June 11, 2019, 2:00 p.m. – 4:00 p.m.
In Person: 700 University Drive, Suite 104 Room 113 College Station, TX 77840
- Old Business / Pending Items
- The new Workday Services website is now available by clicking the “Workday Help” link on your SSO menu. Relevant items from the BPP website are now available here under the Operations tab.
- The FY 2020 Production Calendar and Pay Periods are now available.
- TDEM – Texas Division of Emergency Management
- House Bill 2794 was passed, transferring TDEM from the Department of Public Safety of the State of Texas (DPS) to the Texas A&M University System as an agency of the Texas A&M University System on September 1, 2019. Workday Services resources will be allocated accordingly.
- The quarterly SSA verification process has completed successfully. The resulting CSV file of exceptions has been loaded to the File Depot Payroll folder for each System Member. The file name is SSASSN.CSV. If your file is empty you had no exceptions. Please be careful with the information and shred when you are through with it.
- Core HR
- At the end of May a rule was added to home address line 1 and 2 to prohibit using more than 30 characters in either line. The change was to support vendor files such as Payformance. The rule will take effect for any new address entered as well as if an existing address is edited. In order to support the downstream requirements, we need for existing addresses to conform to the rule. There are approximately 900 worker records whose primary home address does not meet the rule. Workday Services will provide a list to System Members by the end of June so the addresses can be fixed.
- Maintain Payroll Limit Overrides for Worker
- To ensure the TRS and ORP payroll limits are maintained for highly compensated employees when there is a retro event, the workstation must complete the “Maintain Payroll Limit Overrides for Worker” task. The deadline for completing this month is June 13, 2019. This ensures highly compensated employees that have met the cap and have a retro event will maintain their payroll limit.
- The Pay Calculation Results – Deduction Register report can be used to monitor and identify the employees that have met the cap. The report can be filtered for a “zero” deduction to identify the highly compensated employees that have met the cap.
- It is extremely important that the correct date is used when completing the “Maintain Payroll Limit Overrides for Worker”. The actual month the employee meets the cap should be entered as the start period date. The end date for TRS is 07/31/2019 and the end date for ORP is 08/31/2019. This process should be done at the end of each month and prior to the next month’s payroll initiating to ensure that the employee does not exceed the cap.
- The FY 2020 Bi-Weekly Payroll Schedule has been entered in Workday. With the adjustments to the pay date for the 2/23/2020 – 3/7/2020 Pay Period due to Spring Break we need to reconsider the Lock Time Entry for this period. We will be doing our normal full calculation at midnight on 3/5. Would it be okay to lock time entry down at 10:00 PM on the 5th?
- Wellness Credit – Need to stop paying when there is a zero gross pay. This is ready to be implemented. However, it will not be sent to arrears. A report is being developed to identify the employee’s that need to have the wellness credit paid to them when they return to work.
- TRS Annual Statement removed from the Pay Worklet.
- Pay Accumulations for the 1042 Wages were added to the Pay Results Page.
- Save for Summer Payouts – The Integrations team has been testing all week and so far all test have been positive for the 9, 10 and 11 month plans. The integration to create the summer payouts will be launched in June, July and August, a few days prior to the monthly payroll calculation. Like last summer, biweekly employees need to be handled manually.
- The Save for Summer program doesn’t require re-enrollment. Workday Services will send the EIB template received from the System members last August for edits and updates sometime this week. Please return the edited templates to either firstname.lastname@example.org or email@example.com by August 22, 2019.
- The splitting of the Benefit deduction codes into separate codes for the Monthly and Biweekly codes is ready to move to production. However, with our resources dedicated to the TDEM project a decision was made to hold off on this change until after the TDEM project is complete later this summer.
- The Summer Insurance Custom ID of a “B”, SGIP to not pay in the summer months, has been implemented.
- The Summer Insurance Custom ID of a “P”, employee not to pay during the summer months, has been implemented.
- W-2 visibility across companies for both the Payroll Partner and Payroll View roles is needed for corrections and to answer questions.
- Hands on retro training is something we are looking at for the fall. Please let us know if you have suggestions for other areas.
- Do’s and Don’ts
- Please DO NOT cancel or abort a payroll calculation process once it has started. Cancelling a running process before it completes can cause problems with the accounting entries downstream. If you feel like you need to cancel/abort a process please contact Workday Services Operations or Payroll first.
- 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 firstname.lastname@example.org.
- For the latest Workday Updates, see the Current Release Notes on the Workday Help site home page: https://it.tamus.edu/workdayservices/.
- Tips with Dalton.
Next Meeting July 9