HR Intercom December 2024

Remember, Workday is where you will complete many HR-related tasks. Workday offers self-service capabilities, including new fields for updating demographics, empowering faculty and staff to manage their personal information with better ease.

Verify personal information such as your date of birth and personal demographics.
Follow the changing personal information quick reference card (QRC).

Confirm emergency contacts are up to date.
Follow the change emergency contacts QRC.

Double-check direct deposit/bank account information to ensure timely payment processing.
Follow this payments & direct deposit QRC.

NEW Consider updating personal demographics in Workday.
Employees will notice additional fields in Workday for personal demographics available through self-identification.

The fields, which include gender, sexual orientation, chosen first and middle names (preferred name in myURHR), and pronouns are optional for staff to update. These are new and welcomed features often requested by faculty and staff and are now available with myURHR. Follow this change legal and preferred name QRC.

As a reminder, UKG is for tracking and submitting work hours and requesting time off, all while offering functionality that streamlines the time management process for staff, managers, and timekeepers.

Entering time worked for hourly employees
Via the time clock, UKG punch tile, or directly in the UKG timecard. Depending on your department’s guidance, follow these QRCs for entering punches at the time clock or via the punch tile.

Submitting time off requests
Hourly employees can submit time off requests now in UKG. Follow the request time off QRC.

• Staff who are paid semi-monthly and monthly will continue entering time off in HRMS by December 24 for dates through December 31.
• Staff who are paid semi-monthly and monthly can enter time off requests in UKG for dates January 1, 2025 and beyond. Follow the request time off QRC.
• It is up to individual departments if they want monthly-paid staff to enter “employee sign-off” (ESO) in the UKG time card. ESO will be one of the Pay Code drop-down choices.

Viewing vacation balances
UKG contains an estimate of an employee’s accrual balances (e.g., vacation, PTO, sick, etc.) as of the pay period prior to go-live. Actual accrual balances will not be available until December 31, 2024, and at that time, you can use the view accrual balances QRC

myURHR brings new features for job searches along with an improved applicant experience for both internal employees and external candidates.

If you are interested in searching and applying for job openings across the University, visit the Jobs Hub in Workday. Follow the view & apply to internal positions QRC.

New features include:

• Viewing specific job locations (e.g., remote and hybrid opportunities)
• Filtering job searches by distance, full/part-time, location, and by job family
• Tracking the status of applications throughout the recruitment process
• Creating personalized job notifications for future openings

• Improved search functionality

When you update your work phone number and/or chosen name (Workday preferred name) via self-service in Workday, it will automatically feed from Workday to the University Online Directory.

Note: Updates to building locations (under contact) and intramural box numbers (under personal – additional data) will need to be submitted by coordinators in Workday.

• How will I be able to obtain my W2s and pay slips after go-live?
  W2s for the 2024 calendar year and other past years along with previous pay slips will be accessible in HRMS until April 30, 2025. After April 30, 2025, employees can contact the payroll office for copies.
• What if I don’t see the information I need to do my job or have the appropriate access in myURHR?
  You can request a new security role in Workday or UKG by completing the authorization request application in Workday. The role request will then route to your manager and HR Business Partner for approval. Follow these steps.
• Will apps be available for Workday and UKG?
  There are apps for both Workday and UKG, however, the myURHR project team recommends that staff log in to both systems via a computer as some functionality is not available in the app versions. Additional information and guidance will be available soon.

Important: It is up to each department/unit to determine if staff can use the UKG app for time entry.

Visit the myURHR Support and Resources page for a comprehensive view of assistance available.

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