Phase 1: Prepare critical systems and transactions (June 22 – July 6)
- Ensure departments are ready for system transition, and all critical transactions are identified and submitted.
Thursday, June 11
- Early access to S/4. Take time to check out the new system.
Monday, June 22
- Following the July 1 annual salary download, scheduled for June 19 at 5 p.m., Campus Departments/Business Officers must review employee salaries, which includes across-the-board increases for campus employees. Submit any adjustments through the appropriate personnel action.
Wednesday, July 1
- Departments/Business Officers must review SAP transaction codes.
- Identify the T-codes used for daily operations and reporting. Compile a list to save as favorites in S/4 when personalizing the home dashboard.
- Enter hiring actions for Biweekly 15, Biweekly 16, and the July monthly payrolls into SAP as early as possible to allow sufficient time for workflow completion.
- For bi-weekly start dates after Sunday, July 25, hiring actions must be held and entered after the S/4 launch on Monday, July 20, unless submitted prior to July 6.
Monday, July 6
- Departments/Business Officers must enter and submit all hiring actions to Compensation by 5 p.m. This includes all start dates within Bi-weekly 15 (Sunday, June 28 – Saturday, July 11).
Phase 2: Payroll Lock & Transaction Completion (July 7 – July 15)
- Finalize payroll-related transactions and ensure data accuracy before system downtime.
Monday, July 13 (NOON)
- Deadline for Departments/Business Officers to enter corrections for Bi-weekly 15 hiring actions.
Wednesday, July 15 (NOON)
- Deadline for Departments/Business Officers to enter corrections for July Monthly hiring actions.
Phase 3: System Downtime (July 16 – July 19)
- Complete migration to SAP S/4
Thursday, July 16
- Last day to access legacy SAP
Friday, July 17 – Sunday, July 19
- SAP will be OFFLINE for migration to S/4
- Full system outage (no SAP access)
- Migration to S/4 will be in progress
- No processing of personnel actions
- Emergency contact: Payroll (Missy Wilson)
Phase 4: Go-Live (July 20 – July 27)
- Resume operations and ensure successful adoption in S/4
- Use compiled list of T-codes for daily operations and reporting to add as favorites in S/4 to personalize your home dashboard S/4.
- For the first time entry in S/4, encourage early entry and approval for Bi-weekly 16 (Saturday, July 12 – Sunday, July 25) to ensure you can complete early reporting and confirm all employees are on track to be paid accurately and timely.
Monday, July 20: S/4 Go Live
- S/4 will be available to all users.
- All personnel actions, including hiring actions for start dates after July 25, may resume.
- Department/Business Officers must enter all hiring actions for start dates within Bi-weekly 16 (Sunday, July 12 – Saturday, July 25) and submit to Compensation by 5pm.
- Business Officers should run reports to ensure all information has been processed correctly.
- Encourage employees to check pay statements within myUK.
Monday, July 27
- Deadline for Departments/Business Officers to enter corrections for Bi-weekly 16 hiring actions.
