{"id":179772,"date":"2024-12-23T16:36:24","date_gmt":"2024-12-23T21:36:24","guid":{"rendered":"https:\/\/www.rochester.edu\/human-resources\/?p=179772"},"modified":"2025-01-14T11:43:14","modified_gmt":"2025-01-14T16:43:14","slug":"myurhr-news-roundup-3","status":"publish","type":"post","link":"https:\/\/www.rochester.edu\/human-resources\/2024\/12\/23\/myurhr-news-roundup-3\/","title":{"rendered":"myURHR News Roundup #3: Important timekeeping checklist; Student worker update, and more"},"content":{"rendered":"<p><strong>For managers, coordinators, timekeepers, and department and division finance approvers<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>For managers, coordinators, timekeepers, and department and division finance approvers<\/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-179772","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":"3","cards":[{"card_title":"<strong>Resources<\/strong>","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":"<strong>Top stories<\/strong>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#top-story","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":"<strong>Office Hours and Learning Lives<\/strong>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#sessions","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":"<strong>Upcoming key dates<\/strong>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#dates","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":"<strong>Timely news<\/strong>","card_text":"","card_background_color":"#f4f4f4","card_hover_color":"#283faf","card_link":{"title":"","url":"#news","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":"<strong>Workday<\/strong>","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":""}]},{"acf_fc_layout":"text","anchor":"resources","css_class":"","title":"<h2>Resources<\/h2>","content":"<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>\u00a0(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>\u00a0(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":"top-story","css_class":"","title":"<h2>Top story: UKG Timekeeping Checklist<\/h2>","content":"<strong>Monday, December 30 at 3 p.m.\r\nFirst Bi-weekly Payroll deadline in UKG<\/strong>\r\n\r\nWith one week remaining before the first payroll deadline in UKG for the bi-weekly pay cycle, it\u2019s time to take action. Below is a timekeeping checklist with resources to guide managers and timekeepers and help them meet the strict payroll deadline of Monday, December 30 at 3 p.m. Please read it carefully to avoid delays.\r\n\r\n<strong>Key actions for <u>this week for bi-weekly timecards:<\/u><\/strong>\r\n<ul>\r\n \t<li>Respond to time off requests, especially those recorded for the December 15-December 28 bi-weekly pay cycle.\r\n<ul>\r\n \t<li>Reminder: Time off requests submitted in UKG prior to Tuesday, December 17 are not able to be approved by timekeepers due to a system error that has now been corrected. Managers can approve requests submitted prior to December 17 or please ask the employee to cancel the request and resubmit, <strong style=\"font-size: 1.25rem;\">which will allow either the timekeeper or manager to respond.<\/strong><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<ul>\r\n \t<li>Begin reviewing and approving <a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Approve_Employee_Timecard_Edits_Attestation.pdf\">employee timecard edits<\/a>.\r\n<ul>\r\n \t<li>Please be aware: Pending bi-weekly timecard requests that are not resolved by the 3 p.m. payroll deadline on December 30 will be rejected and then have to be re-entered as a historical correction in the next bi-weekly pay period.<\/li>\r\n \t<li><strong style=\"font-size: 1.25rem;\">Important note:<\/strong><span style=\"font-size: 1.25rem;\"> Whenever a timekeeper\/manager approves a timecard during the current in-process pay period, it becomes locked and no employee direct edits are allowed until the approval is removed. The individual who approved the timecard must undo that approval by selecting \u201cRemove Approval\u201d for the timecard to be further edited. Timecards should be reviewed and edited as needed throughout the pay period and then the approval button selected at the close of the period for final confirmation.<\/span><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<ul>\r\n \t<li><a href=\"https:\/\/library.ukg.com\/AuthoringOutput\/ResolveTCExceptionsHourlyTC-b.html\">Resolve exceptions<\/a> (e.g., unexcused absences; missed punches; short-break exceptions; meal exceptions and overrides) by <a href=\"https:\/\/library.ukg.com\/AuthoringOutput\/AddEditDeletePunches-b.html\">adding, editing, and\/or deleting punches<\/a> to start cleaning up hourly timecards ahead of the first approval in UKG.<\/li>\r\n \t<li>Apply <a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Work-Rule-Transfer.pdf\">work-rule transfers<\/a>, as needed (e.g., for employees who work a call-in shift).<\/li>\r\n \t<li><a href=\"https:\/\/library.ukg.com\/AuthoringOutput\/ResolveTCExceptionsHourlyTC-b.html#opc_nzl_lrb\">Add or edit appropriate pay codes<\/a>.\r\nReach out to your HR Business Partner regarding timekeeping\/pay codes that are available for your department.<\/li>\r\n<\/ul>\r\n<ul>\r\n \t<li><strong>Ensure timekeepers have <\/strong><a href=\"https:\/\/tech.rochester.edu\/services\/remote-access-vpn\/\"><strong>VPN installed<\/strong><\/a> on their computer if working outside of the University network in order to access Mel, the University\u2019s new chatbot, and get help answering timekeeping questions while offsite.<\/li>\r\n<\/ul>\r\n<strong>For managers and timekeepers of <u>student employees<\/u>: <\/strong>The myURHR support team is aware some student employees have been assigned to the incorrect supervisory organizations in Workday and is collaborating with the Student Employment Office to make proper adjustments. <strong>This should not affect the ability of timekeepers to enter time, or view and approve hourly student employee timecards in UKG for those on their team. Adjustments to the supervisory organizations are expected to be made in Workday later this week. If you continue to notice an incorrect supervisory organization for a student employee, please <\/strong><a href=\"https:\/\/service.rochester.edu\/servicedesk\/customer\/portal\/221\"><strong>submit a ticket<\/strong><\/a><strong> via Ask-URHR and include the necessary details for updates.<\/strong>\r\n\r\n<strong>If your staff use the punch tile on the UKG home page to enter time: Remind them about the scroll bar to show all available punch options.<\/strong> Please note that some hourly employees are not scrolling down to reveal the \u201cOut Punch\u201d option and are instead selecting \u201cIn Punch\u201d twice, which will require a correction.\r\n\r\n<img class=\"size-medium wp-image-179912 aligncenter\" src=\"https:\/\/www.rochester.edu\/human-resources\/wp-content\/uploads\/2024\/12\/ukg-in-punch-843x272.png\" alt=\"UKG landing screen with an arrow pointing at the 'in punch' button\" width=\"843\" height=\"272\" \/>\r\n\r\n<img class=\"size-medium wp-image-179922 aligncenter\" src=\"https:\/\/www.rochester.edu\/human-resources\/wp-content\/uploads\/2024\/12\/ukgi-in-punch-dropdown-843x272.png\" alt=\"UKG in punch dropdown selections\" width=\"843\" height=\"272\" \/>\r\n\r\n&nbsp;\r\n\r\n<strong>Reminders for staff using time clocks:<\/strong>\r\n<ul>\r\n \t<li><strong>Reiterate with hourly employees about choosing the correct button when punching in versus punching out <\/strong>as some individuals are selecting the \u201cIn Punch\u201d button for both in and out punches. This will result in the appearance of a missing punch on the timecard and will require a correction.<\/li>\r\n \t<li><strong>Share with staff that when punching out with no full meal, a reason must be selected.<\/strong> If staff do not select a reason, the timeclock may timeout without accepting the punch and\/or the clock may not be reset for the next person in line.<\/li>\r\n<\/ul>\r\n<strong>Key actions by <\/strong><strong><u>3 p.m. on Monday, December 30 for bi-weekly timecards<\/u><\/strong><strong>:<\/strong>\r\n<ul>\r\n \t<li>Review all hourly timecards for <a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Approve-Employee-Timecards.pdf\">accuracy and approve<\/a>.\r\nThe myURHR UKG team recommends that you give yourself extra time ahead of the first payroll deadline in UKG to review and approve timecards.\r\n<ul>\r\n \t<li><strong style=\"font-size: 1.25rem;\">Important note:<\/strong><span style=\"font-size: 1.25rem;\"> Whenever a timekeeper\/manager approves a timecard during the current in-process pay period, it becomes locked and no employee direct edits are allowed until the approval is removed. The individual who approved the timecard must undo that approval by selecting \u201cRemove Approval\u201d for the timecard to be further edited. Timecards should be reviewed and edited as needed throughout the pay period and then the approval button selected at the close of the period for final confirmation.<\/span><\/li>\r\n \t<li>Please be aware: Pending bi-weekly timecard requests that are not resolved by the 3 p.m. payroll deadline on December 30 will be rejected and then have to be re-entered as a historical correction in the next bi-weekly pay period.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<ul>\r\n \t<li>Submit any corrections or adjustments <strong>before the deadline.\r\n<\/strong><\/li>\r\n \t<li>Double-check all hours worked have been properly recorded.<\/li>\r\n \t<li>Complete all actions from the week prior.<\/li>\r\n \t<li>Reach out to your HR Business Partner regarding timekeeping\/pay codes that are available for your department.<\/li>\r\n<\/ul>\r\nYour prompt attention to adhering to the December 30 at 3 p.m. deadline is essential to ensuring timely and accurate payroll processing.\r\n\r\n<strong>Additional <\/strong><a href=\"https:\/\/tech.rochester.edu\/services\/myurhr-ukg-ukg\/\"><strong>UKG Quick Reference Cards (QRCs)<\/strong><\/a><strong>:<\/strong>\r\n<ul>\r\n \t<li><a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Request-Time-Off.pdf\">Requesting time off<\/a><\/li>\r\n \t<li><a 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 href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Correct-Missed-Punch-employee.pdf\">Correcting a missed punch<\/a><\/li>\r\n \t<li><a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Create-Personal-Hyperfinds-Managers-Timekeepers.pdf\">Creating personal hyperfinds and access existing hyperfinds<\/a><\/li>\r\n<\/ul>\r\n<strong>UKG reminders:<\/strong>\r\n<ul>\r\n \t<li><strong>Find answers to <\/strong><a href=\"https:\/\/tech.rochester.edu\/faqs\/myurhr-ukg-faqs\/\"><strong>UKG frequently asked questions<\/strong><\/a>, including, \u201c<a href=\"https:\/\/tech.rochester.edu\/faqs\/myurhr-ukg-faqs\/#As+a+manager2Ftimekeeper2C+why+do+I+see+employees+outside+of+my+team+in+UKG3F\">why do I see employees outside of my team in UKG?<\/a>\u201d<\/li>\r\n \t<li><a href=\"https:\/\/rochester.box.com\/s\/44v26ldeyobqvci6p8b0o3cx5qyhg97m\"><strong>Leave Management Guide for Use of Accrued Time (with QRCs)<\/strong><\/a><\/li>\r\n \t<li><strong>Semi-monthly and monthly-paid staff:<\/strong> Can submit 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.)<\/li>\r\n \t<li><strong>From now until December 31, UKG will display an <u>estimate <\/u>of accrual balances <\/strong>(e.g., vacation, PTO, sick, etc.) for semi-monthly and monthly paid employees. Bi-weekly paid employees should see their actual accrual balances in UKG by December 24. Once accrual balances are fully visible in UKG for your pay group, use the view <a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/View-Accrual-Balances-Employees.pdf\">accrual balances QRC<\/a> for help understanding your accrual balance.<\/li>\r\n<\/ul>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"sessions","css_class":"","title":"<h2>Office Hours and Learning Lives<\/h2>","content":"<a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/myurhr\/support-resources\/#office-hours\"><strong>Office Hours<\/strong><\/a> <strong>for Workday and UKG\u2014Join via Zoom<\/strong>\r\n\r\n<a href=\"https:\/\/universityrochester.co1.qualtrics.com\/jfe\/form\/SV_5gUoj4xRTV7H2Ga\">Send questions early<\/a> and then join the session to learn more.\r\n<ul>\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-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 \t<li><a href=\"https:\/\/events.rochester.edu\/event\/myurhr-ukgtimekeeping-open-office-hours-timekeepers-3116\"><strong>Monday, December 30, 2024, 8:00 a.m.\u201310:00 a.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 style=\"font-size: 1.25rem;\">For timekeepers:<\/strong>\r\n<ul>\r\n \t<li>Friday, December 27, 2024, 1:00 p.m.\u20132:00 p.m. (Approving timecards and managing requests)<\/li>\r\n \t<li>Monday, December 30, 2024, 9:00 a.m.\u201310:00 a.m. (Resolving Exceptions on Hourly Employee Timecards for Timekeepers)<\/li>\r\n \t<li>Monday, December 30, 2024, 11:00 a.m.\u201312:00 p.m. (Additional Edits on Hourly Employee Timecards for Timekeepers)<\/li>\r\n \t<li>Tuesday, December 31, 2024, 10:00 a.m.\u201311:00 a.m. (Reviewing data &amp; delegations)<\/li>\r\n \t<li>Thursday, January 2, 2025, 10:00 a.m.\u201311:00 a.m. (Additional edits on hourly timecards)<\/li>\r\n \t<li>Thursday, January 2, 2025, 1:00 p.m.\u20132:00 p.m. (Resolving exceptions on hourly timecards)<\/li>\r\n \t<li>Friday, January 3, 2025, 10:00 a.m.\u201311:00 a.m. (Reviewing data &amp; delegations)<\/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.\u201310:00 a.m.<\/li>\r\n \t<li>Tuesday, December 31, 2024, 1:00 p.m.\u20132:00 p.m.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"dates","css_class":"","title":"<h2>Upcoming key dates<\/h2>","content":"<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>\r\n\r\n<strong>Thursday, January 2\r\n<\/strong>New off-cycle check requests begin processing in myURHR.\r\n\r\n<strong>Thursday, January 9<\/strong> <strong>by 3 p.m.\u2014Strict Deadline<\/strong>\r\nFirst approval in myURHR UKG for semi-monthly pay cycle\r\n\r\n<strong>Friday, January 24 by 3 p.m.\u2014Strict Deadline\r\n<\/strong>First approval in myURHR UKG for monthly pay cycle","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"news","css_class":"","title":"<h2>Timely News<\/h2>","content":"In case you missed it: <a href=\"https:\/\/www.rochester.edu\/human-resources\/2024\/12\/20\/myurhr-news-roundup-2\/\"><strong>Roundup #2 from Dec. 20<\/strong><\/a>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"workday","css_class":"","title":"<h2>Workday<\/h2>","content":"<ul>\r\n \t<li><strong>Popular <\/strong><a href=\"https:\/\/tech.rochester.edu\/myurhr-workday-training\/\"><strong>Quick Reference Cards (QRCs)<\/strong><\/a><strong>:<\/strong>\r\n<ul>\r\n \t<li><a href=\"https:\/\/rochester.app.box.com\/s\/yjsexw8oj06mx8vtdqipewsb1k3l88ek\"><strong>Obtaining security role access<\/strong><\/a><\/li>\r\n \t<li><a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Change-Job-WD-14.pdf\"><strong>Change Job<\/strong>\r\n<\/a><\/li>\r\n \t<li><a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Create-Position-WD12.pdf\"><strong>Create Position<\/strong>\r\n<\/a><\/li>\r\n \t<li><a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/Assign-Costing-Allocations-WD14.pdf\"><strong>Assigning Costing Allocations<\/strong>\r\n<\/a><\/li>\r\n \t<li><a href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/WD-11-Manage-Period-Activity-Pay-QRC.pdf\"><strong>Manage Period Activity Pay<\/strong><\/a><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<strong>Reminders:<\/strong>\r\n<ul>\r\n \t<li><strong>Find answers to <\/strong><a href=\"https:\/\/tech.rochester.edu\/faqs\/myurhr-workday-faqs\/\"><strong>Workday frequently asked questions<\/strong><\/a><strong>.<\/strong><\/li>\r\n \t<li><a href=\"https:\/\/rochester.box.com\/s\/q4i92gp7o7hy0kjbit61nwqbsmg4bnls\"><strong>myURHR process flows in Workday<\/strong><\/a><strong> (process flows added for grad student appointments, and payroll costing allocations &amp; payroll accounting adjustments)<\/strong><\/li>\r\n<\/ul>\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 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\r\n&nbsp;","background_color":"#ffffff","width":"width-medium"}]},"yoast_head":"<title>myURHR News Roundup #3: Important timekeeping checklist; 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