On this page you can find the answers to the mandatory activites in the period up to go-live for mitHR.
We will continously work on and expand the content, so later on you will also find the answers to the most common questions regarding the use of mitHR.
Pilot operation is that period, where the solution is accessible for the early users in a completely controlled environment. In details, it means that a small group of around 10-15 people access mitHR and perform planned, prioritized tasks. The prioritization of these tasks will happen later and will also depend on the outcome of the freeze period.
Since you have to register your holiday in advance, it is important that you register all your holiday for 2022 no later than December 31st 2022.
Agreements to transfer the 5th holiday week MUST be made in writing no later than December 31st 2022.
If all this is settled before the Christmas holiday, the absence registrar can make the formal end of the holiday year (including transfer of holidays to the new holiday year) in the first week of January (until January 6th at 12.00 noon).
HR Data and Digitalization will, as usual. send out the instructions as to how to end the holiday year.
If you have to register holiday in 2023 you can either do it in AUHRA before January 6th at noon (the registration will then be transferred to mitHR) or you can register it directly in mitHR from January 25th 2023.
All absence due to illness up to and including January 5th 2023 must be registered in AUHRA, both single days and periods with long-term illness.
Illness that occurs in the freeze period, must be registered in mitHR when it opens on January 25th 2023. The absence registrar have to keep the information somewhere safe outside the systems until then.
You will still be able to apply for reimbursement in case of long-term illness, pregnancy related illness, §56 illness etc. provided that it is a new illness.
If, on the other hand, an employee falls long-term ill during December 2022, it is very important that you contact HR so you can keep the deadline for notification to the municipality.
It is not possible to register children and allocate childcare days in the freeze period.
Childcare days allocated in 2022 have to be used in 2022, as usual - otherwise they are repealed. Registration of the days for 2022 must therefore also be done no later than January 6th 2023.
The overview of Holiday and Absence on medarbejdere.au.dk/staff.au.dk will not be updated after January 6th. You can still see a static version of it on the site until March 1th 2023 where a similar yet dynamic overview will be available in mitHR.
If you need to know your holiday balance in this period, you have to contact your absence registrar.
SDD-managers will not be migrated directly from AUHRA to mitHR. HR Data og Digitalization will extract the SDD-managers from AUHRA and they will be validated in the organization from October 6th and up until the Christmas holiday 2022. Whatever is ready by Christmas, will be migrated to mitHR.
The guidelines for SDD 2022 are also described here.
If there is no appointed SDD manager, it will be the head of department (or another senior manager) that appears as line manager in mitHR. U&A are in charge of the process of validating the SDD-manager and manager.
No, SDD forms have to be downloaded and saved locally and it has to be the individual employee who does it - the manager cannot do it on behalf of the employee. The recommendation is to save it in your own OneDrive.
If you have no other options and you want your SDD-form, you can create an inquiry via Cherwell but it is only for a limited time after go-live.
It is entirely up to you if you want to upload your old SDD agreement forms - it is only you as an employee who can do it with your own forms.
If you do upload them, you need to be aware that they will be sent to your manager for approval once again.
No.
Yes.
We hope that the data is in mitHR by March 1st 2023 and we are planning on registering the data during February using templates for reporting and loading.
When data is in the system, a report with an overview of the committees will be available in mitHR. When that is ready we will delete the data on the web pages.
October 5th 2022.
Find your union representative on au.dk will remain until we have a report ready in mitHR, where the employee can find the same information.
Promark closes for employee access at noon (12.00 pm) on January 5th 2023.
The deadline for registration of time in Promark will most probably be January 5th 2023 - this will be coordinated according to the accounting plan in AU Finance.
We urge that all known holiday and absence is registered before December 31st 2022. Further clarification regarding closure of the holiday year will follow.
No, that is not possible. In an urgent case, like a work-related accident, a system administrator can access MSK.
You have to register changes in employments and resignations regarding 2022 in MSK no later than December 31st 2022.
If you know of any issues regarding January/February 2023, you need to register them in MSK no later than January 6th 2023 at 12.00 noon.
You have to save changes and resignations that happen during the freeze period and create them from January 25th 2023 in mitHR since these kind of cases typically will not be effective before February 1st.
Employments, changes and resignations in the freeze period must be saved outside the solution by you, so they can be registered in mitHR during the pilot operation January 18th-25th by the early users. It will be a mutual prioritization made by the HR management group about which changes that will be registered.
More information about regsistration will come later.
If a case is so extraordinary that it cannot wait, then contact HR. We can still negotiate salary and make employments even though MSK is frozen.
All creations of new AU people must happen before January 6th 2023.
You need to pay special attention to start dates in January, February and March in regards to case handling time in HR.
Some HR units have decided upon the following deadlines but you can coordinate with your own HR unit as to how to secure that data is settled well in advance.
Employments starting in January:
DK citizen: December 1st 2022
EU citizen: November 1st 2022
Non-EU citizen: October 1st 2022
Employments starting in February:
DK citizen: December 1st 2022
EU citizen: November 1st 2022
Non-EU citizen: October 1st 2022
Employments starting in March:
DK citizen: December 1st 2022 or between January 25th 2023 and February 1st 2023
EU citizen: December 1st 2022
Non-EU citizen: December 1st 2022
Welcoming mail must be sent from MSK no later than:
January 6th 2022 at 12:00 noon.
It is not possible to create extentions in MSK during the freeze period.
If Danish citizens or EU citizens are extended as of February 1st 2023, HR needs the recommendation of extension no later than December 31st 2022.
If non-EU citizens are extended, HR needs the recommendation of extension no later than December 1st 2022.
Resignations must be registered no later than January 6th 2022. Expirations lists will be made.
Residence- and work permits: Yes, they will be in mitHR.
Payout of 100 % pension: Yes, they will be there but they will be handled manually if data is entered in AUHRA.
The freeze period between AUHRA and mitHR has no direct effect on job postings in Emply Hire.
Yet, you do need to pay attention to the fact that it is not possible to:
Therefore it is important that you are on top of all your active job postings.
There might be a short freeze period for data update between January 6th-18th 2023.
It is not possible to access the AUHRA reports after 12.00 noon on January 6th 2023. If you have reports that you need to use throughout January and February (and March), you need to extract them before January 6th 2023.
mitHR will contain the most important operational reports and the rest will be added continously.
The following reminders will be migrated:
Pay data from December 2022 is necessary for the pay negotiation in 2023. That is why we extract a pay data report from AUHRA in December 2022 for you to use in the negotiations. It is not possible to extract a new report right after go-live since it simply will not be accessible.