Home / Monthly User Meeting Agendas / Monthly Users Meeting – November 14, 2023

Monthly Users Meeting – November 14, 2023

General Announcements

  • Join us for Journey 2023! The Texas A&M University System IT Shared Services Conference. This virtual conference focuses on technologies used by A&M System members such as FAMIS, Workday, Enterprise DataWarehouse, Aggiebuy, Concur and more. Access our Journey page for more information and conference details.
    • check your junk mail for Accelevents reminders!
  • Staffing Updates for IT Shared Services:
    • End User Support Specialist I – (Operations and Support), filled: DJ Williams

Workday Services

Absence

  • The Lump Sum Vacation adjustment has been changed so it can now be applied to any period regardless of Employee eligibility

Recruiting

  • HR Contacts can complete Add Job and Change Job staffing actions when initiated from the Recruiting business process
  • Position Filled has been added as a Closing Reason in the Job Requisition business process
  • Primary Recruiter role has been enabled on job requisitions

Benefits

  • Employees losing eligibility for Employer Paid Dental or Vision plans will have their coverage mapped to the Employee Paid Dental or Vision plans during enrollment to help reduce the risk of unintentionally waiving dental and vision coverage
  • Employees enrolling in ORP for the first time will receive an email notification with a link to the TRS28 form that must be submitted to complete ORP enrollment
  • The Benefit Event Flexible Spending Account Change has been renamed to Dependent Daycare Provider Cost/Hour Change
  • Workday-delivered fields are now used to track Dependent Verification instead of Custom IDs.  System Benefits Administration will be able to differentiate between permanent and temporary disabilities and set an end date when applicable using the new Dependent Disability functionality
  • Updated Reports
    • Retiree Home Contact Information now excludes deceased Retirees and has been shared with the Benefits View Only role
    • Employees No Longer Eligible for TRS now uses Scheduled Benefit Hours to determine eligibility

ITSS Operations

  • New in Workday
    • The IRS Annual Contribution Limit (TDA+ORP) was increased from $66,000 to $69,000 for Fiscal Year 2024, this includes payroll deduction calculations and displaying on the Employees Eligible for SORP report
    • Updated Reports:
      • Compensation Spreadsheet has a new field:  Below FLSA Threshold
      • Pay Result for Tax Reconciliation report now includes fields reflecting Worktag Overrides, Employee Tax YTD by Company, and 1042 Subject Wage calculations.  The report will now default to not include SSN’s and a new prompt checkbox “Include SSN” is available
  • In Progress Calendar Year End Processing
    • Verifying/Updating Company and State Information in Workday for W-2’s
    • Verifying ACA 1095C Company Information
    • Coordinating with Printers for W2 and ACA Forms
  • Upcoming Reminders
    • SSN Quarterly Verification — Quarterly verification for SSN’s will be available in File Depot for the November 30th file run the first week of December
    • SECC Deductions — New 2024 deductions will be loaded in December
    • Calendar Year End Processing
      • Sandbox Testing of W-2 Data and Forms mid-December
      • Important Payroll Dates/Deadlines
        • 12/19 — Last Biweekly Payroll Settlement for 2023
        • 12/20 — Last Monthly Payroll Settlement for 2023
        • 1/03 — Supplemental Payroll Settlement (Email with details to come)
        • 1/09 — Cutoff Date for 2023 W2 Adjustments/Corrections (Settlement is 1/10 @ 9AM)
        • 1/10 — Date All Adjustments/Corrections will require a W2C
    • Calendar Year End Resources
      • End of Year Checklist
      • End of Year Webinar
      • Reports
        • Percent Based Calendar Year Deductions
        • Company W-2 Audit
        • W-2 Preview
        • Audit – Negative Wages or Tax (by Worker)
        • View W-2 Errors
        • Employees by State
        • Employee W-2 Print Election

Staffing

  • The Hire Compliance Checklist has been removed from the Hire business process
  • Contingent Workers will no longer receive the Edit Passport and Visa and Edit Government IDs tasks during Onboarding
  • The Termination business process now includes a warning when marking an Employee Not Eligible For Rehire to remind the Processor of the 5-year policy associated with NEFR employees
  • New 0.5 Month Annual Work Periods (May 16 – May 31) & (Jan 01 – Jan 15) can only be used on Additional Jobs for Faculty
  • The To Do: Complete Form I-9 in Guardian and To Do: Complete Form I-9 Section 3 for Rehire in the Hire business process will route based on member selection
  • The Propose Compensation Hire step in the Add Additional Job business process will route to HR Partner or HR Contact based on member selection
  • The Assign Roles to Worker and Offboarding Procedure steps in the End Additional Job business process will route to HR Partner or HR Contact based on member selection
  • The Update Position Restriction Default Compensation task in Change Job will route to HR Partner or HR Contact based on member selection
  • International Temporary Work Location is available as a Flexible Work Arrangement type based on member selection

Training and Development

TAMU Intrasystem Cooperation Contract Update

  • First two TAMU customized job aids to be published this week!
    • Create Job Requisition
    • Create Evergreen

Workday Training Curriculum

  • Deloitte Project Status – published materials available on Workday Help and TrainTraq
    • Workday Core Concepts for Security Roles – published!
    • Workday Advanced Navigation – published!
    • Workday Staffing Part 1 – Ready to publish
    • Workday Staffing Part 2 – Script complete
    • Workday Benefits Basics for Security Roles – Script in development
  • Former Webinar Conversion to online course
    • Workday Hiring Series
      • Part 1: Preparing for the Hire – published on TrainTraq (2114602)
      • Part 2: Hiring Employees – published on TrainTraq (2114642).
      • Part 3: Onboarding – published on TrainTraq (2114668)
      • Part 4: Report No Show – up next

Upcoming Webinars

  • December 6: Succession Planning in Workday

New Materials

  •  Viewing and Updating Enrollment Event Remarks In Workday (Job Aid)
  • Longevity Pay (Reference Guide)
  • Using Flexible Work Arrangements (Reference Guide)

Updated Materials

  • Add Flexible Work Arrangement for Worker (Job Aid)
  • Hire (Job Aid)
  • Review and Verify Dependents (Job Aid)
  • Benefit Event and Explanations (Reference Guide)

Next Meeting

December 12th at 1:30 pm