myURHR FAQs

One of the biggest changes, and a benefit some faculty and staff will experience with myURHR, will be the transition from manual, paper-driven forms to efficient digital workflows.

Once we reach go-live in the fall of 2024, many of the forms used today (e.g. 200s/500s/600s and others) will be replaced with standardized templates and easy-to-follow steps within myURHR.

Furthermore, visibility to timecard and vacation accrual information will be accessible from a mobile device or personal computer anytime, anywhere.

myURHR will make it easier for employees to complete tasks digitally such as submitting state and federal tax changes, updating direct deposit allocations and bank accounts, requesting time off, and updating personal demographic information. By eliminating many paper processes, individuals managing HR transactions around hiring, compensation, and other job changes will have greater transparency into the status of those transactions.

Once myURHR is live in the fall of 2024, many of the forms we use today (e.g. 200s/500s/600s and others) will be replaced with standardized templates and easy-to-follow steps and digital workflows within myURHR.

A significant amount of work continues with the configuration of reports and queries in myURHR. If you currently utilize any reporting functions of HRMS (with the exception of the vacation allotment screen), and you have not been contacted by either Jeff Meteyer, manager, IT Applications, or Camille Knight, analyst, IT, please send an email to Jeff Meteyer at jeff.meteyer@rochester.edu to set up a myURHR reporting consultation.

The consultations are underway and will help the project team to understand the various reports used currently and what your future needs may be in myURHR.

Faculty and staff will be able to update personal and emergency contact information, change direct deposit elections, view and print payslips, view and manage benefits, update tax elections, view and manage time off, and track vacation, PTO, and sick allotments and usage.

Yes, when myURHR is live, you will be able to update your direct deposit allocations, bank account information, and tax information in Workday.

Employee information such as direct deposit, withholdings, deductions, etc. will automatically transfer from HRMS to myURHR (Workday) when it’s live in the fall of 2024. Employees will not have to re-enter their banking information and there is no action needed by the employee. However, it’s important that all faculty and staff ensure their personal information is up to date in HRMS prior to myURHR going live.

The project team intends to enable an employee to initiate changes themselves to an HSA in myURHR (Workday). The process is being tested currently. It is expected that the paper form will be replaced with a digital workflow in myURHR.

When the University moves to myURHR (Workday and UKG), the process to establish a disability claim will still occur with Hartford. There will be more information closer to training on how time is logged in UKG for disability requests as it will be slightly different.

Once myURHR is live, employees will track their time, as well as submit time off and leave management requests in myURHR through the UKG platform. Employees will be able to access myURHR directly or utilize the mobile applications. Much more information will be shared in the coming months along with training opportunities.

Hourly employees will record in and out times through UKG (Dimensions). Options for entering time worked are to use the punch tile (either in the UKG mobile app or from a computer), swipe at the time clock, or enter directly into the timecard. Departments/units should provide guidance to their teams on the preferred method. Worked time will be automatically calculated to correctly pay employees according to the pay policy.

Yes, once you are logged in to Workday, you will be able to access UR Student, Procurement, Financials, and myURHR.

No. The University will continue using the MyPath tool for:

• Performance Management
• E-Learning
• Annual Mandatory In-Service Program
• Compliance-related tasks

Updating the current recruiting website is part of the myURHR project. The University has received a lot of feedback about the current site that the myURHR project team is utilizing to inform decisions around and development of the future site. We are very excited for the upgrades to come when we transition to myURHR in the fall of 2024. Prospective employees and current employees will enjoy a better online experience with new features such as the ability to easily view specific job locations and remote and hybrid opportunities.

Faculty and staff will receive updates from the project team through the University’s newsletters, on the myURHR website, as well as from their myURHR Change Network Champion and/or Super User. The myURHR Change Network serves as a significant resource for faculty and staff by communicating timely project updates to colleagues.

Additionally, all faculty and staff are invited to Demo Days for an in-depth look at the interactive platforms and to begin familiarizing themselves with myURHR. Demo Days recordings from the first round are available on the Demo Days web page.

It’s important that all faculty and staff who use myURHR will be able to access the information they need. Faculty and staff will be able to access most features on Workday and UKG using common screen readers.

Recruiting activities in myURHR will be for staff roles. Faculty recruiting activities will take place in UR Faculty. After the recruitment concludes, the faculty member will be hired into myURHR. This same process will also pertain to postdocs.

Newly hired faculty members will have access to myURHR and their onboarding dashboard in Workday within 90 days of their start date. New faculty members will receive a notification to start their onboarding tasks, such as setting up direct deposit.

Faculty who track vacation time today will continue with their current process for recording vacation, etc. Faculty will not submit vacation requests or track vacation accruals in myURHR.

Faculty utilizing NYS mandated sick time in HRMS will continue to do so in myURHR when it’s live in the fall of 2024.

Currently, faculty members sign off on past effort when there is a costing change via a personnel action form (PAF). When myURHR is live, Effort Certification will move to specific times of the year. Faculty members won’t need to sign off every time there is a change.

Yes, student employee time tracking will be captured in myURHR through the UKG platform. Student workers will have access to UKG. The University will continue to use JobLink for student hiring.

No. UR Student and JobLink are not changing. Student workers and managers will continue completing the same actions and tasks in each system when myURHR goes live.

The University will continue to use the JobLink system for student employment, with a few changes in process. When myURHR is live, managers and department coordinators will continue to post job postings to JobLink. They will need to create a position in Workday for each job needed. Student workers will continue to use JobLink to search for and apply for jobs the same way they do today. Once a student is hired, the student hire information will be populated in Workday and the onboarding process will kick off.

The myURHR project team has developed a specialized toolkit for student workers and their managers. The toolkit includes an overview of myURHR and what student workers and managers will do in the system; infographic that shows relations/actions between myURHR, JobLink and UR Student; personas; and a new Fast Facts video for student workers and managers. Training will be available for student workers beginning in August.

Student workers will have access to myURHR and their onboarding dashboard in Workday on day one of their new job. New hires will receive a notification to start their onboarding tasks, such as setting up direct deposit. Student workers will also have access to myURHR to view their pay slips in Workday.

myURHR will provide managers, and those initiating HR transactions on behalf of a department, with the ability to see the status of their request, providing greater transparency and efficiency.

Once the system is live in the fall of 2024, many of the University’s current forms (e.g. 200s/500s/600s and others) will be replaced with standardized templates and easy-to-follow steps within myURHR, which will allow for increased continuity and accessibility to information.

Managers will have visibility into the business processes. myURHR will have built-in notifications and alerts for many business processes that will inform managers when a request reaches various stages.

Job codes in myURHR will remain consistent with HRMS and will include “UR” before them because Highland Hospital job codes will appear in Workday as well. Staff will be able to see Highland Hospital codes because, as an affiliate of the University of Rochester, we are all sharing the same Workday HR platform.

The myURHR project team is working on a comprehensive plan for transitioning job openings in active recruitment in HRMS to myURHR when it goes live in the fall of 2024. Many active open positions will automatically transfer to myURHR. There will be extensive communications to keep managers and department coordinators (currently known as PAFers) aware of the process and actions needed, including reviewing existing open positions before go-live.

Managers will be able to initiate the Job Requisition process in myURHR for staff, union, and Strong Staffing groups. Managers can also delegate the initiating action to their admins, if needed. Nurse managers will not initiate the Job Requisition process as Nursing Practice Administration will support these activities.

There is a place on the job requisition screen in myURHR (Workday) where you can specify if the job is fully remote or hybrid. Candidates will be able to see that information once the job is posted on the careers site.

myURHR will help to streamline the University’s hiring and onboarding processes. New hire documentation will live in myURHR, and all newly hired employees will complete forms electronically within the system instead of in person on paper. New hires will also experience a more interactive onboarding dashboard detailing their tasks to help keep them on track. Managers/supervisors will receive notifications in myURHR throughout the onboarding process and when it’s completed.

Managers will have visibility into the hiring process, specifically where the candidate is in the recruiting process, i.e. status of the background check, visibility to signed offer letters. However, managers may not have access to all of the details such as specific background check information. Managers will only see the candidate’s status relative to their opening and not for any additional openings in which the candidate may be under consideration for at the University.

There will be a remote worker attestation in myURHR similar to what is currently in HRMS. All existing attestations will be moved from HRMS to myURHR.

Managers will need to regularly check their inbox in Workday and control center in UKG for items needing their attention.

• In Workday: A notification (the bell icon) in Workday is an informational message. No action is required. An inbox message in Workday is part of a process or task where action is required.

• In UKG: Notifications are sent to an employee’s Control Center. Most notifications require actions, for example, time-off requests.

Timecards in myURHR will reflect real-time data that is easily accessible in a simple-to-read format. Managers and employees will be able to enter time-off requests and once approved, the requests will automatically flow to the employee’s timecard.

myURHR will integrate schedule and time off information into the employee’s timecard, minimizing redundant tasks for departments currently using UKG advanced scheduling. Managers will be able to input information in the schedule that will automatically flow to the employee’s timecard, such as transfers and approved time off requests. Using the schedule, managers will also be able to view timecard exceptions, such as late ins, early outs, and unexcused absences. myURHR also allows managers to quickly recognize issues by comparing scheduled hours to actual hours worked.

Yes, with the shift to myURHR, two decimal places will be allowed in salary allocations. A benefit of transitioning to myURHR is that individuals will no longer need to calculate the percentage for the salary cap – it will be entered as an effort percentage and the system will apply the salary cap. This will hopefully eliminate much of the need for entering decimals, but the project team understands that there could be instances where the decimals are still necessary.

Beginning in the fall of 2024, hourly employees will track their time in UKG and all employees are encouraged to use the system to submit time off and leave management requests. Employees will be able to access UKG via the time clock, web, or by utilizing the mobile application.

Yes, everyone will receive access to the UKG system for timekeeping.

Managers and timekeepers will view and respond to employee time off requests, approve time in and out punches, and approve employee timesheets in UKG.

Managers/schedulers in departments currently using UKG (Dimensions) will generally use the system the same as they do today, but the information on the schedule, such as approved time off, leave, or other types of absence will flow to employees’ timecards for the appropriate pay period.

Time-off requests in UKG will be encouraged to ensure simple and accurate population of timecards and use of accrual balances. Time off could be directly entered into the timecard if desired by the department, but will require manager/timekeeper approval for payroll processing.

It is not a requirement to use the time off request process in UKG, but there are several benefits of doing so:

• Approved time off requests will appear directly on the employee’s UKG calendar for easy viewing.
• Reports-to manager will be able to view their team’s time off requests in the system, which can help inform whether they should approve or deny a request.
• Approved time off requests will populate directly to the timecard at the appropriate time of the pay cycle.
• Utilizing a consistent time-off request process across the organization makes it easier when employees transfer to other departments or work in multiple departments.
• Usage of multiple or duplicate methods for requesting time off will no longer be needed.
• Improved accuracy of requests as manual entry will no longer be required

Approval for a time-off request routes to the reports-to manager, however, a timekeeper also has access and can act on the request.

Options for entering time worked are to use the punch tile in UKG (either in the UKG mobile app or from a computer), swipe at the time clock, or enter directly into the timecard. Departments/units should provide guidance to their teams on the preferred method.

The same options for entering time worked will be set up for all hourly employees. Employees can use the punch tile in UKG (either in the UKG mobile app or from a computer), swipe at the time clock, or enter directly into the timecard (requires manager approval). Managers can view in the audit tab of the timecard which method has been used. Departments/units should provide guidance to their teams on the preferred method.

Yes, managers and timekeepers can view in the audit tab of the timecard which time tracking method has been used (e.g. time clock, punch tile, or direct entry).

No, managers and timekeepers do not need to approve every punch, unless an employee makes an edit to their punch, or there is a mis-punch or correction. If an employee manually enters their time, each entry will be reviewed by the manager/timekeeper for approval. There is a function in UKG that allows managers and timekeepers to approve all submissions at once. Timecards can be approved on a pay period basis.

Yes, managers can delegate timekeeping tasks for short-term periods in UKG to designated timekeepers or someone who has the correct security roles to review and approve timekeeping.

The Exception Log will be retired when myURHR is live in 2024. Functionality in UKG allows for entry in the application, eliminating the need for the log.

In UKG, there is the ability to have multiple jobs on one timecard with approval by multiple managers/timekeepers. Managers/timekeepers will only have the ability to act on a job for which they are responsible.

You can cancel vacation requests if they are in current or future pay periods. The cancellation change will go to your manager/timekeeper for approval. If you are requesting cancellation of a vacation in the past, please work with your manager/timekeeper so they can make that adjustment.

Departments and areas that are not currently utilizing UKG Dimensions will continue with their existing scheduling solution.

Yes, there is a mobile app with similar functionality.

Recruiting in myURHR is applicable to Staff, Nursing, APPs, Union, and Strong Staffing groups. Faculty and post doc recruiting will take place in UR Faculty and student workers will use JobLink to apply for jobs.

On September 23, 2024, the University of Rochester will transition all HRMS activities to our new system, myURHR. To optimize Workday and UKG, the two systems that power myURHR, data currently in HRMS needs to be reviewed and validated prior to go-live. The myURHR recruitment requisition transition will help to ensure recruiting data is accurate and up-to-date when Workday is live.

The recruitment requisition transition impacts staff requisitions.

(Please note: All faculty recruiting activities remain in UR Faculty; any remaining faculty requisitions in HRMS will need to be closed by July 1. For more information about UR Faculty recruiting, visit the UR Faculty webpage, view the UR Faculty User Guide, or reach out to urfacultyhelp@rochester.edu. Additionally, job postings for student workers remain in JobLink.)

Yes, beginning in early September, all active staff requisitions and those requisitions on hold for less than two months in HRMS will transfer over to Workday.

Job requisition information, including candidate applications will remain in HRMS and will be accessible to hiring managers for 90 days post go-live. It is important to understand that candidates and applicant records in HRMS will not be converted to Workday.

There will be a transitional period of 90 days where applicant records will live in HRMS but hiring actions will take place in Workday once it is live on September 23. Managers/supervisors will need to reference HRMS for resumes and applicant information leading up to go-live, and will continue to have access to applicant records in HRMS up to 90 days after go-live. To be clear, there will be a period of time where you could have new candidate applications in Workday as well as candidate applications that need to be resolved in HRMS.

HRMS will be accessible from now through go-live, and also 90-days post go-live to allow hiring managers to complete recruiting activities. However, there will be a holding period on submitting new requisitions for 13 days prior to go-live.

There will be a holding period for new job requisitions, except for critical positions identified, that will run from September 10–22, the 13 days prior to go-live. Managers/supervisors will need to pause non-urgent requisitions during the designated holding period and then follow processes in Workday at go-live. More information regarding the holding period will be communicated.

No, candidates who applied in HRMS and are selected for hire will not need to reapply for the same position in Workday.

It’s important that everyone who needs to use myURHR as part of their job role is trained on the aspects of the systems relevant to them. We have dedicated important training time to ensure that everyone who needs to be trained will receive the appropriate level of support.

To prepare for using Workday and UKG, various learning options will be offered, including instructor-led training, video tutorials, and quick reference cards based on your role.

Quick reference cards and other training materials will prepare users by offering step-by-step instructions on how to complete tasks in myURHR. In addition, subject matter experts and post-production support resources will be available to provide assistance once myURHR is live in the fall of 2024. Additional details will be forthcoming as we get closer to go-live.

Visit the myURHR training web page for information about the training program, timeline, and what is needed for various roles. There are different training opportunities per role and how staff will use myURHR. The training page will continue to be updated over the coming months. You will receive MyPath notifications for your assigned training curriculum.

Training will be offered in MyPath and each role will have a custom curriculum. The curriculum will provide the course order, any prerequisites that are needed, and registration information for instructor-led- led classes, if applicable. For staff who are assigned instructor-led training, it is recommended that they take the myURHR Core Concepts eLearnings first to obtain a foundational understanding of how to navigate Workday and UKG.

• eLearnings: Self-paced trainings with demonstrations and opportunities to practice learning myURHR on your own schedule and at your own pace.
• Instructor-led Trainings: Live sessions, held virtually or in person, with small classes so that participants can ask questions and practice common scenarios.

Employees can search for and sign up for myURHR trainings in MyPath, including courses that were not assigned to them. Please keep in mind that assignments are based on the roles you hold in Workday and UKG. For this reason, the training team recommends you take the eLearning offerings for courses not listed in your MyPath transcript to allow you to practice scenarios even if you do not currently have the necessary roles assigned.

Please contact the myURHR training team via myURHR_training@rochester.edu with any questions.

We know that unexpected events happen, so if you are unable to attend the session you signed up for, please follow the instructions in your MyPath notification to sign up for a different offering, or take the eLearning provided instead. You may also reach out to the training team for guidance via myURHR_training@rochester.edu. It’s important that employees cancel their course registration, if needed, as soon as possible to allow another attendee to participate.

You can connect directly with the myURHR training team by emailing myURHR_training@rochester.edu.