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HomeTTVN2019/01/08 –Workday Monthly Users Meeting Agenda

2019/01/08 –Workday Monthly Users Meeting Agenda

  1. Old Business / Pending Items
  • Thanks to everyone for meeting the noon start time for the January B1 payroll!
  • The January B2 payroll, to be calculated January 16, will be your last opportunity to make corrections for the 2018 W-2.
  • To meet third party vendor deadlines, you need to release your W-2s by January 18th at the latest. This is the date the vendor has requested to ensure they can do their processing and get the forms delivered to the post office in time to be post marked on or before January 31.
  1. Calendar Year End Processing
  • Workday reports you should be running now to help you prepare for year end:
    • Percent Based Calendar Year Deductions
    • Company W-2 Audit
    • W-2 Preview
    • Audit – Negative Wages or Tax (by Worker)
    • View W-2 Errors
  • The “Employees Receiving Paper W-2 Form” report has been available in production since December 13. Anyone with the Payroll Partner role should be able to run it. I hope you are using this to solicit your employees still getting a paper copy. As of January 2, this number was significantly higher than years past (currently 28,000 as compared to 20,000 in 2017 and 17,000 in 2016).
  • Let me know when you are ready to create your W-2 data in production. It can be cancelled and recreated if necessary, as long as the information has not been published to employees.
  • I typically create the W-2 data for all members in Sandbox every Monday morning.
  • Once you are ready to ‘release’ your W-2s and I complete the processing, it will be available electronically in Workday to all your employees, including the ones getting a paper copy.
  • You may be getting inquiries from your monthly paid employees about there being a change in pay when they compare their January 2nd paycheck to their February 1st paycheck. The 2019 IRS tables were not updated by Workday until December 21st, which was after the January monthly payroll was processed.
  • Deceased Employee Reporting
    • Vacation payouts made after death need to use Earnings Code 028 – Death Benefits, not Earnings Code 027 – Lump Sum Vacation Payout.
      • This earning is used when the death benefit payment date is in the same calendar year as the employee’s death.
      • This earning is used to pay accrued vacation time and eligible portions of accrued sick leave to the deceased employee’s estate.
      • The gross wages will be excluded from Box 1 of the W-2.
      • The gross wages identified as Death Benefits need to be reported on a 1099-MISC.
    • Using Earnings Code 027 – Lump Sum Vacation Payout will cause FIT to be deducted in error and will incorrectly include the gross wages in Box 1 of the deceased employee’s W-2.
  1. Enterprise Interface Builder (EIB) Standards
  • EIBs can be requested by HR, Payroll and Budget Directors.
  • As a general rule, 50 or more transactions are needed to make an EIB worth the effort.
  1. Verification of Former Employment
  • When an employee transfers from one System Member to another, or is rehired by a different System Member, the inbound organization has visibility to the employment and payroll history of the new employee since implementing Workday. The outbound organization would likely not need to respond to employment verification dates after November 2018, since the inbound organization can see it.
  • Employment dates prior to implementing Workday would still require verification using legacy systems as done prior to Workday.
  1. Nationality for Workers with VISA
  • Help maintain accurate data for foreign national employees by assuring there is Nationality on the worker record when the individual has employment authorization through USCIS and/or attained Permanent Citizenship.
  • Use the report Workers with VISAs which includes prompts for Company and dates.
  1. Job Classification Update for Standard Occupational Classification (SOC)
  • The US Bureau of Labor Statistics made significant revisions to the SOC descriptions, coding numbers, retired some and added others.
  • The SOC job classifications were updated in Workday in December. The Pay Plan Administration Committee is now remapping job profiles to the revised categories.
  • The edits will be mass uploaded by Workday Services in early Spring 2019.
  1. Payroll
  • It is highly recommended that you complete your retro processing the day/night BEFORE we calculate the payroll. If you wait until the morning of the payroll calculation the competition for resources is much greater and just slows everything else down. This is why we ask you to complete it by close of business the day before the payroll calculation and settlement.
  • For off-cycle payments, please make sure you use the correct pay date for the cycle we are processing. We continue to see this problem on most payrolls.
  • For off-cycle payments, please use a pay period already completed. Do not put these on a future pay period. There is no guarantee that we are going to catch these and give you the opportunity to fix them, which delays the process for everyone. It’s more likely that they will not be processed.
  • When you are “ready for payroll” please do not start working on the next payroll until you receive the inbox item regarding tax reporting for the payroll we are running.
  • When you see that a report or job is in a ‘queued’ status it only make matters worse when you submit the same process again. All that does is add more to the already full queue.
  • For assistance with workday, please email workdaysupport@tamus.edu.
  • For the latest Workday Updates, see the System Updates tab on the Workday Help site: https://it.tamus.edu/workday/system-updates/.