OHR Operations

(2/9/2026)

 Year-End Payroll Adjustments Are Complete

As part of the normal year-end process, Payroll Services runs an abbreviated year-end, off-cycle payroll to make year-end adjustments and check adjustments or reversals that affect employees' 2025 year-to-date amounts. This payroll was processed on Monday, February 2. 

• As a result, you may see an additional UM Payroll Verification Report for your department in the Reporting Center (Log in to MyU > Key Links > Reporting Center) with a pay end date of 12/13/25. 

• These payroll entries were posted to the General Ledger on Wednesday, February 4, with an accounting date of 02/04/26. 

• Note: If there were no employees who had year-end adjustments, there will be no payroll verification report available for your area.

Upcoming Events: Navigating Leaves for Supervisors — February 19 

(1/26/2026)

 Medical Residents and Medical Fellows Eligibility Group Change

Residents and fellows have had an update to their eligibility group. They are now eligible for Excused Paid and Excused Unpaid absence event entries. 

• This will allow for time to be broken out between Minnesota Paid Leave, other types of leaves (dependent on employee class), and unpaid leave.

• These absences will be entered by the Leave Administration team.

(1/12/2026)

One-Day Payroll Close on Thursday, January 15

This week’s payroll close will be affected by the Martin Luther King Jr. federal holiday (January 19). 

•     Payroll Services will perform all payroll close duties on Thursday, January 15. The deadline to submit payroll updates is 2 p.m.

•     The payroll close-related deadlines on Tuesday and Wednesday will not change. The initial payroll calculation will still take place on Wednesday night.

Upcoming Events

    Navigating Leaves for Supervisors — January 22

(12/29/2025)

One-day payroll close Friday, January 2

This week’s payroll close will be affected by the New Year’s Day holiday.  

•     The payroll close-related deadlines on Tuesday and Wednesday will not change. The initial payroll calculation will still take place on Wednesday night.

•     Thursday is a University holiday.

•     Payroll Services will be performing all payroll close duties on Friday, January 2. The deadline to submit payroll updates is 2 p.m. on Friday.

Changes to Twin Cities on-campus federal work-study reimbursement

For student employees with federal work-study awards working on campus: The Office of Student Finance is updating the employer reimbursement rate from 70% to 100% for pay periods 15 through 24. 

For federal on-campus work-study awards: Use the item type 914000000002.

(12/15/2025)

Payroll-Related Schedule Changes and Key Dates

Please note the following on-cycle payroll close changes:

•     For the pay period ending December 28 (paid January 7, 2026), there will be no change to unit deadlines on Wednesday, December 31. 

•     Because Thursday, January 1, 2026, is a holiday, there will be a one-day payroll close on Friday, January 2. The payroll update deadline is 2 p.m. 

Also note the following off-cycle direct deposit payroll request deadline changes: 

•     Paid on December 26 

•     Submit requests by noon on December 23 

The final opportunity to have something paid or attributed to earnings for tax year 2025 will be the off-cycle direct deposit on December 31. 

Requests must be submitted by 5 p.m. on December 29.

Annual Salary Structure Update

To ensure the University’s salary ranges remain accurately aligned with the external market, the Compensation and Classification team makes annual adjustments to our salary structure. This involves updating the market-refined minimums, midpoints, and maximums to reflect current market movement. 

Beginning the week of December 15, the new salary ranges and any resulting salary grade changes will be available in PeopleSoft. Employees whose salaries fall below the new range minimum will receive an increase to bring them to the updated minimum. These adjustments will be processed centrally by the Workforce Data Management team.

Talent Acquisition Insights Dashboard and Ad Hoc Release

OHR Operations' HR Analytics team has released the first Talent Acquisition Analytics dashboard: Talent Acquisition Insights. The dashboard is intended to provide a quick-glance overview of the Job Openings, Time-to-Fill, Job Offer Acceptance Rates, Job Applicant Withdrawal Rates, and Referral Sources for a College/Administrative Unit within a specified timeframe (default is within 90 days).

The public dashboard can be accessed by logging in to MyU > Key Links > Reporting Center > Human Resources Data > Talent Management > Talent Acquisition > Talent Acquisition Insights.

With this dashboard release, the Human Resources - Talent Acquisition and Human Resources - Talent Acquisition Private UM Analytics Subject Areas are now available for ad hoc reporting. 

Gaining Access to HR Folders in UM Analytics

There are two prerequisites to gain access to the HR folders in UM Analytics for ad hoc reporting. 

The Provisioning and Access Request (PAR) team requires that you’ve completed both the Working with Employee Data: User Agreement course and one of the UM Analytics: Creating Basic Analyses and Dashboards courses before providing access. 

You can find the Access Request Form (ARF) on OIT’s Enterprise Access Requests page.

Select Additional Applications & Data Warehouse Tables > Additional Applications > UM Analytics.

On the ARF, under AUTHOR ACCESS - Select the area or type of UM Analytics data needed: select the 'Human Resources - Public' and/or ‘Human Resources - Private’ value.

In addition, the next monthly UM Analytics Working Lab (1:1 help session) is scheduled for January 13 from 1-4 p.m. via Zoom.

New I-9 Action Needed Report Now Available

This new report provides improved data supporting I-9 compliance. This single report will replace the I-9 Needed and Foreign National Expiring reports, which will be phased out in February 2026.

To access the I-9 Action Needed report: 

Log in to MyU > Key Links > Reporting Center > Human Resources Data > HR Operational > Payroll > I-9 Action Needed

Note: You must have an HR job with the associated data security access in order to access the report.

Pursue Missing Social Security Numbers

Payroll Services thanks everybody for pursuing missing Social Security Numbers (SSNs). Since the December 9 HRMS Advisory meeting, we’ve reduced the number from over 200 missing to just over 160 missing. 

Please continue to reach out to the employees in your units who have not yet provided their SSNs. It’s important that we have these numbers recorded before issuing W-2 forms in January.

(12/1/2025)

HRMS Advisory Meeting on Tuesday, December 9 

The last HRMS Advisory meeting of the year will be held on Tuesday, December 9, from 3-4:30 p.m. 

The meeting is set for an hour and a half, given the larger-than-usual agenda, including items such as:

•     Minnesota Paid Family Medical Leave being implemented January 1, 2026 

•     Earned Sick and Safe Time changes 

•     New I-9 compliance reporting tool 

•     Persons of Interest 

•     Preparing for the tax year-end

•     And more! 

The meeting will be recorded and made available for online viewing.

December 9 HRMS Advisory Zoom link

Meeting ID: 976 1549 9504

Passcode: 68Hrkx

Reminder: Submit Taxable Benefits by December 2 

Payroll Services would like to remind units to submit taxable benefits (such as gift cards or taxable expense reimbursement) by Tuesday, December 2. These need to be added to employees’ earnings for tax year 2025.

Upcoming Events

•     Navigating Parental Leave for Civil Service and Labor Represented Employees — December 11 at noon

•     Navigating Parental Leave for Faculty and P&A Employees — December 11 at 2 p.m.

(11/17/2025)

Year-End Reminder: Submit Taxable Benefits by December 2 

Payroll Services would like to remind units to submit taxable benefits (such as gift cards or taxable expense reimbursement) by Tuesday, December 2. These need to be added to employees’ earnings for tax year 2025. 

Off-Cycle Pay Request Deadline Change for Thanksgiving Week

The off-cycle direct-deposit pay request deadline will change next week due to the Thanksgiving holiday. 

•   Deadline for submitting requests: noon on Wednesday, November 26 

•   Off-cycle direct-deposit pay date: Friday, November 28 

(11/03/2025)

New PeopleSoft Query: Legal Name Change 

A new PeopleSoft query is now available to identify employees in your department, college, or unit who have had a legal name change. This query report is not available in MyU > Reporting Center but instead only in the PeopleSoft QueryViewer page, to protect the privacy of both the previous and new legal names displayed. 

The query is searchable only to those with HR - Public Sensitive data access (automatically assigned to University of Minnesota HR Professionals according to their job code).

In the Query Viewer page, enter the query name UM_HR_LEGAL_NAME_CHANGE_LIST, then follow the prompts to select your data search. 

Please note: The OHR Contact Center will no longer send notifications of a name change.

Time and Absence Delegations Report Available in Reporting Center 

A new report link is available (in MyU > Reporting Center) to display active delegations for the following HR transactions in PeopleSoft:

•     Absence: Approve

•     Absence: Approve Cancellation

•     Absence: View Balances

•     Absence: Cancel for Employee

•     Absence: View Request History

•     Absence: Report for Employee

•     Time: Approve Reported Time

•     Time: Manage Reported Time

In Reporting Center, you can use the Find a Report filter to search for the query name (Time and Absence Delegations). 

This report will identify active delegates for your selected College Code or ZDeptID. The query can be run as needed to proactively audit delegates and the roles assigned to them. Units may then revoke and/or reassign roles as needed to allow for accurate time and absence request routing.

(10/20/2025)

Future-Dated Benefits Row Added to Some Employee Records

During the week of 10/20/2025, a 12/15/2025 Data Change/Benefits Use Only row will be inserted into some employee records for Open Enrollment processing.  

Please do not delete this row unless the employee is terminating before December 15. 

Enhancements to Request Time Off Page in MyU 

OHR is enhancing the employee header on the Request Time Off page to improve the experience of employees who hold multiple jobs. Previously, employees with multiple jobs that had the same job title experienced trouble choosing the correct job record for their absence request.

Now, when an employee navigates to the Request Time Off page, the following key differentiating fields will be visible in the custom header (including the Change Job Selection). 

•     First row: Employee Name

•     Second row: Business Title and Employee Record

•     Third row: Manager Name (Position) and Department (Description)

This additional data is intended to help the employees better select the correct record and reduce the administrative need for their HR department to submit absence requests on their behalf. 

In rare instances where an employee has two records that share the same Business Title, Department Description, and Manager Name, the Employee Record is included as well. If an employee contacts their HR Department for clarification, the employee may utilize the Employee Record information to confirm which job record corresponds with their absence request.

(9/22/2025)

MyU and PeopleSoft Applications Unavailable September 27-28 

Due to planned system maintenance, MyU and other PeopleSoft applications will be unavailable from noon Saturday, September 27, to noon Sunday, September 28. This upgrade helps the University’s PeopleSoft systems remain current and secure and ensures we retain Oracle support. 

Please make note of this outage and plan accordingly.

•     PeopleSoft users will need to clear the cache on their web browser following this upgrade.

•     Some PeopleSoft users will notice minor changes to the interface. 

•     Aside from downtime during the weekend, no significant impact is expected. 

UMNTC Fall/Spring Work Study Item Type Reminder 

All departments using UMNTC Fall/Spring Work Study in the UM WS Award Placement panel should only select the following item types: 

•     914000000002(Fed WS)

•     924000000002(MN WS)

Item types 914000000006 and 914000000007 are only for use by the America Reads program. All non-America Reads entries will be reversed by the Office of Student Finance.

(9/8/2025)

Protective Measures for Employee Direct Deposit

An uptick in email phishing attacks is compromising employee direct deposits. Fraud actors are setting up accounts at several online banks, so Payroll Services is blocking these banks for direct deposit setup to protect University employees.

If one of your employees receives an error message when setting up direct deposit in MyU, they may be using a blocked bank. Please direct them to the OHR Contact Center (ohr@umn.edu) to determine if this is the case.

If your employee still wants to set up direct deposit at one of these banks, they can submit a manual Authorization for Direct Deposit form (found on OHR’s Payroll Forms page) via the process below: 

1. Complete the Authorization for Direct Deposit form. Bring a signed physical form to their unit HR or Payroll team.

2.  Unit HR or Payroll confirms it’s a valid request (from a valid employee) and signs off on the verification section at the bottom of the form.

3.  Unit HR or Payroll scans and emails the form to payforms@umn.edu.

Note: Payroll Services will only enter a manual direct deposit if the form is signed and sent by a unit HR or Payroll administrator. Forms coming directly from an employee will not be processed. 

New OHR Webpage on Employment-Related Scams and Phishing

In partnership with OIT, OHR created the Employment-Related Scams and Phishing webpage. The page covers the following topics:

•     Unemployment insurance fraud

•     Direct deposit fraud

•     General phishing, email, and web-based scams

•     Income tax fraud

•     Retirement and financial consultation outreach from non-University vendors

•     What employees should do if they think their information has been compromised

•     Tips employees can use to protect their information

Feel free to share this page with others in your unit or college.

(8/25/2025)

One-Day Payroll Close on Thursday, August 28 

Due to the upcoming Labor Day holiday (Monday, September 1), there will be a one-day payroll close on Thursday, August 28. 

•     Wednesday deadlines and UMP payroll do not change

•     Payroll update deadline: 1 p.m. on Thursday, August 28 

Review these dates on OHR’s Pay Calendars page. 

New Field on Payroll Update/Off-Cycle Request Form 

The Payroll Update/Off-Cycle Request form now has a field to enter the total expected gross pay. 

Please use this field going forward when submitting your requests. This information helps the Payroll Services team ensure that your requested changes are being processed correctly. 

Summer Work Study Terminations

Summer Work Study terminations for Duluth, Morris, and Twin Cities campuses were successfully run on Monday, 8/18. 

Crookston didn't have any summer placements to be terminated. 

Placements for Fall work study can be entered with an effective date on or after 8/11/2025 for all campuses.

9-Month Twin Cities and Rochester Contract Renewals Have Been Updated

Contract renewals for 9-month appointments have been entered for U of M Twin Cities and Rochester campuses. Contracts, job data, and notices of appointment have been updated. 

One contract renewal report dated 8/19/2025 is now available in MyU > Reporting Center > My Reports > HR Contract Renew > UM CONTRACT RENEWALS (08/19/2025).

Graduate Assistant Absence Tracking

The Employee and Labor Relations (ELR) team is planning to communicate with Graduate Assistants (GAs) and their supervisors this week regarding new paid sick time and personal day absences. 

GAs will have access to their paid sick and personal days from the start of the fall appointment period, but these balances won’t be loaded into MyU until Monday, September 15. 

As a result, GAs won’t be able to view their balances or submit requests in MyU until September 15. 

For additional questions about GA paid sick time and personal holidays, please refer to the GLU-UE contract on OHR’s Active Contracts and Negotiations page.

Reminder: Action Required by August 28: E-Verify Training Certification in I-9 Management

E-Verify is requiring training certification for all I-9 Administrators to retain access. The training is now accessible directly within the I-9 Management application. 

•  The training consists of four modules and should take approximately 35-45 minutes to complete. To obtain certification and maintain access to E-Verify, users must complete all four modules and achieve a score of 70% or higher on the final exam by August 28.

•  Please complete the training as soon as possible. Your access to I-9 Express will be terminated if you don’t complete the training and exam by August 28. 

•  Note: Even if you have previously completed E-Verify training outside of I-9 Management, you are still required to complete these new modules and obtain the certificate of completion via the application.

Please review this guide provided by I-9 Express to learn how to access the training and exam.

(8/11/2025)

Action Required by August 28: E-Verify Training Certification in I-9 Management

E-Verify is requiring training certification for all I-9 Administrators to retain access. The training is now accessible directly within the I-9 Management application. 

•  The training consists of four modules and should take approximately 35-45 minutes to complete. To obtain certification and maintain access to E-Verify, users must complete all four modules and achieve a score of 70% or higher on the final exam by August 28.

•  Please complete the training as soon as possible. Your access to I-9 Express will be terminated if you don’t complete the training and exam by August 28. 

• Note: Even if you have previously completed E-Verify training outside of I-9 Management, you are still required to complete these new modules and obtain the certificate of completion via the application.

Please review this guide provided by I-9 Express to learn how to access the training and exam. 

10-Month Contract Renewals Have Been Updated

Contract renewals for 10-month appointments have been entered. Contracts, job data, and notices of appointment have been updated. 

One contract renewal report dated 8/4/2025 is now available in MyU > Reporting Center > My Reports > HR Contract Renew > UM CONTRACT RENEWALS (08/04/2025). 

9-Month UMM/UMC/Law School Contract Renewals Have Been Updated

Contract renewals for 9-month appointments at U of M Morris, Crookston, and Law School have been entered. Contracts, job data, and notices of appointment have been updated. 

One contract renewal report dated 8/5/2025 is now available in MyU > Reporting Center > My Reports > HR Contract Renew > UM CONTRACT RENEWALS (08/05/2025).

Reminder: Enter Return from Work Break Rows

Contract Renewals for UMTC/UMR 9-month appointments will be run the week of 8/18. Please enter Return from Work Break rows into job data before 8/18.

(7/28/2025)

Preparing for Contract Renewals

Contract renewals for 10-month appointments and UMC/UMM/Law School 9-month appointments will run the week of 8/4. Please enter Return from Work Break rows into job data before 8/4.

Contract Renewals for UMTC/UMR 9-month appointments will be run the week of 8/18. Please enter Return from Work Break rows into job data before 8/18.

New Graduate Assistant Absence Eligibility Code

A new absence eligibility has been created to better track graduate assistant absences under the Collective Bargaining Agreement. 

Please use the new absence eligibility code, UMGRAD, when creating records for the fall semester or entering absences for graduate assistants. 

If the current eligibility code is something other than UMGRAD when entering absences, please keep track of these hours offline and add them once code has been updated, which should occur no later than September 17. 

Evening Pay Change Entries Cause Dashboard Delay 

Entering pay changes such as merit adjustments late in the evening may automatically notify an employee but not be reflected in the Employee Pay Change dashboard. This is due to the staggered program run times of these two processes. 

A change to sync them may take time to implement. In the meantime, OHR recommends entering pay change entries during regular business hours and completing them by 5 p.m. 

Annual I-9 Forum on August 11

The annual I-9 forum will be held on Monday, August 11, from 1-2 p.m. 

Zoom link

This meeting will cover the following topics: 

•     I-9 compliance basics

•     Unique rules around foreign national employees

•     New development updates for I-9 administrators 

There will be time for questions. 

A recording of the meeting will be made available afterward.

(7/14/2025)

Process Change for Updating HR Unit Contacts Spreadsheet

The process for requesting updates to the HR Unit Contacts spreadsheet has changed. Units previously emailed ohr@umn.edu with any edits. 

Moving forward, please submit any changes via the HR Unit Contacts Update Request Form. 

This process change allows for easier spreadsheet maintenance and auditing. 

Updated Personal Information Screens in MyU 

On July 13, the HRMS team deployed PeopleSoft updates to four personal information screens in MyU > My Info. 

These updates include: 

• A new pagelet in the My Info tab

•  “Look and feel” upgrades to the Race/Ethnicity, Disability, Veteran Status, and Additional Information screens

Learn more about updates to these PeopleSoft screens. 

Minnesota State Retirement System (MSRS) Contributions Update

Employees who contribute to the Minnesota State Retirement System (MSRS) pension plan will begin to contribute 6% of covered salary again starting the first full pay period of July. The first paycheck that will be affected by this change is August 6, 2025. PeopleSoft will be updated to reflect this change, so no action is required on your part. 

This is due to a 2023 state appropriation to the MSRS pension plan that reduced employee contributions from 6% to 5.5% for two years. (Employer contributions have continued at 6.25%.) Note that the vesting period, which changed from 5 years to 3 years in 2023, will remain 3 years.