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myURHR Training—What You Need to Know

How will I learn?

eLearning

  • On-demand learning
  • Gives step-by-step system instruction
  • Provides simulation for attendees using a variety of exercises
  • Uses knowledge check learning questions

Instructor-led Training (ILT)

Note: For select roles and topics

  • Delivered via Zoom or in-person sessions
  • Taught by instructors providing background information and step-by-step instruction
  • Provides practice for attendees using a variety of exercises
  • Uses knowledge check learning questions

Quick reference materials

Quick Reference Cards (QRCs) provide a summary of step-by-step instructions for a specific business process.

Training by roles

Faculty, Staff, Student Employee

Interactions with myURHR

  • I only interact with my own HR data.
  • I may enter my own time.
  • I am not a Manager.
  • I’m not involved in Recruiting or Personnel Management.

Total Training Hours: 1-2.5

eLearnings:  

  • myURHR Core Concepts
  • Time Entry in myURHR UKG (optional for faculty)

Optional: 

  • Open Enrollment in myURHR Workday
  • Life Events in myURHR Workday
  • View/Apply to Internal Positions in myURHR Workday
  • New Employee Onboarding in myURHR Workday (New Employees Only)
Managers

Interactions with myURHR

  • I interact with my own HR data, as well as my teams.
  • I enter and approve time or time off requests.
  • I’m involved in position management and terminations.

Total Training Hours: 7-8.5

eLearnings:

  • myURHR Core Concepts
  • Time Entry in myURHR UKG
  • Manager navigation in myURHR Workday
  • Suite-Wide Basics in myURHR UKG
  • Managing Timecards: Training for Managers in myURHR UKG

eLearnings/ILTs: 

  • Position Management in myURHR Workday
  • Overview of Recruiting in myURHR Workday
  • Managing Worker Separations in myURHR Workday
Coordinator (including Department, Faculty, and Graduate)

Interactions with myURHR

  • I interact with my own HR data, as well as that of staff and student employees in my department.
  • I’m involved in several HR processes, including position creation, compensation, and job changes.

Total Training Hours: 8.5-10.5

eLearnings:

  • myURHR Core Concepts
  • Time Entry in myURHR UKG
  • Managing Employee Compensation in myURHR Workday
  • Payroll Costing Allocations and Accounting Adjustments in myURHR Workday
  • Now available: Payroll Accounting: Salary Over the Cap and Cost-Sharing in myURHR Workday
  • Managing Graduate Student Appointments in myURHR Workday (for Grad Coordinators Only)

eLearning/ILTs: 

  • Position Management in myURHR Workday
  • Overview of Recruiting in myURHR Workday
  • Hiring & Personnel Transactions in myURHR Workday (excluding Grad Coordinators)
  • Managing Worker Separations in myURHR Workday
Timekeepers

Interactions with myURHR

  • I interact with my own HR data.
  • I enter my own time, as well as enter or approve time for others in my area.

Total Training Hours: 4.5-5

eLearnings

  • myURHR Core Concepts
  • Time Entry in myURHR UKG
  • Suite-Wide Basics in myURHR UKG

ILT: 

  • Manager Tasks & Outcomes for Timekeepers in myURHR UKG
UKG Advanced Scheduler

Interactions with myURHR

  • I interact with my own HR data.
  • I currently use UKG for advanced scheduling populations in my area.

Total Training Hours: 3.5-4

eLearnings: 

  • myURHR Core Concepts
  • Time Entry in myURHR UKG

ILT: 

  • Timekeeping for Advanced Scheduling Populations in myURHR UKG

Checklists

For employees

Printer-friendly employee checklists

Before go-live

  • Complete your assigned training in MyPath. Register in advance for any instructor-led courses you may be assigned, depending on your role.
  • Download W2s, pay slips, Total Rewards statements, or compensation history you want to keep from HRMS to a secure location. (These items will be available in HRMS through early 2025.)
  • Plan ahead as updates to personal information will be unavailable in HRMS from 12/13-12/15: these include legal name and address; payment elections; W-4 withholdings. Begin using myURHR on 12/16.
  • Prior to go-live, ensure you understand how to enter your time and/or time off requests in myURHR UKG. Hourly employees: Check with your timekeeper/manager on the preferred time entry method for your department.
  • Bi-weekly pay cycle: Enter your time and time off using HRMS through 12/14. Time clocks will be unavailable from 10 p.m. on 12/14 until 6 a.m. on 12/15. Follow the instructions you will receive from HR in December if you use time clocks and are working during that time. At 6 a.m., time clocks, with the new interface, will be ready to accept punches.
  • Semi-monthly & monthly pay cycle: Enter time off in HRMS through 12/31 by 12/24.

At go-live

  • Visit and bookmark the myURHR landing page and support resources. (Links will be shared at go-live.)
  • In myURHR Workday, review your address, phone number, emergency contact information, & personal demographics for accuracy and make any needed updates (most can be done via self-service).
  • Enter planned time off in UKG using the Time Off Request function:
    • Bi-weekly: for dates after 12/14
    • Semi-monthly/monthly: for dates after 12/31
  • If you had recruiting or job alerts set up in HRMS and would like to continue receiving them, set them up in myURHR Workday.
  • Download W2s, pay slips, Total Rewards statements, or compensation history you want to keep from HRMS to a secure location. (These items will be available in HRMS through early 2025.)

Take time to get used to new ways of doing things! This is a big change, and we will get through it together. Reach out to your super user or champion if you have questions about the transition from HRMS to myURHR (Workday and UKG).

For managers / coordinators (including PAFers) / timekeepers

Printer-friendly manager, coordinator, and timekeeper checklists

Before go-live

  • Ensure your teams have time for and complete their assigned training ahead of go-live. Run the myURHR training reports in MyPath to track progress.
  • Plan ahead as personnel transactions for December will need to be submitted prior to 12/2 in HRMS. These include new hires; add job; rehires; job/compensation changes; terminations; end job. Begin using myURHR on 12/16.
  • If timekeeping corrections need to be made to any past pay periods ahead of go-live, ensure they are made in HRMS by 12/16 by 5 p.m.
  • Communicate your preferred method(s) to your hourly employees so they correctly record their time in myURHR UKG (time clock, punch tile, directly in timecard).
  • Communicate any manual tasks that will be going away to employees as appropriate at go-live (e.g., paper exception logs, paper forms, manual onboarding tasks, etc.)
  • Prepare for and identify any departmental procedures that you might update, adjust, or further enhance outside of the myURHR system, if applicable. For example, changing your time off processes, or documenting any out-of-system approval processes you plan to use within your department.
  • Be aware of the holding period for new job requisitions between 12/5–12/15. Cancel requisitions that are outdated or no longer needed. Disposition candidates where possible now. (Follow guidelines provided in the Recruitment Requisition Transition communications.)
  • Be aware of the upcoming payroll approval deadlines:
    • Biweekly approval
      • Last approval in HRMS is 12/16 by 5 p.m. for 12/1–12/14 pay period
      • First approval in myURHR UKG is 12/30 by 3 p.m. (this deadline has a hard stop) for 12/15–12/28 pay period
    • Semi-monthly/monthly approval
      • Last approval in HRMS is 12/24 by 3 p.m. for 12/16–12/31 semi-monthly pay period & 12/1–12/31 monthly pay period (these deadlines have a hard stop at 3 p.m.)
    • Deadline for off-cycle checks for calendar year 2024 out of HRMS is 12/27 by noon.
    • New off-cycle check requests will be processed out of myURHR starting 1/2/25.

At go-live

  • Managers/timekeepers: Check HRMS first thing 12/16 for any missing punches for employees who worked over the weekend and resolve quickly.
  • Follow the payroll deadlines:
    • Biweekly approval
      • Last approval in HRMS is 12/16 by 5 p.m. for 12/1–12/14 pay period.
      • First approval in myURHR UKG is 12/30 by 3 p.m. for 12/15–12/28 pay period.
    • Semi-monthly/monthly approval
      • Last approval in HRMS is 12/24 by 3 p.m. for 12/16–12/31 semi-monthly pay period & 12/1–12/31 monthly pay period.
      • First approval in myURHR UKG is 1/9 by 3 p.m. for the 1/1–1/15 semi-monthly pay period and 1/24 by 3 p.m. for the 1/1-1/31 pay period.

(All time approval deadlines have a hard stop at the time listed.)

    • Deadline for off-cycle checks for calendar year 2024 out of HRMS is 12/27 by noon.
    • New off-cycle check requests will be processed out of myURHR starting 1/2/25.
  • Managers/timekeepers: Validate that you can see all your employees in myURHR Workday and myURHR UKG.
  • Managers/timekeepers: Set up hyperfinds in myURHR UKG to help you filter your employee information, if needed. QRC
  • Coordinators: Review employee job information in myURHR Workday and make any adjustments needed.
  • If you’ve used Workday before (UR Financials, UR Student, etc.) and have turned off your email notifications, you may want to turn notifications back on while you’re getting acclimated to myURHR. QRC
  • In UKG, reports-to managers will receive email notifications for time-off requests. If you wish to send them to a specific Outlook folder, follow these instructions. QRC

Take time to get used to new ways of doing things! This is a big change, and we will get through it together. Check with your super user or champion if you have general questions. Reach out through Ask-URHR for questions or attend one of the relevant office hours sessions. (Schedule will be posted on the myURHR website the first week of December for the first seven weeks of go-live.)

For advanced scheduling managers/schedulers

Before go-live

  • Review and take action on items in communications you receive (beginning week of October 15) in preparation for myURHR. Items include:
    • Communicate to your teams the updated collaborative scheduling period for the January 26–March 22, 2025 schedule.
    • Update or remove any zero duration pay codes on the schedule. Any remaining zero duration codes will be automatically removed on November 15.
    • Run the UR Employee Summary dataview to capture your scheduling groups by November 22.
    • Unlock any locked shifts/days on the schedule by November 22.
    • Print staffing sheets prior to UKG downtime on November 30.
    • Reestablish your scheduling groups between December 2–4.
    • Between December 17–January 10, 2025, rebuild any schedules that are on patterns after March 23, 2025.
  • Communicate time entry instructions to hourly staff working overnight December 14–15. Direct communications will be sent to all hourly employees, timekeepers, and managers in December.

Have questions about myURHR training?

Email the myURHR Training Team at myurhr_training@rochester.edu.