Home / Monthly User Meeting Agendas / Workday Users Meeting – February 12, 2019

Workday Users Meeting – February 12, 2019

Last updated on June 28, 2019

February 12, 2019,  2:00 p.m. – 4:00 p.m.

WebEx :

In Person: 700 University Drive, Suite 104 Room 113 College Station, TX 77840

Agenda

  1. Old Business / Pending Items
  • The 2019 Computation for Withholding Tax document is available here: https://assets.system.tamus.edu/files/bpp/pdf/Computation%20for%20Withholding%20Tax%2019.pdf.
  • We encourage all members to take steps to protect the sensitive data that is obtained from us through File Depot. Our procedural recommendation can be found here: http://it.tamus.edu/bpp/procedure-for-storage-and-disposal-of-sensitive-files/.
  1. Calendar Year End Processing
  • Thanks to everyone for releasing W-2s on or before January 18. We made it!
  • Our W-2 vendor confirmed delivery of the paper W-2 forms to the Post Office on January 29.
  • The electronic W-2s were published in Workday for all members by January 24.
  • Once you have made corrections in Workday that impact a 2018 W-2, email me the UIN/s. I will then create the W-2C data and forms in Workday. After you have reviewed for accuracy I can publish, making it available to the employee. You will still need to file the information with the SSA, just like you have always done.
  • Statistics for our first year end in Workday:
    • Total W-2s 65,398
    • Total printed 26,520
    • % electronic 60
  • Current list of improvements for 2019 processing:
    • W-2 worksheet
    • Automated employee notification when W-2s are published
    • W-2 data files for states requiring them
    • Employee mailing address problems
  1. 2019 W-4 Considerations
  • Just a reminder, employees that claimed exempt on their 2018 W-4 will have their W-4 expire on February 15, 2019. Workday will not automatically expire the W-4 forms for those who do not submit new forms for 2019. You will have to manually update those employees to default to either single and 0 or to the last W-4 on file in which the employee did not claim exempt.
  • A Form W-4 claiming exemption from withholding is effective when it is given to the employer and only for that calendar year. To continue to be exempt from withholding for 2019, an employee must give you a new Form W-4 by February 15. If the employee doesn’t give you a new Form W-4 by February 15, begin withholding based on the last Form W-4 for the employee that didn’t claim an exemption from withholding or, if one wasn’t furnished, then withhold tax as if he or she is single with zero withholding allowances. If the employee provides a new Form W-4 claiming exemption from withholding on February 16 or later, you may apply it to future wages but don’t refund any taxes withheld while the exempt status wasn’t in place.
  • The “Expiring Exempt Tax Elections” report in Workday can be used to help identify employees you need to send a W-4 renewal notice to. This report is a copy of the Standard Report “Expiring Exempt Tax Elections and runs for active employees only, who do not have a VISA code of XN. Employee email address is included.
  1. Two Factor Authorization Requirement for SSO
  • SSO will require two factor authentication (2FA) for all active employee logins beginning May 15, 2019. This change helps make SSO more secure, safeguarding information in Workday, Canopy, HRConnect, Business Objects, and other applications.
  • We will begin notifying anyone receiving a paycheck, those on leave or on a fellowship, military leave dependents, vendors and visitors of this requirement with instructions on how to sign up for 2FA on February, 18, 2019. Follow-up communications will be sent to those who have not signed up for 2FA on March 18, April 15 and May 8.
  • On March 25, 2019 an email communication and printable letter will be sent to your Human Resource Officer and Benefits and Retiree Partners for distribution to retirees and surviving dependents. They may opt-in for 2FA but are not required to use it.
  1. Change in Format of Position ID (PIN)
  • On February 14, 2019, the Workday Position ID number for NEW positions will change to a six digit format to avoid conflicting with the numbering system used for legacy PINs.
  • Applications Impacted:
    • Canopy
    • Enterprise Data Warehouse
    • FAMIS
    • Single Sign On
    • Time & Effort
    • TrainTraq
    • Workday
  • Currently – In Workday, the Position ID is P-XXXXX (5 digits) which converts in impacted applications to: MXXXXX (letter and 5 digits) for budgeted positions, or MXXXXXXXXX (letter and 9 digits) for wage positions where M is the member workstation letter.
  • Beginning February 14 – The Workday Position ID P-XXXXXX (6 digits) for new positions will change in impacted applications to MXXXXXX (letter and 6 digits) for both budgeted and wage positions, where M represents the member workstation letter.
    • Use the Budget / Wage ‘flag’ in Data Warehouse to identify employees in budgeted or wage positions.
    • Formats for the Workday Position ID and PINs for positions created prior to February 14 will not change:
      • The Workday Position ID will remain P-XXXXX (5 digits).
      • PIN formats will remain MXXXXX (letter and 5 digits) for budgeted positions and MXXXXXXXXX (letter and 9 digits) for wage positions.
    • Please check how you are using the Data Warehouse Position ID / PIN in local reports and local systems. Remember, the Data Warehouse provides the option to use the Workday Position ID (as received from Workday) or the impacted applications PIN.
  1. Workday 32
  • Will be released in production March 9.
  • There will be a preview WebEx on February 28 at 8:30 a.m. Meetings details emailed to HROs, CFOs and Payroll Partners this week.
  1. Payroll
  • The Payroll Compliance Dashboard is now configured and ready to be used by payroll administrators, payroll partners, payroll auditors and payroll view roles to use as tool to help ensure that the payrolls remain in compliance with various laws and regulations. The dashboard is updated each Monday with the most recent changes to the various areas within the Payroll Compliance Dashboard.
  • 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 support@tamus.edu.
  • For the latest Workday Updates, see the System Updates tab on the Workday Help site: https://it.tamus.edu/workday/system-updates/.
  1. Miscellaneous
  • There will be a WebEx on March 7 from 3:00 – 4:30 p.m. to review the Merit Process Working Group recommendations. A meeting invite will be sent at a later date.
  • The quarterly process to verify employee information with the SSA typically runs January, April, July and Oct. The resulting CSV file of exceptions is loaded to File Depot in the 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.
  • Join us for the A&M System IT Shared Services Conference, Journey to Success 2019! This event is an opportunity to enhance your understanding of Workday and how it impacts other applications such as FAMIS and Business Objects. There will be opportunities to learn from the experts and share best practices with your colleagues. This first (of what we intend to be annual) conference is being held at the new Texas A&M Hotel and Conference Center on the Texas A&M University campus across from Kyle Field. Join us on April 8 and 9 to learn and collaborate in our journey to success!
  • Does anyone still use the BPP Website? If so, for what?