News for managers, coordinators, timekeepers, and department and division finance approvers.听
myURHR News Roundup #13: One-time payments vs off-cycle checks and leave codes
Topics on this page:
Resources
(mel.rochester.edu) (Must be on the University network or connected via VPN)
Support resources: For any ticket submitted to Ask-URHR, please include as much detailed information as possible.
Timely updates
Coming soon: Updated leave pay codes in UKG
The myURHR support team is continuing to make adjustments to both myURHR Workday and UKG鈥攊ncluding clearer, more user-friendly leave pay codes in UKG. These improvements, which reflect feedback from staff, make it easier for managers, timekeepers, and employees to understand and use the codes. The leave pay code updates began on April 28 and will be completed today, May 5 for the following:
- Family and Medical Leave (FML)
- Paid Family Leave (PFL)
- Short Term Disability leaves (does not include existing STD leave cases)
Here is an example of the changes coming:
| Type of Leave | Current Leave Pay Codes in UKG | Updated Leave Pay Codes in UKG |
| FML-Self | ILLINJ | FML Self |
| FML- Care of Mother | PARENT | FML Parent |
| FML- Care of Father | PARENT | FML Parent |
Check out the that is now available.
Additional resources:
Know the difference: One-time payment vs off-cycle check request
When is it appropriate to submit a one-time payment versus an off-cycle check request? It鈥檚 a common question that ASK-URHR often receives. Here鈥檚 a quick breakdown to help clarify.
One-time payment process
The one-time payment process in myURHR Workday is used for extra compensation. It aligns with the University鈥檚 policy on Additional Work and Additional Compensation (Policy 211).
What you need to know:
- A one-time payment is included in the employee鈥檚 regular paycheck, either for the current pay period or the pay period that consists of the scheduled payment date if it鈥檚 set in the future.
- If a contractual obligation requires a payment sooner, an on-demand payment request can be used by unchecking the 鈥渟end to payroll鈥� box in the one-time payment process.
- Coordinators can easily find the one-time payment entry and approval deadlines on the UR Coordinator Dashboard. To access the dashboard from the myURHR Workday homepage, go to 鈥淵our Top Apps鈥� or
- Click on the menu in the top left corner of the homepage
- Scroll down to the list of apps
- Select the UR Coordinator Dashboard
Note: The 2025 HCM Transaction Deadline Calendar is on the right side of the dashboard under Calendars.
Helpful resource:
Off-cycle check request
Initiate an off-cycle check request in myURHR Workday when a timekeeping error results in missed pay that can鈥檛 wait until the next pay period.
What you need to know:
- A department coordinator, faculty coordinator, or manager can submit an off-cycle check request anytime.
- Important to remember: A manager or timekeeper must approve hours in myURHR UKG before submitting an off-cycle check request in Workday.
- Off-cycle checks are processed twice weekly per the University鈥檚 policy on Off-Cycle Issuance of Payroll Payments and based on the off-cycle calendar.
- To begin an off-cycle check request, search for the 鈥淐reate Request鈥� task in myURHR Workday and select 鈥淯R Off-Cycle Check Request Form.鈥�
To avoid delays, complete the request with all required information, including the number of hours or the dollar amount owed.
Helpful resource:
Now available: Effort Certification training in MyPath
Training on the effort certification process in myURHR Workday is now available in .
The eLearning course, Effort Certification in myURHR Workday, has been assigned to all individuals holding the Effort Certification Partner role for their department. You can also search for the course in MyPath if you are interested in taking it. Individuals involved in certifying effort鈥攁nyone with payroll on a sponsored project鈥攁re encouraged to take this training.
Upcoming Effort Certification periods:
- 9-month individuals: First certification in Workday begins this June for the period January-May 2025
- 12-month individuals: First certification in Workday begins this July for the period January-June 2025
The effort certification process will be initiated in Workday by ORACS within two weeks of each certification period鈥檚 end.
New resource: Payroll Detail Reporting Dashboard
Discover the new UR Payroll Detail Reporting Dashboard now available in myURHR Workday鈥攄esigned specifically for UR department coordinators and Payroll Detail Reporting analysts. This new tool brings all payroll detail reports (PDRs) together into one convenient place, making it easier to obtain data.
Here鈥檚 how to access the new PDR dashboard:
- From the myURHR Workday homepage, go to Your Top Apps
- Navigate to the UR Coordinator Dashboard
- Select the Payroll Detail Reporting tab at the top
or
- Click on the menu (top left corner of the homepage)
- Scroll down to the list of apps
- Select UR Payroll Detail Reporting
Be aware: Hyperfinds in UKG
Managers and timekeepers鈥攚hen using hyperfinds to approve timecards, please be aware that you may still see employees who have left the University or transferred to another department/unit. Be sure to carefully review all entries before approving. The myURHR support team is working with UKG to resolve the issue.
myURHR Office Hours sessions
Don鈥檛 forget to and join the session to learn more.
Upcoming Workday and UKG Office Hours and Zoom link:
Reminders
- UKG Timekeeper/Manager Guide
- and
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