workday open forum - employees.tamu.edu 21, 2018 · additional months for faculty summer salary in...

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WORKDAY CATEGORY QUESTION AnswerABSENCE Will we be able to indicate the time period we are

requesting as "time off" rather than just inputting the number of hours? Also, will we in the future be able to submit lump sum time off requests rather than two different documents if we are taking half a day one day and then out the entire day the next day.

Utilize the comment box to enter timeframes if that information is needed for documentation purposes. Currently, there is not functionality that will allow lump sum time off requests over multiple days. We will submit this information to the Workday Services Team for further consideration.

ABSENCE When an employee takes sick leave and wants to make it FMLA sick leave why do you have to enter the time twice - once as time off and again as FMLA leave? Why can't the employee select sick leave FMLA?

Workday is not configured that way. There would have to be a category of time off/FMLA for every type of time off--so it would actually be more complex. Unfortunately, it cannot be configured in exactly the same way it was in LeaveTraq.

ABSENCE There are issues with the employee off-boarding process. The last time sheet is not submitted because of the errors on the hours worked for the period. This issue needs to be looked at.

That was a known issue and was fixed a few weeks ago. Validation is for full-time staff for 40 hours, if full time. However, if the termination is not completed, that error will still occur. The termination process must be complete.

Workday Open Forum | February 21, 2018 | Questions & Answers

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WORKDAY CATEGORY QUESTION Answer


ADD JOB/DUAL EMPLOYMENT Student workers with multiple supervisors must now memorize separate pin numbers to make sure the hours they log in correspond to hours approved by each individual supervisor. This process in Timetraq was much more streamlined and user friendly. Now, with Workday, the process involves many more steps and puts an unfair burden on professors, student workers, and human resource liaisons. Again, Workday was supposed to make this process more efficient but accomplishes the exact opposite of the intent. What plans do you have to make this process more efficient for all involved?

When they create the student position, it is recommended that they create it with the Position Title modified to add the descriptor. Example - Student Assistant-Weight Room Attendant. If the position already exists, one approach is to use Change Job to change the Position Title to add the descriptor. If a large number (50+) of positions are in need of change , please submit a ticket to [email protected] to consider other options for mass changes.

ADD JOB/DUAL EMPLOYMENT The main question is who's responsible for paying the OT? We've gotten some different answers/guidance from various sources.

Previously, departments (responsible parties) coordinated to determine who was responsible. In Workday, it is the department of the additional job, unless the additional job has a job classification of exclude from overtime.

BENEFITS My pay stub in workday shows I am being charged $30 for medical coverage which has historically been covered by the employer so it should be $0. But I see Wellness Credit [shown as (30.00) for taking the wellness exam] so does this means I am NOT being charged for medical?

Yes, the way it is displayed in Workday shows both the premium charge and the credit (which zero out).

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BENEFITS If we have to correct a position in January and now make the position 25% effort GAR (primary position) and 25% GAT (additional position) when they used to be 50% GAR with only a primary position will this affect their benefits for January? Will they receive double payment for January if I fix this now?

This correction should not have an impact on benefits. Workday will recognize two 25% positions as benefits-eligible due to combined percent effort. If compensation does not change, they will not be double paid.

BENEFITS We have students on Fellowship and they need to be changed over to us being their primary supervisory organization so they will stop receiving paper checks but I have not received an answer back on how this will be fixed before the next payroll. What should we do?

We have identified solutions for specific situations related to Fellows and employment. Most likely, the additional job will have to be ended, and then the department will request a transfer from the "Fellow" supervisory organization. Please submit a ticket to [email protected] if you are not aware of this case already being in progress with HROE.

CHANGE JOB Not sure if change job is accurate, but - how will we add additional months for faculty summer salary in workday. For instance, 1 month on endowed chair, another month on research contract or grant, another month or partial month on some other source. And for reference, all of these inputs/changes may not occur at the same time. They may be multiple entries over the course of the summer term.

Use Add Job and costing allocation timeframes to accomplish this.

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COMP TIME/OVERTIME We need a way to know what hours someone is taking off. Also have requested help for entering comp time for monthly employees - when you look at the time periods available they are all for bi-weekly payroll. Nothing in the instructions I received mentioned if it is OK to select a bi-weekly time slot for a monthly employee. Also you can't enter hours by the day - have to put the exact date information in the comments. Lots of typing in comments need to be able to pick a calendar date.

The comments box can be used to add the hours. When you look at the time periods available, the biweekly vs. monthly doesn't matter.

COMP TIME/OVERTIME Who is responsible for ensuring that Over Time is paid from the proper account? It should not default to the primary job, I thought it was configured to charge the Over Time to the costing allocation account for the job that put the employee into overtime status. Please clarify this.

Where the overtime gets charged depends on several factors, including whether the primary and secondary jobs are flagged to exclude from overtime. Workday looks at an overtime situation and then starts at the end of the week, working backwards to label overtime hours, prioritizing additional jobs, and then if there are any remaining overtime hours after that, they get assigned to the primary job. See example on the HR website at https://employees.tamu.edu/compensation/job-changes/overtime-calculation-in-workday/. Through the cost allocation process, units can choose to have OT earnings paid from a different account.

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COSTING ALLOCATIONS Why are One-Time payments not being approved by a Cost Center Approver? They need to be.

Workday currently does not have the functionality to route one-time payments to the Cost Center Approver; however, we have shared this information with the Workday Services Team for further consideration. Approvals should be obtained prior to entering the One-Time payments. Individuals entering One-Time payments need to be extra cautious to avoid data entry errors.

COSTING ALLOCATIONS It doesn't appear that the net funding calculator in Canopy is working correctly. For many of our sponsored research accounts, we need to be able to calculate the net funding ahead of time. We've been told that we will have to wait and see how much fringe + salary totals when payroll has been processed and then submit corrections if needed. Do we have an ETA on this feature?

The FAMIS team is aware of issues with the Net Funding Calculator and have plans to address these, possibly gathering more input concerning functionality as soon as they have stabilized higher priority items such as encumbrance and payroll posting.

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COSTING ALLOCATIONS Is there a way to add someone in as an FYI on a costing allocation or to edit the routing process. There are people within the department that are being skipped over who we desperately need to see the changes being made.

No; however, notifications can be configured on any business process to be delivered specifically to named security groups (not individuals). This would require System-wide agreement to enable notifications. Units are encouraged to develop their own internal procedure outside of Workday for notifying additional people. *The FAMIS group is aware of some issues where the Cost Center Approver which they submit in the feed to Workday is changing due to Workday functionality. They did not have a clear understanding of how the Cost Center Approver's would be assigned, and presumed the assignment went to the UIN they provided. Instead, that assignment is attached to the Job Profile belonging to the UIN they provided. Which means, if that person leaves that position, the approval capability stays with the POSITION and not the person. The FAMIS group is currently working on programming changes to try to accommodate this nuance.

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COSTING ALLOCATIONS What is the BP for changing sources for faculty after the payroll periods have occurred. For example, a faculty has been one account 111 from 9/1-5/31. In January, we learn of a change needed that will involve 3 new/different accounts and the period of change may reach all the back to 9/1. How do we do that. Are payroll corrections involved? Does workday retro all the accounting changes and fixes. How are past payrolls affected and how are encumbrances handled.

This could be accomplished using the Canopy PCT module. The accounting changes will not be reflected in Workday, only on the FAMIS side where those transactions are posted.

COSTING ALLOCATIONS Why does doing a job change - moving percent effort worked - zero out salary? Having to go in and do an additional process to add back in what was already there does not seem to streamline the work.

A fix for this problem was recently rolled out. If you continue to experience problems, please submit specific information to [email protected].

ENC When will the encumbrances be corrected to how they used to be calculated?

The FAMIS team is working on fine-tuning of the encumbrance posting process on a daily basis. Additionally, they are implementing new Vacancy Encumbrance Flags very soon which will control the posting of encumbrances for vacant positions at multiple levels as follows:

• Encumber Vacant Staff• Encumber Vacant Faculty• Encumber Vacant Grad Student • Encumber Vacant Adjunct Faculty

This change will be in production very soon.

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ENC Who decided at TAMU that GA PINs will be encumbered when they're vacated? What flexibility do we have to tell Workday to release any encumbrances once the person is terminated (PIN is vacated)?

Business Offices at all campuses were polled to obtain the value for the current single flag we have – Encumber Vacant. With the changes coming, FAMIS will provide much more flexibility in configuration of the encumbrance process.

ENC Is there a plan to have FAMIS release salary encumbrances for graduate assistant positions when employees terminate? We do not refill those positions and need to be able to access the funds and rely on our FAMIS balances being accurate. Currently when a GAT/GAR is terminated mid-year, Workday is encumbering additional funds for the vacant position instead of releasing the remaining encumbrance.

The intent is to release the funds when a position is closed or vacant based on the new Encumber-vacant options. This defect is being worked. A large component of the solution will be the new Encumber Vacant options. Accounting transactions to release the funds will be posted as part of the end of month automatic adjustment process. After month end, when any position is closed, the funds should be released in FAMIS the next day.

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HIRE/ONBOARDING Once the Interview Team has been created, what is process for editing the Interview Team. Perhaps one of the team members became ill and was unable to attend. How do we remove that team member and add the proxy that was sent in their place? I have been told that not completing the Rate Interview to-do that generates in the team members’ inboxes will not hold up the hiring process, but then it seems as if that to-do will always be there and circumvent the entire purpose of the to-do all together. There is the option to reassign the task, but we have been asked to avoid using that action as it will have to route to the System.

Once an Interview Team has been created, it cannot be changed. You can set up another interview if you wish to keep track of the interviews in Workday. Otherwise, you can just have another team member conduct an interview and include their documentation outside of Workday through the document upload portal.

HIRE/ONBOARDING In Canopy, when you had an employee that was going to be dual employed, you could see when their last Background Check had been completed. We do not seem to have access to that type of information without submitting a request to Recruitment. Are there plans to make this type of feature available in Workday?

Currently background check information resides in "Other IDs". If you are unable to see that section of the IDs, then you will have to contact Recruitment for assistance.

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HIRE/ONBOARDING The Math department hires positions outside of Workday, such as graduate assistants, assistant professors, visiting assistant professors, research associates, instructional associate professors, and student workers. What used to be a simple, 3 to 6 step process that took anywhere from two days to a week in Canopy has now become a month-long process that requires dozens of steps between creating the position and then fusing the only candidate to the position. In short, Workday is supposed to make things more streamlined but it achieves the exact opposite. What plans do you have to make Workday more efficient? I'm on week six of hiring a research assistant and he is still not 100% hired.

The more we use Workday, the better we know how it works, what can be done inside Workday and what still needs to be done outside of Workday. We encourage everyone to review their current processes and look for ways to integrate some or all of those processes with Workday. As we find better ways to do things, we will publish them through LNN.

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HIRE/ONBOARDING Can WorkMORE reduce the steps in this process? Everything takes SO much more work than before. The workload needs to be reduced and more simplified.

What is perceived as more steps is most likely not any more steps than what was previously required using our legacy systems. It is just that all those steps were done using outside processes (paper, email, other systems, etc.) and entered into the legacy system which wasn't configured to have all the approvals since they were done outside the system. Now, Workday is the approval system which eliminates most of the outside approval processes. Every process used with our legacy systems should be reviewed to ensure efficiencies and effectiveness. In addition, Workday continues to evolve as the software is updated to reflect subscribers' requests.

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HIRE/ONBOARDING Why am I showing 46 remaining processes for all the different system members in my offer letter process? Is it so when we reach the "generate offer letter" process, we have to pick the one that belongs to our system member instead of our offer letter being created to match my member automatically?

Workday was implemented on a System-wide basis, so all processes have been configured to work with all System members. There is conditional routing that will recognize certain fields and route appropriately. In cases where there are multiple options, a choice might be presented to ensure the correct process is followed for that member. When looking at the process steps, if a step is not required it is simply skipped and continues to the next appropriate step. The steps are shown in the process flow but does not hold up the process.

HIRE/ONBOARDING Are there any plans to change/update routing for new hires? When hiring new employees in January I had several waiting at the "GLACIER" step for several weeks.

We continue to refine our processes regarding the workflow and routing withing Workday. Like you, as we get better at using Workday and discover which processes need to be done by what partner, the steps should be approved faster.

HIRE/ONBOARDING Is it in the works to allow HR Liaisons edit/update a Hire Date once it's entered into Workday?

Not at this time.

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HIRE/ONBOARDING Can't we go paperless with Workday? It's very confusing because we were told/trained to do everything through Workday and now we're being told that we need to continue doing what we had in the past. In the past we kept a paper of trail of every single document and now we are having to do the Workday steps on top of it. I see this as we are doing more work for the same process. We need some concrete instructions and clarifications.

It is assumed that the individual is speaking about the recruiting process where the job was posted in PATH and the candidate was interviewed and subsequently hired. Then the new hire was manually entered into Workday. The paper needed to upload to support the hire, will still need to be uploaded for all hires using the Workday recruiting process. There are no interview forms or screening matrices in Workday, so these processes will continue to be done in the same manner they were done before Workday. We are looking at different solutions in which these processes can be done electronically, however, until those solutions are complete, we'll still continue to use the same processes as before.

HIRE/ONBOARDING Why are there so many steps in placing a person on Payroll? What used to take 1-2 days now takes 1-2 weeks. The back and forth between the department and HR/Payroll is so inefficient and ineffective.

Workday is a workflow system. What used to be approved via a paper process and then input into the system is now integrated into one process. We need to adjust our workflow process to the Workday process, then all the approvals will be done in Workday (or revised or not approved) as they were using the paper process.

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HIRE/ONBOARDING How does CS Manager hire a HSC student in a HSC job position and HSC pre-hire set up for the Manager in a HSC Supervisory Organization? The CS Manager has to do the Federal I-9 half way through the business process because of the way HSC is set up with Federal I-9 and not at the beginning of the Pre-Hire Process. Then you find out the Federal I-9 has to be reassigned to HSC HR Administrator but the reassign drop down doesn't include HSC HR folks. How do we get reassigned? We have quite of few CS students working at HSC and Galv campuses. We have a few HSC students working at CS campus. So we do need an answer for this issue for the Managers hiring students from other campuses.

By CS Manager, we believe you may be referring to a TAMU Manager, not an HSC Manager located in College Station.We need additional information to help address your question, as it is likely related to supervisory organizations and security roles. We can better identify a potential solution if we have some examples.If this was your question, please send additional specifics (names, UINs, and supervisory orgs) of an example manager and employee in this situation to [email protected].

HIRE/ONBOARDING If a business process step was completed (such as background), the executive approver send the hire action back, why can't the system recognize the background step was already completed? In this case, we have to repeat 8 or more steps in the hire process.

There may be a few reasons for this to happen. 1) During the initial launch of Workday, there were some integration issues with Sterling and those have been resolved. 2) If applicants are moved via the candidate grid, tasks may not trigger appropriately, possibly requiring steps to be repeated. 3) Appliants were not moved using inbox items. Check the business process history for the applicant to know exactly what steps were submitted and completed successfully.

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HIRE/ONBOARDING If an HR Contact initiates a new hire and they are also the manager, the onboarding tasks do not route to them for processing as it normally does. Can it be set up so they HR Contact gets those Workday tasks to complete the business process? It's confusing and affects the employees onboarding process.

If there is more than one HR Contact within the organization that is not the Manager, then that HR Contact should initiate the hire business process. Please contact [email protected] with details regarding the situation for further research.

HIRE/ONBOARDING I-9 The current hire process is taking so long that we are exceeding the 3 day requirement to complete the I-9 process. Have you considered how this portion of the process could be expedited? Could I-9 process be added as a separate business process before the hire process? For example, Faculty Partner approval delays just due to the fact they have not gotten to the Workday Inbox task yet. (5 days into hire process) In some cases, we have started the hire process a week before the person is to arrive to work and still not met the 3 day requirement.

I9's for TAMU hires are not done in Workday; they are still being completed in Guardian. You should continue completing the I9 using Guardian which can be completed outside of the Workday approval process. If you are experiencing delays in approvals, you might want to send a courtesy email to the approver that they have an inbox item awaiting their action.

HIRE/ONBOARDING We need a step by step process for new hires. All the steps required for TAMU.

One is being developed and should be out very soon.

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HIRE/ONBOARDING Previously when on-boarding international students we were required to send their offer letter to ISS to get a letter for the employee to take to the Social Security Office to get a Social Security Number. Once they applied for the Social Security Number, they would bring back a letter from the Social Security Office and we would issue them a temporary ID number to use during their on-boarding. According to Payroll, this temporary number is no longer needed. Therefore, what is our role and what are the requirements? Do we still need to send the offer letter to ISS? Do we still need to postpone their start date until they can show us their letter from the Social Security Office?

Generally speaking, the best practice is to not put an international student on the payroll until the SSN is obtained. A letter from the Social Security Office is sufficient to start the hire process. Workday does not accept a temporary SSN as was done before. Please follow the same processes used with ISS before Workday.

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HIRE/ONBOARDING Why does the Dean of Faculties Office need to approve faculty hires twice (once in the DOF Portal and again in Workday)? In the past, they only approved hires in the DOF Portal not again when we added the new faculty member to payroll.

The DOF Hiring Portal and Workday comprise of separate systems with separate requirements. Workday was unable to integrate the documentation requirements that the DOF Hiring Portal captures. In order to ensure, compliance there are specific hiring requirements that need to be submitted in the DOF Hiring Portal. In addition, the approval-to-hire packets resulting in the employment of the newly hired faculty encompass specific credentialing requirements. In the DOF Hiring Portal, each department is required to complete the required credentialing information for DOF audit. This credentialing data is also tied to the credentialing profiles for any instructor of record. There are also very specific hiring documentation required for Non-Tenure Track, Tenure-Track, and Tenure on Arrival (TOA) Agreements. Hires route from the department level to the department head to the college, through the dean, and then from the dean to the Dean of Faculties, and if TOA, to the Provost.

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HIRE/ONBOARDING SAME AS ABOVE CONTINUTED: If the new hire is marked with a salary above $150K, the new hire is required to route to the Provost (§5 of University Rule 12.99.99.M1). If there are any start-up funding agreements there specific start-up package form that is a required in the DOF Hiring Portal that captures the distribution of that funding. Dependent on the distribution of funding, the start-up form requires routing to the department head, through the dean, through the agency and through the provost. Start-up funding is required to be used over a period of 3-5 years, other data the DOF Portal Captures. This is why the DOF Hiring Portal is required and how the requirements are different from the requirements in Workday. Additional questions should be referred to [email protected].

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HIRE/ONBOARDING How do we know if a new employee has completed the whole hire/onboarding process? I currently have an employee that has not yet been set up with benefits, but if you view his Worker History, he is "successfully complete". No one let us know he had an outstanding process being held up in the tax office (social security number wasn't entered by employee). He is getting paid so that wasn't a clue that there was a problem either.

Go to the Global Search Bar and type in Onboarding Status Summary. Click the report, enter the supervisory organization and click the subordinate check box to see everything below the supervisory organization if necessary.

Alternatively, go to the Global Search Bar and type in the new employee's name. Click on the Hire: <<Name>>, then click on Process and scroll to the bottom. You will see any remaining steps in the process that are awaiting action. Each BP has a certain step that when attained marks the BP as successfully completed, however, it doesn't mean that all steps are complete, only those steps that are necessary to consider that BP essentially complete.

Other When a To-Do Task appears in someone's inbox, why doesn't it include a link to the task itself? Some items can be approved directly from the inbox, but anytime a hiring- or performance-related task appears, it just describes what needs to be done. You can't click anywhere in that task to be taken to the place where you actually need to do that thing.

All inbox items have instructions about completing the task. Some inbox items can be done in the inbox. Others are a reminder to complete a task that resides outside of Workday. The instructions should tell you where to go and what to do once you are there.

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Other Where can we see our current Educational Activity balance in Workday?

There is not currently a place to see a total amount used this fiscal year and remaining balance display like we had in LeaveTraq. Employees can filter their Time Off and Leave Requests reports/displays to see "Education Activity" only and sum the resulting requested time off to know how much they have used.

The Workday Services Team may be able to build an additional report to display on the employee profile with information similar to LeaveTraq. They have this on their list for future enhancements.

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Other The size and color of the font and the choice of some of the background colors make the portal difficult to use for some. Have we confirmed that the portal meets the ADA compliance standards?

The contract between The Texas A&M University System and Workday, they agreed to be in compliance with accessibility standards. Enhancements are ongoing. Workday recently incorporated some new features in their roadmap around accessibility such as:• Magnify text on a responsive interface that optimizes content based on the screen size of your device.• Use compatible assistive technology like a screen reader for text-to-speech output.• Use keyboard support to navigate through Workday without a mouse.• View Workday with high color and contrast, improving legibility for all users.

Workday Accessibility optimizes tasks for users on assistive technology, referencing standards set by: • Section 508 of the US Rehabilitation Act.• The W3C Web Content Accessibility Guidelines (WCAG) 2.0.

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Other I'm not sure if others are in the same boat but I feel very confused and lost with Workday. I seem to be calling HSC HR every single day for questions that come up daily. Hire, Recruit, Terminate, On-boarding, etc. HSC HR only has two individuals and most of the times they do not answer the phones which I'm sure they are swamped with work.

There are multiple job aids and other help items on the Workday Help link from SSO. In addition, HROE has resources online at [email protected] that can provide additional guidance to departmental HR Contacts from both TAMU and HSC.

Other It has come to our attention that when a current employee applies for a position through workday, there are MULTIPLE individuals throughout the campus community that are either notified or have access to see the application process. Many of these individuals HAVE NO BUSINESS seeing this. What explanations are available for this

Routing Question: Only those individuals with a business need have access to the application process. We have become aware that some Workday users have delegated ALL Business Processes to another individual. We do not recommend delegating ALL BPs since all notifications will be routed to that delegate, including personal items such as benefit changes and job application notifications.

Other I want you to know that I think all HROE staff is working really hard for our TAMU campus and we appreciate you. Payroll too. Thanks for all that you do! Keep your heads up!

Thank you!

Other Search Bar: Is there a way to change the search bar to be less exact? It gets frustrating trying to find a report or process when you don't know the exact name or term to search for.

Workday has a very robust search engine that only requires three characters to begin a search. Unrelated characters can be searched, retrieving any items that contain those characters.

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Other Routing - in the old system I only had to touch a document once now due to the numerous roles you can have to approve the same document 3-4 times. We also need a better mapping of all the routing - we need to have more roles for view information only for our budget office. No good explanation of what roles do what and very little assistance with getting help to straighten out routing issues.

Individuals might have only had to touch the document once, but might have had to provide multiple signatures or approve multiple items on that document. Workday is a rules-based system and requires processes and approvals to follow a certain protocol. Manual processes allowed circumvention of these "rules" or workflow because we could just say "that has been approved by Manager via email" or whatever mechanism was used without confirmation.

Other Why isn't there a report that you can pull by department or organization that will give you a list of everyone on payroll so you can see who you are missing? Report needs to show the name, term of appointment, percent effort, rate of pay, funding account, etc.? There is no way except looking people up individually to see where they are in the process. Again back to the issue of it takes too long to get a person on the payroll. Way too long.

Pay Calculation Results for a Period Report was built for this purpose. When requesting it, units need to choose the top org in the department (in the org prompt) which usually shows the name of the department head and click the checkbox for subordinate orgs. This report also shows what percentages are paid from which accounts.

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Other Business Process routing paths - it would be extremely helpful to have a succinct and useful reference for common business processes and how they route. Doing a simple action such as a new faculty hire now involves MULTIPLE actions on the part of the HR contact in the unit, and many of the actions route to multiple and DIFFERENT roles than before. It is becoming increasingly more difficult to process simple actions and track them when we can't even see them any longer.

An in-progress business process can be followed by clicking the process tab to see both history and remaining processes. It is not possible to preview a process before it is initiated.

Other When is it appropriate to ask a procedural question and NOT be directed to send it to [email protected]. Sometimes I just need to ask about routing a memo, or who handles what and no one seems available to help me. I keep being directed to the email account. Can I please talk to a person?

Procedural questions directly related to Workday should be sent to [email protected]. Questions outside of Workday can still be referred to a specific person in HROE or Payroll Services by contacting them directly. HROE personnel can be reached at 979.845.4141.

Other What phone number can we CALL to have our questions answered, rather than waiting WEEKS for an answer by sending an email. Many times a quick answer will help us move things along quickly. We need a telephone number that is answered by a person, not voicemail boxes that are FULL.

Procedural questions directly related to Workday should be sent to [email protected]. Questions outside of Workday can still be referred to a specific person in HROE or Payroll Services by contacting them directly. HROE personnel can be reached at 979.845.4141.

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Other REPORTS: Is there a way to save a "type" of report in a favorites section so I can simply go to my personal list to run reports that I use over and over?

Use the Manage Favorites Task to add Workday delivered reports and custom reports to your favorites. These can be accessed by adding the Favorites Worklet to your home screen or clicking your name in the top right corner.

PAYROLL INPUTS Can the Pay Calculation reports be changed to sort by last name instead of first name by default? Or will every unit have to continue downloading and resorting them in Excel?

This report is intended to be used online with links available to drill down into a specific employee's information. If a unit has a specific business need for the data to be presented in a different format, please send additional details to [email protected].

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PAYROLL INPUTS Need a report that easily shows people in your WHOLE DEPARTMENT and who has been submitted for payroll. The current reports are not clear - liked the system where the whole department had to be submitted at one time. Also need better reviews for the monthly payroll. Very difficult to verify what percentages are being paid on what account for the given submission. Also if there is an error due to the numerous times you have to touch and have a document approved any account changes that need to be made are not very likely to make the processing deadline. Worktags - this field needs to be mandatory on one-time payments. The name of the field does not imply enter the payment account here - if you had to enter something it would keep it from being skipped by the departments. Default to regular account is not helpful to us - very few one-time payments would come from same account as regular pay.

Pay Calculation Results for a Period Report was built for this purpose. When requesting it, units need to choose the top org in the department (in the org prompt) which usually shows the name of the department head and click the checkbox for subordinate orgs. This report also shows what percentages are paid from which accounts.

Worktags - click on the Additional Details tab to verify and modify the appropriate costing allocation.

PAYROLL INPUTS Is there a report we can call up that shows who are active employees are for our departments? This might help us know who is successfully on payroll.

Pay Calculation Results for a Period Report was built for this purpose. See previous question.

PERFORMANCE EVALUATIONS When will the Performance Evaluations begin and will there be online training for both the employee and supervisor?

More information will be coming in the next few weeks; yes, there will be training for both the employee and supervisor/manager.

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RECRUITING What is the process for hiring wage faculty members? These are temporary employees who come to cover a certain rotation or block of time and then are terminated. In the past, we were able to hire these employees similar to a student employee as wage and hourly. In Workday, the system is hiring these employees as benefits eligible so TRS is being deducted and shouldn't be. If we mark this as a temp/casual position, it routes to HR for approval instead of the DOF. Should we be selecting "wage only" for the job family so that this position triggers as not benefits eligible?

Workday does not have a position type that is Faculty and temporary/casual designation. The department should use a Faculty title when creating the position as part-time. When the employee is hired, hire with scheduled weekly hours of less than 20 in order to avoid triggering benefit events that are not applicable such as TRS. If a Faculty title is used, the position and hire will route appropriately in Workday. Selecting "wage only" for the job family does not have any impact.

RECRUITING Is there anyway to start the hiring process for a foreign national when you do not have a definite "hire date"

It is best practice to not start an employee until a valid SSN has been obtained. Once the SSN is obtained, the hire date can be planned and entry can start.

RECRUITING Does it hurt to move applicants through the Recruiting Dashboard vs. waiting on to-do's/tasks? I submitted references and it took 4 days to return to me in order to continue on, however if I moved them through the dashboard, I was able to get them through quicker.

Yes, the recommended approach is to work the Tasks that come through the Inbox. If you need quicker responses, you can reach out to the person awaiting action.

RECRUITING Can we get step by step instructions for HR Liaisons on how to move our top candidate from Recruiting and to hire them as an employee?

Yes, there will be a proess posted on employees.tamu.edu/recruitment.

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RECRUITING Why does it take three checks of a duplicate applicant when the candidate is an internal person? This triple check is ridiculous and needs to be fixed ASAP.

Internal applicants are no longer checked for duplicates. External candidates require the check to be completed and triggers based on the movement of the candidate.

SECURITY ROLES or SUP ORGS After a security role is changed, why does the system automatically revert the role back to the previous status? If the security role is inherited, how do we determine where it was inherited from or why?

We would need further details to determine why a security role might revert back to a previous state. Please submit examples to [email protected] for further research. Security roles are assigned to a position and are inherited from the superior Supervisory Organization.

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SECURITY ROLES or SUP ORGS Regarding changing an employee's manager: What is the process to move an employee (i.e. student assistant) from one manager to a new manager? Will I be utilizing the "move to new manager" process? Will the "move to new manager" process automatically set the new manager up as a new supervisory organization? If not, how do I set them up as a new supervisory organization? Do they need to be setup as a new supervisory organization prior to me initiating the "move to new manager" process? Do I use the "move workers" process to move an employee from one manager to another already existing manager?

Supervisory organizations are the foundation of Workday and the building blocks of all business processes. Workday uses supervisory organizations to assemble employees into a management hierarchy forming a true employer / employee relationship. The Move to a New Manager business process can be initiated by an HR Contact to move an employee to a manager that was not previously a manager of employees; job aid available in Workday Help. To ensure the supervisory organization is created correctly, please be sure to include details in the comment box such as the new manager's name and UIN, the date they will begin managing employees and the superior organization name and department (ADLOC) number for which the subordinate organization is being created. The business process will route to an Organization Partner to create the new supervisory organization. The Move Workers (Supervisory) business process is used to move positions and workers from one supervisory organization to another.

SECURITY ROLES or SUP ORGS What can be done to allow departments to set up their own supervisory organizations? This is taking WAY too long under the current method.

See above.

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SECURITY ROLES or SUP ORGS Why don't I see an employee when I try to delegate a task? Workday returns no results. Yet when I reassign the task, I am able to select the person I typed in. It's ridiculous that these have to route to a system level administrator to approve our reassignment. Why can't Workday auto check this?

In the Proposed Delegates field, type in the name of the individual you want to delegate the inbox task to. Delegations allow another individual to temporarily take action on your behalf. Reassignments are a transfer of responsibility and therefore must route to a system level administrator.

SECURITY ROLES or SUP ORGS When will we be able to add a supervisory organization so that our faculty can look at their applicants? This has been put on hold for a long time now for this specific org we need!

Assuming the faculty member is not in the same supervisory organization as the vacant position, a search committee can be created to allow anyone placed on the search committee to view the applicant's information. Search committees can be set up by Recruitment (for staff positions) and the Dean of Faculties (for faculty positions) upon request.

SECURITY ROLES or SUP ORGS Why is it necessary for student increases and budgeted job requisitions go to the Executive VP for approval? Is there going to be a time that we re-review our workflow and/or edit it?

We are evaluating changing our conditional routing.

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TERMINATIONS When an employee ends an additional job or is terminated and we do not receive the exit information prior to pay calc, we are not able to enter the actual termination date because pay calc has already run; even if the pay calc was $0 or the termination date was after their last time entry. Can the restrictions on this be removed or edited to allow for the termination date to be entered on or after the employee's last time entry, regardless of pay calc?

Restrictions cannot be removed or edited by the department. Please submit a ticket to [email protected] requesting assistance to edit the termination date. Please do what you can to promptly remove employees from departmental payroll upon termination or resignation.

TERMINATIONS If a student enters time into the timesheet in Payroll Period 1 and it gets processed and paid. The manager finds out later for various reasons and the student didn't work 2 hours out of all the hours in Payroll Period 1. How does the manager reverse the hours out of the timesheet so that the student has less pay coming into the next paycheck?

Timesheet correction is an Employee Self-Service function. An employee can go back up to three prior pay periods to correct time. The corrected time sheet should be submitted to the manager to approval. Once approved, the retro process should calculate the positive and/or negative adjustment(s) on the next biweekly period. Note there is an earlier deadline for time sheet corrections to be submitted to payroll; consult the processing calendar on payroll's website.

TERMINATIONS When terminate/retire someone why doesn't the funds that are encumbered on the position release back into the respective accounts? The funds remain encumbered. Who can release them? How does this work?

FAMIS is working on changes to the encumbrance process for various position types. Questions regarding FAMIS encumbrances should be sent to [email protected].

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TERMINATIONS No tutorials have been sent out on how to pay out someones vacation from start to finish or on how to donate their sick leave. Can we please have this information distributed? We need to know if we complete the same form we used to, what options to select to decrease sick/vacation leave, and what report to print to send in with the form to have it paid. Do we complete a one time payment to pay these people their vacation at the end of the process and attach the information there?

The process for sick leave donation has not changed. It is still managed outside of Workday. The process for payouts has been updated. Updated information was distributed on the 1.17.2018 LNN and is also on Payroll's website (payroll.tamu.edu). Under Spotlight on the Home page click the "Lump Sum Update" link. As part of the Termination business process you will receive an inbox item instructing you to request a one-time payment for payouts. You will not request this one-time payment but this email should be your reminder to follow the process on payroll's website. You can submit the inbox item with comments after you have submitted paperwork to payroll.

TIME TRACKING What report would give me a list of student's hours worked at each job. I need to know the total hours worked at each job for students with multiple jobs?

Currently, a report for this request is not available. Reports are security role driven. Some usuful reports available: Pay Calculation Results for a Period Report, Workers with Time Submitted but Not Approved Primary Position, Workers with Time Submitted but Not Approved Additional Jobs.

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TIME TRACKING According to the HR Liaison Network News from Monday, 2/5/18, "It is critical that Managers review and approve their employees timesheets on an ongoing basis and not wait until the deadline day specially retroactive corrections." While this is not a problem for our student staff, when our full-time staff members try to submit their hours in the middle of a week, they are prevented from doing so with a message that says they cannot submit the time because the hours for the workweek do not equal 40. Is there a fix or schedule behind the scenes that we can turn off to allow all of our bi-weekly paid staff to enter, submit, and approve time on a daily basis?

Workday has a validation for “full-time staff.” You must have 40 hours on the timesheet to avoid the error. Students can submit on a daily basis.

TIME TRACKING Why is there an error message that is continually present as I enter my time during the week? This is very misleading and I tend not to trust other error messages as unimportant. Can this be eliminated?

We need more information to answer this question. Please send your specific example to [email protected].

TIME TRACKING Is there one report that allows us to see all bi-weekly employees for a department?

Pay Calculation Results for a Period Report. When requesting it, units need to choose the top org in the department (in the org prompt) which usually shows the name of the department head and click the checkbox for subordinate orgs.

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TIME TRACKING In many of the trainings and job aids made available, it was mentioned that if our System member had opted into the Time Clock feature we could use it. Did we? Is there a detailed job aid for TAMU?

The Clock In/Clock Out feature is only available for use by employees that are reporting in and out time. If the employee is assigned to a time entry template (aka time sheet type) of hours only, the option for clocking in and out is not available. A Timekeeper can override the assigned time entry template using Edit Other IDs. Enter the Time Tracking Eligibility ID. Under the Identification # enter the correct time entry template name. Time Entry Template names should match one of the following exacty: In/Out Time Hourly Staff and Faculty or In/Out Time Temp/Casual and Student. Type Time Tracking Details in the search menu to run a report to confirm what time entry template employees are assigned.

workday open forum - employees.tamu.edu 21, 2018 · additional months for faculty summer salary in...

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