For managers, coordinators (including PAFers), and timekeepers
This newsletter serves as a guide to upcoming myURHR project deadlines and actions to help ensure an easier transition at go-live on Monday, December 16, and to leverage myURHR Workday and myURHR UKG more effectively. The myURHR go-live newsletter will be distributed through go-live. Please share any applicable news and updates as appropriate with members of your team.
Timekeeping information
Among the first tasks for employees at go-live will be entering time worked (hourly) and submitting time-off requests in myURHR UKG.
3 ways to enter time for hourly employees
- Swipe at the clock
- Use the punch tile (either in the UKG mobile app or via computer)
- Enter directly into the timecard
Managers and timekeepers: The same three options for entering time worked will be available to all hourly employees. Have you begun communicating these options? If your department/unit has a preferred method that hourly staff should follow, it’s important that employees are informed and reminded often so they are knowledgeable about what to do at go-live.
Managers can view in the audit tab of the timecard which method was used to enter time in the past.
New email notifications: In UKG, managers will be notified of time-off requests via an email. Managers will need to access UKG to review and respond to the requests. Timekeepers will not receive an email notification but will be able to view and act upon time-off requests using the UR Time-Off Request Status or UR Time-Off Request Info dataviews within UKG. Attend training to learn more!
Note: Email notifications cannot be turned on/off at the user level in myURHR UKG like they can in myURHR Workday. If you prefer to have these notifications saved to a specific Outlook folder upon receipt, you can follow steps in a quick reference card which will be available on tech.rochester.edu at go-live.
No more paper exception logs: The transition to myURHR UKG will result in the elimination of paper exception logs, and also paper timecards for many across the University, including Strong Staffing employees who will begin entering time worked in myURHR UKG at go-live. myURHR UKG will allow for paper exception log information to be tracked systematically.
Happening now
Recruitment requisition transition
Managers and others who complete recruiting activities are encouraged to continue canceling requisitions in HRMS that are outdated or no longer needed, and to update candidate statuses to ensure myURHR has the most accurate recruiting data at go-live on December 16.
New recruitment holding period dates and office hours support information will be available later this month.
To enhance efficiencies during the University’s transition to myURHR, employees holding more than one position at the institution will now have their pay aligned into one pay cycle. Departments that are hiring an existing employee into a secondary job should confirm with that individual their current pay cycle so the department can align the second job accordingly. If unsure how to address the pay cycle, please send an email to HRSCReqs-ChangeForms@UR.Rochester.edu for assistance.
Supporting the myURHR Change Network
Due to myURHR’s extended go-live date, it’s important to address participation changes if champions/super users have upcoming retirements or planned department transitions that could impact their roles on the myURHR Change Network. Changes should be facilitated by the department head in collaboration with your HR Business Partner.
Understanding key changes: Payroll Accounting
Please see below a few examples of Payroll Accounting changes coming with myURHR.
| Title | Current state | Future state |
| Mid-period costing allocations | Costing changes are only allowed at the beginning of a pay period. | Costing allocations can be made at any time. |
| Costing account percent | Costing allocations must be in whole percentages. | Costing allocations can use up to the hundredth-place decimal. |
| Funding source for vacation payouts | 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. | Vacation payouts will be charged to a central account and PTO payouts will be paid from a departmental account. |
| Summer salary | No consistent process for summer salary payments. | Summer salary will be handled in myURHR Workday using One-Time Payment. |
| Effort certification | Faculty and staff on grants sign for every change. | Certification for effort will occur two to three times per year. |
Additional Effort Certification information, including timeframes, will be provided around go-live.
Key upcoming dates
Now through go-live
myURHR training: Don’t wait until the last minute to get started.
Log in to MyPath to view your training transcript and begin courses. Instructor-led trainings (ILTs) and eLearning formats are available, depending on roles. Training is the single, most important action in preparing all faculty and staff to use myURHR.
It is important to reinforce the need for training to your team(s).
Overnight shift December 14–15
myURHR UKG will be live on December 15. Hourly employees working the overnight shift will follow temporary instructions for punching in and out while time clocks are updated to myURHR UKG. More details to come.
December 16
myURHR Workday and UKG are live for all faculty and staff.
December 16
New automated Strong Staffing employee request process begins. Connect today with a Strong Staffing recruiter to learn more.
Additional resources
Visit the myURHR webpages for FAQs, Key changes, Fast Facts videos, and more, including the myURHR Employee Spotlights for August and September, featuring colleagues from IT and Nursing Administration.
Training questions: email myURHR_training@rochester.edu
Connect with the project team: email myURHR@rochester.edu