Organisational Hierarchy Freeze, HR and Payroll deadlines

To ensure you are prepared for go-live, please plan ahead for the Organisational Hierarchy freeze and MyFinance downtime. HR and Finance process deadlines are detailed below

Organisational Hierarchy freeze

In order to prepare for the launch of MyHR, there will be an Organisational Hierarchy system freeze in effect from 16 November 2019 to 28 February 2020.

Impact

Within the current HR system there is a spinal structure which is the departmental organisational hierarchy. The freeze will impact the creation of new organisations, making organisations obsolete, renaming organisations and unit movements across the UCL HR hierarchy. This freeze will also impact on any reports, which will continue to show the names as they exist in the system on 16 November until the freeze is lifted.

Deadline

The deadline to submit requests for any organisational changes to the HR Reporting and Analytics Team has now passed.

Changes during the freeze

For Organisational Hierarchy Changes during the freeze, you should continue to submit requests to the HR Reporting and Analytics Team in the same way as you do now. The HR Reporting and Analytics Team will continue to process the changes including consulting on the proposed changes for them to be signed-off and agreed in principle. The HR Reporting and Analytics Team will start making the agreed changes within MyHR after 28 February 2020. These will be processed in the order of receipt.

MyHR key cutover dates

Deadlines for February payroll have now passed.

If the request is not effective until after February, or if it is not urgent/essential, we would ask you to wait until after the MyHR go-live on 10 February and submit your request into our new MyHR system instead. UCL Human Resources will be exceptionally busy during the transition period and we want to minimise manual processing where possible.

Date	Deadline/ Action
4 Nov	Deadline for any Organisational Hierarchy changes to be submitted and reflected in the system prior to the freeze.
16 Nov	Start of Organisational Hierarchy freeze. From this date there will be no hierarchy changes made to the HR systems until 28 February 2020.
15 Jan	Deadline for completion of final review of supervisor / working pattern data collection form.
15 Jan	February departmental payroll deadline for all requests including From 6/ Form 7, to be submitted on SiP. Any form submitted after this date will not be approved and will need to be resubmitted on MyHR Department Transaction for March payroll. Casual workers will need to be made aware of any delay that may be experienced during this cutover period.
22 Jan	MyFinance unavailable from 3pm on 22 January until 5 February 2020 inclusive.
28 Jan	5pm Deadline to submit your funding application through Worktribe and obtain local academic department approval for any funding calls taking place between Wednesday 5 February and Monday 10 February.
5 Feb	Worktribe unavailable from 4pm 5 February to 9am 10 February inclusive.
6 Feb	MyHR go-live including employee and manager self-service, MyFinance available.
28 Feb	End of Organisational Hierarchy System freeze.
10 Feb	MyHR Department Transactions go live and available for submitting payroll work for March 2020 onwards.
17 Feb	Last day to submit/update bank details for anyone currently paid by cheque to ensure there is no delay to payment in February payroll.
17 Feb	MyLearning, including course bookings.
6 March	March departmental payroll deadline for all forms except one-off payments to be submitted on MyHR Department Transactions.

Payroll cutover dates

Payroll month	Payroll process	Department payroll deadlines
January	SiP to ResourceLink (the current process) If the change is not effective until after February these should, where possible, be submitted after 4 February. Any forms already in SiP will be transferred across to MyHR and will not be lost.	17 December 2019 All forms including one-off payments (Form 6/ Form 7)
February	SiP to MyHR (HR Professional Forms) - intermediate process Early departmental deadlines for February payroll. Actions for February payroll to be submitted on SiP. February payslips available through Oracle Employee Self Service.	15 January 2020 All forms including one-off payments (Form 6/ Form 7)
March	MyHR Department Transactions to MyHR Payroll (new process) Actions for the March payroll to be submitted using the HR Department Transactions system. No forms to be submitted on SiP.	6 March 2020 Deadline for one-off payments

Payroll month

Payroll process

Department payroll deadlines

January

SiP to ResourceLink (the current process)

If the change is not effective until after February these should, where possible, be submitted after 4 February. Any forms already in SiP will be transferred across to MyHR and will not be lost.

17 December 2019
All forms including one-off payments (Form 6/ Form 7)

February

SiP to MyHR (HR Professional Forms) - intermediate process

Early departmental deadlines for February payroll.
Actions for February payroll to be submitted on SiP.

February payslips available through Oracle Employee Self Service.

15 January 2020
All forms including one-off payments (Form 6/ Form 7)

March

MyHR Department Transactions to MyHR Payroll (new process)

Actions for the March payroll to be submitted using the HR Department Transactions system.

No forms to be submitted on SiP.

6 March 2020
Deadline for one-off payments