Monthly User Meeting – May 13, 2025

General Announcements

• TrainTraq Exploration Project Update
• University of Houston at Victoria Project Update

IT Operations & Support

• The FY26 Save for Summer deductions will be uploaded on May 15^th to Workday
• FY25 Save for Summer June, July and August input transactions will be loaded starting next month prior to initiation of the Monthly payrolls

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

• Employees will now receive a warning if they were previously enrolled in a spending account and did not re-enroll during Open Enrollment
• A new Benefits Partner Dashboard is now available

Time & Absence

• Absence and Payroll partners can now manually reduce the amount of Donated Sick hours in the Maintain Accrual and Time Off Adjustments/Overrides task using the following options:
  • Lapse – Donated Sick (Taxed) (Adjustment Only)
  • Lapse – Donated Sick (Tax-Exempt) (Adjustment Only)
• The vacation carryover notification now provides a simplified method for employees to view their vacation carryover
• Reports:
  • A new report, “FMLA Eligibility by Hours Worked and Projected,” is now available for HR Partners, Absence Partners, and Absence View Only roles to assist in determining FMLA eligibility
  • The report, “Review Time,” is now available to Timekeepers to approve time for employees they support

Talent & Performance

• Talent Partners and Talent Analysts can now complete the Award Emeritus process for retired employees terminated prior to January 2018

Recruiting

• Managers can no longer move candidates to the Offer stage of the Job Application process
• The External Candidate Reference Check functionality has been enabled, based on member selection

Compensation & Merit

• The following fields are no longer available in Compensation related business processes:
  • Expected End Date field
  • Position In Range
  • Rounding Rule
  • Compensation Element
• The Compensation business process field Expected End Date is temporarily visible to address user-reported errors
• A new Employee Total Rewards Statement user interface is now available. The Total Rewards Statement can now be printed from the Benefits and Pay hub

Payroll

• The formula used to calculate Overtime – FLSA pay has been updated to ensure employees are paid correctly when they have multiple hourly jobs
• The Pay tab in the Worker Profile now includes a dedicated Arrears tab viewable by the Employee, Payroll Partners and Benefits Partners

Staffing

• Job Profiles and related Position Restrictions summaries now include language to comply with Executive Order GA-48
• The HR Partner Hub can now be accessed by HR Contacts
• The End Flexible Work Arrangement business process now skips the Manager approval step if the process was initiated by an HR Partner
• The visibility of the following fields in the Hire business process have been updated:
  • Benefits Service Date – now hidden
  • Company Service Date – now hidden
  • Continuous Service Date – remains visible, but no longer editable
  • First Day of Work – remains visible, but no longer editable
• The Switch Primary Job business process now skips the Manager approval step when both positions are Student Workers and at the same Company
• Military Status is now located within the Personal Information Change business process
• Department Heads can now approve all Termination events excluding Student and Temp/Casual Terminations, based on member selection
• When using the Job Change business process (Change Job Template), users will receive an error message if making changes that impact FLSA status
• The Organization Chart now displays an information icon for workers who manage multiple supervisory organizations or hold multiple positions to view details about the organizations they belong to
• Onboarding now includes an acknowledgement to comply with Executive Order GA-48
• When entering Personal Information, Date of Birth is now marked with a red asterisk, making it clear that it is a required field
• Reports:
  • A new report, “Inbound/Outbound History,” is available to HR Partners to view hire, termination, and transfer events between companies within a target date range
  • The reports, “Job Catalog Report”‘ and “Position and Position Restriction Details,” now include a column and prompt for Critical Infrastructure

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.

New and Updated Training Materials

Title	Type	Status
Managing Goals in Workday	Webinar	New
Managing Your Absence	Job Aid	Updated
Private: Request Leave of Absence	Job Aid	Updated

Training Materials in Development

Managing Absence in Workday – Online Course related to WD2025R1 updates

Upcoming Training Events

May 14, 2025: Report No Show in Workday
June 11, 2025: Merit Preview 2025
July 9, 2025: Managing Merit in Workday 2025

Demo

• Compensation – Total Rewards Statement
• Recruiting – External Candidate Reference Check
• Time & Absence – Donated Sick hours, Vacation Carryover, FMLA Eligibility Report
•  Staffing – Military Status, Organization Chart

Next Meeting Date

June 10, 2025 1:30 pm