request Comp Change/Assign Costing Allocation (account distribution) business processes in myURHR.
Previous state: Add-ons are included in the Base Pay and Blanket Payments.
Current state: Add-Ons and Blanket Payments are displayed as Allowance Plans. HR Business Partners and/or finance approvers will be involved in the approval process in the business process to approve spending.
Previous state: Some departments circulate PDFs of forms for awareness to others in the department.
Current state: Transactions will be visible based on security roles in myURHR. Financial account managers will be notified when a transaction is approved that impacts an account they manage.
Previous state: Any ad hoc approver can be added to any process.
Current state: Processes route consistently via a standard process flow. If others without security role access to a specific supervisory organization need to be consulted on an action, that discussion will happen outside of the system. Attachments or emailed approvals can be attached to a transaction.
Previous state: For One-Time Payments, PAFers fill out 211 Extra Compensation forms for salaried employees and 220 Additional Pay forms for hourly employees.
Current state: These payments are initiated via the One-Time Payment business process in myURHR for both salaried and hourly employees.
Previous State: Compensation changes begin on the pay period following the salary change. Retroactive pay is received through a one-time payment.
Current State: Compensation change begins on any date. If a retroactive date is entered, the retroactive pay is received with the paycheck in the next pay cycle.
Previous state: Payroll reallocations can only be done at the percent level and journal entries are required to make any remaining amount-based changes.
Current state: Payroll Accounting Adjustments (PAAs) may be initiated as percent-based or amount-based, and the final dollar amounts can be fine-tuned before submission.
Previous state: The start date of a new employee or student worker must be the start of a pay period or hire date.
Current state: Payroll Costing Allocations (PCAs) start date can be any date, including mid-pay period. Note: PAAs (Reallocations) will be by pay period(s).
Previous state: Reallocations must be done in whole percentages.
Current state: Payroll Accounting Allocations (PAAs) can be by percentage or amounts and can include/exclude specific earning types (Pay Components).
Previous state: FAO end dates on a costing allocation are informational only.
Current state: End dates will end the costing allocation. Future funding sources for more than one range of dates can be specified and routed for approval; in essence “stacking” payroll distributions to make a smoother transition from terminating Grants.
Mid-Period Costing Allocations
Previous state: Costing changes are only allowed at the beginning of a pay period.
Current state: Costing allocations can be made at any time.
Costing Account Percent
Previous state: Costing allocations must be in whole percentages.
Current state: Costing allocations can use up to the hundredth-place decimal.
Funding Source for Vacation Payouts
Previous state: Vacation payouts occur through a department account payout or through a central account payout depending on circumstances. PTO payouts are paid from a departmental account.
Current state: Vacation payouts will be charged to a central account and PTO payouts will be paid from a departmental account.
Summer Salary
Previous state: No consistent process for summer salary payments.
Current state: Summer salary will be handled in myURHR Workday using One-Time Payment.
Effort Certification
Previous state: Faculty and staff on grants sign for every change.
Current state: Certification for effort will occur two to three times per year.
Previous state: In HRMS, transactions need to be approved before the payroll deadlines for that period.
Current state: In myURHR, transactions need to be approved before their effective date.
In myURHR, personnel transactions after their effective date will be considered late, historical transactions. New deadlines for submission to HR Data Services will be set based on effective dates.
Example:
| Previous state | Current state |
| A compensation change effective October 1 for someone on a monthly pay cycle could be entered before a mid-October PAF deadline. | A compensation change effective October 1 should be initiated and approved by a late September transaction deadline. |
Previous state: Departments have various processes for approving and entering time off requests. Some departments may use email, spreadsheets, or other methods.
Current state: When an employee makes a time off request in UKG, the reports-to manager receives a notification. Reports-to managers can see their whole team’s requests and can review/approve/deny as appropriate, responding within the system. Timekeepers can also approve or deny time off requests in UKG. Approved time off requests will populate to the employee’s UKG calendar.
Previous state: UKG (Dimensions) advanced scheduling users enter time off requests in UKG, which then are manually entered in HRMS.
Current state: Time off requests will only need to be entered in UKG and will flow to the employee timecard at the appropriate time in the pay cycle.
Previous state for UKG Advanced Scheduling: When employees work outside their primary location, timekeepers reference the UKG advanced schedule or process forms and manually input FAO overrides into HRMS.
Current state for UKG Advanced Scheduling: UKG sees the business structure transfers on the UKG advanced schedule and, if there is a default FAO (UKG Cost Center) specified, it follows the punches onto the timecard. There is no form or manual input required.
Previous state: Employees with multiple jobs have a timesheet for each job, so one employee can have multiple timesheets.
Current state: Each employee will have one timesheet that covers all of their hours worked. Managers/timekeepers can only take action on the job(s) they manage.
Previous state: Can filter by pay group or search by individual.
Current state: Managers/timekeepers can use hyperfinds to search and create views to filter by role, population, or timecards that need approval, etc.
Previous state: Exception logs are used to track missed meal periods and the information is manually entered into HRMS.
Current state: The employee will be able to indicate a missed meal via the punch tile or time clock, eliminating manual exception logs.
Previous state: Job changes are reflected on the person in HRMS.
Current state: Job changes will automatically be reflected on the position rather than the person in myURHR.
Previous state: Permissions for new/transferred employee are assigned to the person.
Current state: Security roles (myURHR permissions) will be assigned to positions, rather than people. Job changes that include an employee transfer will inherit the roles assigned to their new position automatically.
Previous state: HR Data Services team edits position data for any job change.
Current state: Department Coordinators (currently known as PAFers) can initiate a Change Job process for employees in their organization.
Previous state: Job changes for student workers occur in JobLink.
Current state: Terminations and other job changes for student workers will happen in myURHR. Initiation of student hire will continue in JobLink.
Previous state: Submit 500 form to initiate position/hire process.
Current state: Create position in myURHR Workday. Positions needing recruitment will flow to UR Faculty.
Previously: Recruit for faculty positions by posting and tracking in current systems such as HRMS and FORT.
Current state: Recruit for faculty positions by posting and tracking in UR Faculty.
Previous state: Review applications by utilizing current systems such as HRMS and FORT and utilize 500 forms to hire selected candidate.
Current state: Review applications by utilizing UR Faculty process. This is the current state. Once a candidate is selected in UR Faculty, they will then be hired in myURHR Workday.
Previous state: Changes to faculty personal and position data are made via 510 forms.
Current state: Faculty position changes utilize UR Faculty process for appointment data and myURHR Workday for personal data and job changes.
Previous state: Faculty sign off on past effort every time there is a costing change via a PAF.
Current state: Effort certification will move to specific times in myURHR Workday; about 2-3 times a year.
Current state:
Learn more:
Previous state: For effort certification, an employee signs a Personnel Action Form (PAF) when that employee’s effort changes, we expect this, at the very least, to be done annually.
Current state: 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. This process will be system/electronically generated, electronically certified by the Effort Certification Partner and the employee, or the PI in the case of a grad student. The completion of the certifications will be overseen by the Dean’s Offices and will need to be completed in a timely manner to ensure normal business operations continue to run without delay.
5 Certification Periods:
| 9-month individuals: | 12-month individuals: |
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Additional information:
For research administrators, ORPA, ORACS, Deans’ Offices, researchers, and anyone involved in the effort reporting/certification process.
Watch a recording of the Effort Reporting/Certification Demo Day session for a sneak peek at certifying and reporting effort in myURHR.
| Form Name In HRMS | Business Process In myURHR |
| 211 | One-Time Payment |
| 212 | One-Time Payment |
| 220 | One-Time Payment |
| 500 | Create Position |
| 506 | Change Job / Request Comp Change / Assign Costing Allocation |
| 510 | Change Job / Request Comp Change / Assign Costing Allocation |
| 520 | Change Job / Request Comp Change / Assign Costing Allocation |
| 600 | Create Job Requisition |
| 610 | Change Job / Request Comp Change / Assign Costing Allocation |
| 800 | Payroll Accounting Adjustments (PAA) |
| Background Screening Authorization | Step C: Self Disclosure/ Assigned to potential hire |
| Background Screening Disclosure | Step C: Self Disclosure/ Assigned to potential hire |
| New Employee Checklist | Onboarding |
| Self Identification Data Form – Gender Ethnicity | Onboarding |
| Personal Data Hire Form | Onboarding |
| Intellectual Property Agreement | Onboarding |
| Personal Data Change Form | Personal Information App |
| Marital Status Form | Personal Information App |
| Life Event Benefit Change | Change Benefits |
UR Finance
| Role Names | Role Levels |
| FAO Procurement Manager | FAOs |
| Cost Center Manager/Cost Center Procurement Manager | Cost Centers |
myURHR
| Role Names | Role Levels |
| Department Finance Approver | HR Departments |
| Divisional Finance Approver | 15 HR Divisions |
Key Changes: On university paper forms, you could choose anyone to provide approvals. In myURHR, it will always route to designated approvers based on the HR department.
FAQs
Our Frequently Asked Questions page has additional details about what myURHR can do, the project transition and implementation plan, and more.