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Workday Users Meeting – September 10, 2019

September 10, 2:00 p.m. – 4:00 p.m.

WebEx or In Person at 700 University Drive, Suite 104 Room 113, College Station, TX 77840

Agenda 

  1. Old Business / Pending Items
  • WD33 live as of September 7. Please contact workdaysupport@tamus.edu with problems or questions.
  • Mainframe End of Life
    • Be thinking about the things you still use the mainframe for and what data items you need access to beyond the life of the mainframe.
    • We continue to receive requests for new access. You should really start trying to limit the number of employees with access to the BPP System. If you need a list of your employees with BPP access, please email me.
  1. Workday Training Services
  • Mark your calendars for the A&M System IT Shared Services Conference, Journey to Success 2020! This event is being held at the Texas A&M Hotel and Conference Center on the Texas A&M University campus across from Kyle Field. Join us on April 7 and 8 to learn and collaborate in our journey to success!
  • Changes are coming to the “Working in Workday” eLearning TrainTraq course.
  • Workday Wednesday: Ready to Retire
    • Description: During this webinar we will discuss a new process that allows Benefit Partners to verify TAMUS retirement eligibility and kick off the retirement process sooner. Employees will be able to make elections earlier before they retire and billing can begin more timely.
    • Target Audience: Benefit Partners, Retiree Partners, HR Partners and HR Contacts
    • September 11, 2019 10:30am to 11:30am
  • Spotlight on Security Roles
    • Description: This session will provide a brief overview of security role assignments as well as best practices for security role management. We will also introduce two new security roles! These two view-only security roles are specifically purposed for offices overseeing identity management and users who assist with business needs at the College/Division/Vice President level.
    • Target Audience: HR Partner, Security Partner, Payroll Partner
    • September 25, 2019 10:30am to 11:30am
  • For questions about these events, please contact Workday Services Education and Training at workdaysupport@tamus.edu. 
  1. Core HR
  • HR Partners can now access historical hire and termination information on a former employee who is currently active at a different member.
  • Retirement at Termination
    • An employee must be eligible for A&M System retirement benefits to retire at termination. To reduce the likelihood that an employee is incorrectly setup as a retiree, a new process was recently implemented to support benefits eligibility. A new custom Other ID, “Ready to Retire”, must be added to a worker’s record by a Benefits Partner before the Termination business process can be submitted with a reason of retirement.
    • We encourage members to communicate to their employees the importance of meeting with their HR/Benefits office well in advance when considering retirement.
    • A webinar covering the Ready to Retire ID is September 11, 2019 from 10:30am to 11:30am.
  1. Monthly Retirement Contributions
  • Beginning with the October 1 monthly pay date, net negative transactions will no longer be included in the ORP/TDA remittance files.
  • Members will need to follow-up on their negative contributions with the vendor to receive a contribution refund. A new report will be provided to identify the negative contributions.
  • System Benefits Administration will provide assistance as needed.
  1. Reporting
  • A new report TRS Rate Change Analysis is available to Payroll Partners to return retro result lines that need investigation if the new TRS rate should be used.
  • The following diversity reports are now available for HR Partner security roles:
    • Diversity of Age Group by Management Level
    • Diversity of Ethnicity by Management Level
    • Diversity of Gender by Management Level
    • Diversity of Ethnicity by EEO
    • Diversity of Gender by EEO
  1. Payroll
  • Maintaining Payroll Limit Overrides (originally communicated June 4)
    • 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 prior to the payroll initiation. 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 job aid “Maintain Payroll Limits Override for Worker” provides additional guidance.
  • TRS Retro Rate Change Review
    • Review of document provided to Payroll contacts on August 19.
  • Including the second address line on the printed pay checks has been implemented. Please review your next batch of pay checks carefully and contact me immediately if you have any problems.
  • 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. Use the “Pay Calculation Off-cycle Inputs for Group of Workers” report to identify payments with a bad pay date. Run for all pay periods processed so far in Workday.
    •  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 Current Release Notes on the Workday Help site home page: https://it.tamus.edu/workdayservices/.

Next meeting October 8