{"id":179542,"date":"2024-12-20T16:08:59","date_gmt":"2024-12-20T21:08:59","guid":{"rendered":"https:\/\/www.rochester.edu\/human-resources\/?p=179542"},"modified":"2025-06-11T13:19:23","modified_gmt":"2025-06-11T17:19:23","slug":"myurhr-news-roundup-2","status":"publish","type":"post","link":"https:\/\/www.rochester.edu\/human-resources\/2024\/12\/20\/myurhr-news-roundup-2\/","title":{"rendered":"myURHR News Roundup #2: Workday and UKG updates"},"content":{"rendered":"<p><strong>For managers, coordinators, and timekeepers<br \/>\n<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>For managers, coordinators, and timekeepers<\/p>\n","protected":false},"author":212,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_members_access_role":[],"_members_access_error":""},"categories":[356],"tags":[1252],"class_list":["post-179542","post","type-post","status-publish","format-standard","hentry","category-updates","tag-myurhr"],"acf":{"external":"","hide_featured_image":false,"related":"show_related","style":"","content_modules":[{"acf_fc_layout":"card_grid","anchor":"","css_class":"","title":"<h2 style=\"text-align: center;\">Topics on this page<\/h2>","description":"","background_color":"#FFFFFF","width":"width-large","columns":"4","cards":[{"card_title":"<p style=\"text-align: center;\"><strong>Resources<\/strong><\/p>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#resources","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"<p style=\"text-align: center;\"><strong>Timely updates<\/strong><\/p>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#updates","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"<p style=\"text-align: center;\"><strong>UKG<\/strong><\/p>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#ukg","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"<p style=\"text-align: center;\"><strong>Workday<\/strong><\/p>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#workday","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"<p style=\"text-align: center;\"><strong>Coming soon<\/strong><\/p>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#soon","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"<p style=\"text-align: center;\"><strong>Upcoming key dates<\/strong><\/p>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#key","target":""},"card_hover_arrow":"hover_arrow","card_image":"","card_image_size":"","card_image_placement":"","card_image_hover_state":"hover_fade","card_image_link":""}]},{"acf_fc_layout":"text","anchor":"resources","css_class":"","title":"","content":"<h2>Resources<\/h2>\r\n<a href=\"https:\/\/www.rochester.edu\/human-resources\/myurhr\/\">Log in to Workday and UKG<\/a>\r\n\r\n<a href=\"https:\/\/mel.rochester.edu\/\">Ask Mel<\/a> (mel.rochester.edu) your myURHR questions (must be on the University network or connected via VPN)\r\n\r\n<a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/myurhr\/support-resources\/\">Support Resources<\/a> (including Ask Mel, QRCs, Learning Lives, Office Hours, and more) For any ticket submitted, please include as much detailed information as possible.","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"updates","css_class":"","title":"","content":"<h2>Timely updates<\/h2>\r\nIn case you missed it: <a href=\"https:\/\/www.rochester.edu\/human-resources\/2024\/12\/17\/myurhr-news-roundup\/\"><strong>Roundup #1 from Dec. 17<\/strong><\/a>\r\n<h3>UKG updates<\/h3>\r\n<strong>Timekeepers\/managers: Please be aware that this evening, Friday, December 20, the myURHR support team will be correcting\/updating any missed punches that may have occurred over the December 14\u2013December 15 time clock transition period.<\/strong>\r\n\r\nYou may notice entries, approvals, or sign-offs from people on the support team as they enter data for timekeeping and accruals.\r\n\r\nThere is no action required by timekeepers\/managers unless contacted directly by a support team member.\r\n\r\nTime entries by employees, managers, and timekeepers should still <u>only<\/u> be entered in UKG from December 15 for bi-weekly paid staff and beginning January 1 for semi-monthly and monthly paid staff.<strong>\u00a0<\/strong>\r\n<h3>Workday and UKG mobile app guidance<\/h3>\r\nWhile mobile apps are available for myURHR Workday (HR-related tasks) and UKG (time entry, timekeeping, and scheduling for certain departments), the University of Rochester and myURHR project team recommend employees leverage the primary web platforms for accessing the systems.\r\n\r\n<strong>Employees who decide to download and use the Workday and\/or UKG app(s) must be aware of the following:<\/strong>\r\n<ul>\r\n \t<li>Given that mobile apps are managed and updated by outside vendors, the myURHR support team can only provide best-effort assistance with mobile app troubleshooting and escalating to vendors. The team provides priority support for non-mobile applications (e.g., web versions).<\/li>\r\n \t<li>Employees should follow their department\u2019s guidelines for HR-related functions and for when\/how they are performed, e.g., the method they use for time entry, vacation requests, etc.<\/li>\r\n<\/ul>\r\n<strong>Reference these materials:<\/strong> <a href=\"https:\/\/tech.rochester.edu\/faqs\/myurhr-workday-faqs\/#Can+I+use+the+Workday+app+for+myURHR3F\"><strong>Workday app FAQ<\/strong><\/a> and <a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Download-UKG-Pro-on-Mobile-Device.pdf\"><strong>UKG Pro app quick reference card<\/strong><\/a>\r\n<h3>Security roles<\/h3>\r\n<img class=\"alignright wp-image-177322 size-thumbnail\" src=\"https:\/\/www.rochester.edu\/human-resources\/wp-content\/uploads\/2024\/12\/workday-security-role-196x406.png\" alt=\"Workday screenshot of the Authorization Request Application\" width=\"196\" height=\"406\" \/><span style=\"font-size: 1.25rem;\">There have been many questions regarding myURHR Workday\/UKG security access. Before reaching out to the support team, <\/span><strong style=\"font-size: 1.25rem;\">you can submit a security access request via self-service directly in Workday.<\/strong> <a style=\"font-size: 1.25rem; background-color: #ffffff;\" href=\"https:\/\/rochester.app.box.com\/s\/yjsexw8oj06mx8vtdqipewsb1k3l88ek\">Reference this guide<\/a><span style=\"font-size: 1.25rem;\"> and <\/span><strong style=\"font-size: 1.25rem;\">follow these steps in Workday:<\/strong>\r\n<ol>\r\n \t<li>Log in to myURHR Workday<\/li>\r\n \t<li>Click on the menu (at the top left)<\/li>\r\n \t<li>Select Authorization Request Application<\/li>\r\n \t<li>Complete the application<\/li>\r\n \t<li>Click OK<\/li>\r\n<\/ol>\r\nThe role request will route to your manager and HR Business Partner for approval.","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"ukg","css_class":"","title":"","content":"<h2>UKG<strong>\r\n<\/strong><\/h2>\r\n<strong>Popular Quick Reference Cards (QRCs):<\/strong>\r\n<ul>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Request-Time-Off.pdf\">Requesting time off<\/a><\/li>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Respond-to-Time-Off-Requests-from-a-Dataview.pdf\">Responding to time off requests from a dataview<\/a><\/li>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Correct-Missed-Punch-employee.pdf\">Correct a missed punch<\/a><\/li>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Create-Personal-Hyperfinds-Managers-Timekeepers.pdf\">Create personal hyperfinds and access existing hyperfinds<\/a><strong>\u00a0<\/strong><\/li>\r\n<\/ul>\r\n<h3>Timekeeping\/pay codes<\/h3>\r\nIf you have questions regarding timekeeping\/pay codes that are available for your department, please reach out to your HR Business Partner for guidance\r\n<h3>Frequently asked questions: Department family in UKG<strong>\r\n<\/strong><\/h3>\r\n<strong>As a manager\/timekeeper, why do I see employees outside of my team in UKG?\r\n<\/strong>Access to timekeeping is based on your <strong>department family<\/strong>.\u00a0Reports to managers (even those who are not timekeepers) and timekeepers are automatically granted access to <strong>all<\/strong> employees in their Department Family.\r\n\r\nIf a different grouping of employees is needed, you can use hyperfinds to filter only those you need to focus on, for example the \u201cMy Reports To Employees\u201d hyperfind. Or, you can create a personal hyperfind to further filter your view, for example by Pay Rule (biweekly, semi-monthly, monthly) or Job Category. Follow\u00a0<a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Create-Personal-Hyperfinds-Managers-Timekeepers.pdf\">these instructions<\/a>\u00a0to create personal hyperfinds.\r\n<h3>Leave management\u00a0<strong>\r\n<\/strong><\/h3>\r\nNew QRCs are now available in the <a class=\"u-link-external\" href=\"https:\/\/rochester.box.com\/s\/44v26ldeyobqvci6p8b0o3cx5qyhg97m\">Leave Management Guide for Use of Accrued Time<\/a> and also on tech.rochester for employees and timekeepers:\r\n<ul>\r\n \t<li><strong>Entering time for Paid Family Leave (PFL) Intermittent Leave<\/strong>\r\n<ul>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Entering-Time-for-Paid-Family-Leave-PFL-Intermittent-Leave-by-Employee.pdf\">Employee QRC<\/a><\/li>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Entering-Time-for-Paid-Family-Leave-PFL-Intermittent-Leave-by-Timekeepers.pdf\">Timekeeper QRC<\/a><\/li>\r\n<\/ul>\r\n<\/li>\r\n \t<li><strong>Entering time for Family Medical Leave (FML) Intermittent Leave<\/strong>\r\n<ul>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Entering-Time-for-Family-Medical-Leave-FML-Intermittent-Leave-by-Employee.pdf\">Employee QRC<\/a><\/li>\r\n \t<li><a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Entering-Time-for-Family-Medical-Leave-FML-Intermittent-Leave-by-Timekeepers.pdf\">Timekeeper QRC<\/a><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<h3>Reminders<\/h3>\r\n<ul>\r\n \t<li><strong>Hourly staff:<\/strong> Begin entering time worked <a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Record-time-and-Attest-to-Meal-Breaks-at-Timeclock-.pdf\">via the time clock<\/a>, <a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Use-the-Punch-Tile-In-Out-Missed-Meal-Attestation-UKG.pdf\">UKG punch tile<\/a>, or <a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Enter-Time-Directly-into-Timecard.pdf\">directly into the time card<\/a>. Staff edits made directly in the timecard must be reviewed by managers\/timekeepers and approved before the edits are posted. Pending changes are denoted with a red icon.\r\nAdditionally, hourly staff can begin submitting time off requests in UKG.<\/li>\r\n \t<li><strong>Semi-monthly and monthly-paid staff:<\/strong> Can begin submitting time off requests in UKG for dates <u>after<\/u> December 31. (Requests for now through December 31 must be recorded in HRMS by December 24, see below in Upcoming Key Dates section.)<\/li>\r\n \t<li><strong>Timekeepers are encouraged to have <\/strong><a href=\"https:\/\/tech.rochester.edu\/services\/remote-access-vpn\/\"><strong>VPN installed<\/strong><\/a> on their computer if working outside the University network in order to access Mel, the University\u2019s new chatbot, and get help answering timekeeping questions while offsite.<\/li>\r\n \t<li><strong>From now until December 31, UKG will display an estimate of an employee\u2019s accrual balances <\/strong>(e.g., vacation, PTO, sick, etc.) Beginning December 31, use the <a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/View-Accrual-Balances-Employees.pdf\">view accrual balances QRC <\/a>\u00a0for help understanding your accrual balance in UKG.<\/li>\r\n \t<li><strong>Timekeepers are not able to approve time off requests that were submitted<\/strong> <strong>prior to Tuesday, December 17<\/strong> in UKG. This issue has since been resolved. For requests submitted prior to December 17, the manager can respond or ask the employee to cancel the request and resubmit, so either the timekeeper or manager can respond.<\/li>\r\n<\/ul>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"workday","css_class":"","title":"","content":"<h2>Workday<\/h2>\r\n<h3>Reminders<\/h3>\r\n<ul>\r\n \t<li><strong>If you have employees who appear to be in the incorrect supervisory organization in Workday<\/strong>, please submit a ticket through the <a href=\"https:\/\/service.rochester.edu\/servicedesk\/customer\/portal\/221\">HR Service Desk<\/a> and<strong> include the following information:<\/strong>\r\n<ul>\r\n \t<li>Employee name (who needs to be adjusted)<\/li>\r\n \t<li>Employee\u2019s <strong>current <\/strong>supervisory organization (which appears incorrect)<\/li>\r\n \t<li>Employee\u2019s <strong>actual<\/strong> supervisory organization (where employee needs to be moved to)<\/li>\r\n \t<li>Effective date<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\nIndividuals with the appropriate security access can initiate the <a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Change-Job-WD-14.pdf\">Change Job<\/a> process to complete this move themselves as Change Job will become the standard as we all get more acquainted with Workday.\r\n<ul>\r\n \t<li><strong>Extra compensation for 2024 should be processed via the 211 form in HRMS by Monday, December 23<\/strong>. Payments for 2025 need to be processed in myURHR Workday via the Request One-Time Payment process.<\/li>\r\n \t<li>Your work email address on record is your myURHR email address and it flows to the <a class=\"u-link-external\" href=\"https:\/\/onlinedirectory.ur.rochester.edu\/\">University Faculty\/Staff Online Directory<\/a>. If you or a staff member need to <strong>update an email of record, please contact your <\/strong><a href=\"https:\/\/tech.rochester.edu\/\"><strong>help desk<\/strong><\/a><strong>.<\/strong> Remember, University policies restrict the use of personal email addresses for work activity.<\/li>\r\n \t<li><a class=\"u-link-external\" href=\"https:\/\/rochester.box.com\/s\/q4i92gp7o7hy0kjbit61nwqbsmg4bnls\"><strong>myURHR Process Flows in Workday<\/strong><\/a><\/li>\r\n<\/ul>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"soon","css_class":"","title":"","content":"<h2>Coming soon<\/h2>\r\n<a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/myurhr\/support-resources\/#office-hours\"><strong>Office Hours<\/strong><\/a><strong>\u2014Join via Zoom\r\n<\/strong>\r\n\r\n<a class=\"u-link-external\" href=\"https:\/\/universityrochester.co1.qualtrics.com\/jfe\/form\/SV_5gUoj4xRTV7H2Ga\">Send questions early<\/a> and then join the session to learn more.<strong>\r\n<\/strong>\r\n<ul>\r\n \t<li><strong>For grad coordinators:<\/strong>\r\n<ul>\r\n \t<li><a href=\"https:\/\/events.rochester.edu\/event\/myurhr-workday-open-office-hours-grad-coordinators\"><strong>Monday, December 23, 2024, 2:00 p.m.\u20133:30 p.m.<\/strong><\/a><\/li>\r\n<\/ul>\r\n<\/li>\r\n \t<li><strong>For timekeepers and managers:<\/strong>\r\n<ul>\r\n \t<li><a href=\"https:\/\/events.rochester.edu\/event\/myurhr-ukgtimekeeping-open-office-hours-timekeepers\"><strong>Monday, December 23, 2024, 10:00 a.m.\u201312:00 p.m.<\/strong><\/a><\/li>\r\n \t<li><a href=\"https:\/\/events.rochester.edu\/event\/myurhr-ukgtimekeeping-open-office-hours-timekeepers-9120\"><strong>Thursday, December 26, 2024, 1:00 p.m.\u20133:00 p.m.<\/strong><\/a><\/li>\r\n \t<li><a href=\"https:\/\/events.rochester.edu\/event\/myurhr-ukgtimekeeping-open-office-hours-timekeepers-8743\"><strong>Friday, December 27, 2024, 8:00 a.m.\u201310:00 a.m.<\/strong><\/a><\/li>\r\n \t<li><a href=\"https:\/\/events.rochester.edu\/event\/myurhr-ukgtimekeeping-open-office-hours-timekeepers-8282\"><strong>Saturday, December 28, 2024, 9:00 a.m.\u201312:00 p.m.<\/strong><\/a><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/myurhr\/support-resources\/#learning-lives\"><strong>Learning Lives for UKG<\/strong><\/a><strong>\u2014<\/strong><a href=\"https:\/\/mypath.rochester.edu\/\"><strong>REGISTER in MyPath<\/strong><\/a> by searching for Learning Lives\r\nNote: There are registration deadlines for each session.\r\n<ul>\r\n \t<li><strong>For timekeepers:<\/strong>\r\n<ul>\r\n \t<li>Monday, December 23, 2024, 9:00 a.m.-10 a.m. (Resolving exceptions on hourly timecards)<\/li>\r\n \t<li>Monday, December 23, 2024, 11:00 a.m.-12 p.m. (Reviewing data and delegations)<\/li>\r\n \t<li>Friday, December 27, 2024, 1:00 p.m.-2:00 p.m. (Approving timecards and managing requests)<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t<li><strong>For hourly employees:<\/strong>\r\n<ul>\r\n \t<li>Friday, December 27, 2024, 9:00 a.m.-10:00 a.m.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"key","css_class":"","title":"","content":"<h2>Upcoming key dates<\/h2>\r\n<strong>Monday, December 23<\/strong>\r\nDeadline for 2024 one-time payments (211 forms) in HRMS\r\n\r\n<strong>By Tuesday, December 24\r\n<\/strong>Deadline for semi-monthly and monthly-paid staff to enter time off requests through December 31 in HRMS\r\n\r\n<strong>Tuesday, December 24 by 3 p.m.<\/strong>\r\nDeadline for last approval in HRMS for semi-monthly &amp; monthly pay cycles\r\n\r\n<strong>Friday, December 27 by noon <\/strong>\r\nDeadline for off-cycle payment requests for calendar year 2024 out of HRMS\r\n\r\n<strong>Monday, December 30 by 3 p.m.\u2014Strict deadline<\/strong>\r\nDeadline for <strong>first approval in myURHR UKG for bi-weekly pay cycle<\/strong>","background_color":"#ffffff","width":"width-medium"}]},"yoast_head":"<title>myURHR News Roundup #2: Workday and UKG updates | Office of Human Resources<\/title>\n<meta name=\"description\" content=\"Stay updated with myURHR news roundup #2 for managers, coordinators, and timekeepers.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.rochester.edu\/human-resources\/2024\/12\/20\/myurhr-news-roundup-2\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"myURHR News Roundup #2: Workday and UKG updates | Office of Human Resources\" \/>\n<meta property=\"og:description\" content=\"Stay updated with myURHR news roundup #2 for managers, coordinators, and timekeepers.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.rochester.edu\/human-resources\/2024\/12\/20\/myurhr-news-roundup-2\/\" \/>\n<meta property=\"og:site_name\" content=\"Office of Human Resources\" \/>\n<meta property=\"article:published_time\" content=\"2024-12-20T21:08:59+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-06-11T17:19:23+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.rochester.edu\/human-resources\/wp-content\/uploads\/2022\/01\/Link-Preview-Office-of-HR-1200x630.png\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"630\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Trinh Le\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Trinh Le\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta 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