Monthly User Meeting – April 8, 2025

General Announcements

• Certification of Personal Travel to Foreign-Adversary Update
• Military Preference – Employees’ military preference and veteran information will be consolidated to be located within Personal Information in Workday on 5/1 after an upcoming HAC vote. Communication plans will be shared with HROs on April 21. This change will also impact the tasks received during onboarding beginning 5/1.
• NEW!! Workday Orientation training virtual sessions are available bi-monthly. Contact Stephanie Russell at srussell@tamus.edu with questions. You can also visit the Upcoming Training Events on Workday Help.
• Staffing Updates
  • Now hiring! IT Business Analyst I in Workday Staffing
  • Welcome to:
    • Abby Christensen, Instructional Designer II – IT Training & Development
    • Alberto Heredia Gausch, IT Professional I – IT Operations & Support
    • Christian Palma-Faz, End User Support Specialist I – IT Operations & Support

Workday Services

Release items discussed do not reflect the entire list of updates to the Workday application in the past 30 days. What is listed below are key changes the Workday Services team would like to highlight during the meeting. For the full list of release items, navigate to the Release Notes available on Workday Help.

Benefits

• Surviving Dependents aged 65 or older will receive an error message when enrolling in medical plans other than the Medical – Blue Cross Blue Shield of TX MM 65 Plus Medicare Advantage PPO plan
• The Address Change Benefit Event now requires approval by the Benefits Partner
• The Administrative Correction Benefit event will no longer reprocess if earlier events are completed and will not reprocess other event types that are later dated
• Employee Spending Account elections will default to their current elections during Medical Support Order benefit events

Time & Absence

• The Request Leave of Absence and Request Return from Leave of Absence business processes can no longer be initiated by Managers on behalf of an Employee
• New Request Absence and Manage Absence apps have replaced the Time Off and Absence apps on the Workday Menu. Managing absence functionality is enhanced with new calendar features and navigation changes for employees, managers and support roles
• Updated Reports:
  • A new report, “Vacation Carryover,” is available to Employees on the Absence tab of the Worker Profile to view their vacation carryover balance

Compensation & Merit

• The Communication Equipment Allowance can no longer be used as an Allowance (monthly paid) plan, but remains available as a One-Time Payment plan
• The Change Job business process no longer includes the Compensation Plan Actual End Date field
• Merit Plans will no longer be removed automatically during Change Job business process
• During the initiation phase of merit for each member, an automatic merit plan removal process will run to remove the plans from ineligible employees

Payroll

• Pay Rate Type can no longer be created, edited, or deleted by Payroll Partners. This access has been given to selected employees at each member with a new role, Payroll Manager
• Payroll Partners no longer have access to create, edit or delete Payroll Action Reasons
• Employees will now receive an email to both their work and personal email addresses when a change is made to their direct deposit payment elections
• Updated Reports:
  • The report, “Employees in Multiple Positions with FLSA Overtime,” is now titled “Employees in Additional Jobs with FLSA Overtime” and now includes fields for payroll result line values related to FLSA Overtime components

Staffing

• Correcting the Worker Start Date now automatically rescinds the Time Off Service Date associated with the Onboarding event. The Time Off Service Date will be reset based on six-month eligibility for events that do not require manual action on blocking events
• The Correct Worker Start Date business process now automatically rescinds the Edit Position Restriction step when the Edit Position Restriction effective date conflicts with the new hire date

IT Training & Development

For additional training resources, visit the Workday Services Training page. You’ll find job aids, videos, and other helpful materials to support your learning.

Note: Training materials related to the WD2025R1 release have been updated to reflect changes in the following business processes:

• • Request Absence
  • Manage Absence
  • Assign Costing Allocation
  • Submit Resignation
  • Time Requests (Request Overtime)

New and Updated Training Materials

Title	Type	Status
New Absence Calendar Experience – Spring 2025	Video	New
Request Default Compensation Change	Job Aid	New
Certification of Personal Travel to a Foreign-Adversary	Job Aid	New
Performance Reviews in Workday	Webinar	New
Benefit Impacts to Summer Staffing Changes	Webinar	New

Training Materials in Development

Managing Absence in Workday – Online Course related to WD2025R1 updates

Upcoming Training Events

April 9, 2025: Managing Goals in Workday
May 14, 2025: Report No Show in Workday

Next Meeting Date

May 13, 2025 1:30 pm