General Announcements
- Staffing Updates for IT Shared Services:
- Manager, IT Contracts (IT Operations) — Ashley Scott
- End User Support Specialist I (IT Operations) — Reposted
- HRConnect Update:
- The following information was provided last month. Since this time it has been decided to delay deletion of these files. More information will be provided at a later date.
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- Per normal document retention/deletion policies which exist to prevent the retention of sensitive information in our system longer than necessary, the System Enterprise Applications office will be DELETING all of the following documents from HRConnect.
- 1095C (2017 and older)
- W-2 (2017 and older)
- 1042-S (2017 and older)
- Note that HRConnect’s documents are only as recent as 2017; therefore, documents from calendar year 2017 and older will be deleted, while newer documents in Workday remain untouched.
- A mass email is being prepared to be sent to a broad audience, which includes those with documents in HRConnect, to inform them of this action and instructing them on how to download documents if desired.
- Goal for deletion of files is May 31st. (now delayed to future date)
- For questions email: lorensexton@tamus.edu
- Per normal document retention/deletion policies which exist to prevent the retention of sensitive information in our system longer than necessary, the System Enterprise Applications office will be DELETING all of the following documents from HRConnect.
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Workday Functional Areas
Absence
- Time Off Requests — Comments are now required when requesting ‘Other Emergencies’ time offs
Benefits
- Updates to Benefit Types
- Job Change benefit events now more closely align with Hire benefit events
- The “Job Change – Starting Coverage Before SGIP” event has been renamed to “Job Change – Benefits Effective Date of Job Change”
- A new event “Job Change – Benefits Effective First of the Month Following Date of Job Change” has been created
- A new event “End TRS/ORP” has been created for use when an Employee loses TRS or ORP eligibility and must be disenrolled from these retirement programs
- Job Change benefit events now more closely align with Hire benefit events
- Summer Benefit Deductions — Summer deductions are in progress. Here are some critical dates, and a more detailed schedule is available on Workday Help
- May 15: Workday adds “P” custom ID for all MONTHLY employees who are still in <11.5 month appointments and do not have a “T”, “D”, or “B” code set
- May 22: Deadline for Benefits Partners to manually change the Summer Premium Custom ID for Payroll – Monthly (May 23: Monthly Paycalc)
- 12 Over 9 Custom ID — It is time to update the 12 over 9 ID which allows Workday to place eligible Employees in the correct benefit group for Open Enrollment. Some critical dates are:
- June 2: WDS sends the 12/9 Custom IDs draft list for FY24 to Benefits Partners for review
- June 23: Deadline for Benefits Partners to return the 12/9 Custom ID list to WDS
- June 26: WDS Loads 12/9 EIB for FY24
- Upcoming — Open Enrollment begins July 10 and ends July 31
Staffing
- Email Addresses in the Contact Change Business Process (BP) — A primary email address with more than 50 characters can no longer be added when using the Contact Change BP
- Contract Contingent Worker BP — The Contract Contingent Worker BP now prohibits selection of a Supervisory Organization with a Position Management staffing model
- Delegating Approvals in Preferred Name Change Events — Managers now have the option to delegate the approval step in Preferred Name Change events
- Terminating Employees on Leave — The Termination BP can no longer be submitted for Employees that are in a status of On Leave
- Overtime Validation in Staffing Events — The Add Additional Job BPs can now be submitted if the Exclude from Overtime Job Classification is used on a Salaried Graduate Assistant position
- Expiring Voluntary Self-Identification of Disability Form — Workday is working on a new (approved) English version of the Self Identification of Disability form. Target release is July 2023
- Reports
- New
- Delegation Changes Needed has replaced the Delegation Termination Alert Report, is available to HR Partners, and will notify the HR Partner and Delegator when a Delegate transfers to a new company or terminates within 30 days
- Updated
- Audit – Workers with Primary Work Address Not Equal to Location State has been renamed to Audit – Employees with Primary Work, Home or Location Address State Not Equal to Location State, updated to include Company, Employee ID, and Home Address State fields, and is now available for HR Partner, HR View Only, Payroll Partner, Payroll View Only and Tax Compliance Partner
- Employees with Flexible Work Arrangement report has been updated to include Company, Approved Date, and Remote Work Location State fields
- New
Training
New Webinar Materials
- Workday Benefit Reports
- Part 1: Staffing & Enrollment Discrepancies
- Part 2: Dependent Reports
- Part 3: Benefit Impacts to Payroll
- Part 4: Benefit Impacts to Retirement Programs
- Part 5: Retiree Reports
- Merit Preview 2023
Upcoming Webinars
Performance
- May 17: Managing Goals in Workday
Merit
- June 28: Managing the Merit Process in Workday
Next Meeting
June 13 at 1:30pm