Update for timekeepers and managers: For hourly employees who punched in to HRMS on Saturday, December 14 and punched out on Sunday, December, 15—the out punch must be recorded in HRMS to close out the payroll in HRMS.
Beginning Sunday, December 15 and beyond—hourly employees should record time in UKG.
Preparing for myURHR: Important actions for time clock users
Downtime procedures for: Saturday, December 14 and Sunday, December, 15
Time clock upgrades are needed in order to transition from HRMS to myURHR, which hourly employees in many areas use as the primary method for entering time.
Please be aware that between the hours of 10 p.m. on Saturday, 12/14 and 6 a.m. on Sunday, 12/15, all time clocks will be unavailable.
If you use a time clock to punch in and out, please follow the applicable instructions below during this transition period.
For hourly employees
- Punching in or out on Saturday, 12/14 between 10 p.m. and midnight:
Use your department’s standard process for missed punches to enter your in and out punches during that time period directly into HRMS. - Punching in on Sunday, 12/15 between 12:01 a.m. and 6 a.m.:
Use your department’s standard process for missed punches to enter your in and out punches during that time period directly into UKG. - After 6 a.m. on Sunday, 12/15:
Time clocks will be available again and myURHR’s timekeeping system, UKG, will be accessible.
Support at the time clocks
myURHR project team members will be available at high traffic time clock locations during the transition period and for a period of time after go-live.
Please prepare for a slightly slower process for punching in and out as everyone becomes more comfortable with the new time clock procedures. For example, time clocks will have new buttons, including “In Punch” and “Out Punch.” You will punch in and out by “touching” the appropriate button, then “swiping” your ID badge. Watch this short video for a demonstration. An example of the new timeclock face is below:
Help and resources
- Be sure to complete your assigned training in MyPath to help prepare yourself for how to punch in and out at the clock or online using the punch tile in UKG, depending on your department’s preferred methods. Your commitment to training is essential to ensuring all punches are accounted for and to help your timekeeper adhere to payroll deadlines.
- For issues with punching at clocks, please contact your help desk (University IT: univithelp@rochester.edu | (585) 275-2000 or ISD: ISDHelpdesk@URMC.rochester.edu | (585) 275-3200).
- For myURHR help and support, connect with the myURHR support team via email at ask-urhr@ur.rochester.edu or phone (585) 275-8747.
- The NEW Mel ChatBot is designed to make the transition to myURHR easier for all individuals and will be available on the myURHR webpages. Stay tuned for more updates, and get ready to chat.
- For Quick Reference Cards (QRCs) and other support materials after go-live, visit tech.rochester.edu.
For Managers/Timekeepers
Since many hourly employees do not regularly check email, please reinforce timekeeping transition instructions and other changes during huddles and department meetings, and consider printing and posting this flyer in staff areas for widespread awareness.
After go-live, we will still need to process one more bi-weekly payroll in HRMS. The HRMS Time & Labor deadline for hourly employees is 5 p.m. on Monday, 12/16. If you notice any missed punches in HRMS, please work with your employees to make corrections prior to that deadline.
As a reminder, complete all checklist items, including reviewing/approving all time off requests and time entries by the payroll deadline, as making historical corrections will be time consuming for leaders, time keepers and payroll after go-live.
If you have questions related to the time clock transition, please reach out to the Ask-URHR support team via email at ask-urhr@ur.rochester.edu or phone (585) 275-8747.
Thank you for your support.