General Announcements
Updated EIB Request Form — Visit the updated EIB page on Workday Help. Navigate to the Support tab and select Forms > EIB Request. You will have access to more information about mass data uploads (EIBs), examples, and submitting them to Workday Services to load data for your organization.
Workday Functional Areas
Compensation / Merit
Added Critical Alert on One-Time Payment Business Process — The Request One-Time Payment business process has been updated to prevent users from selecting a one-time payment plan that is not Emolument when the reason for the one-time payment is Emolument.
Goals / Performance
Performance and Goals Dashboard — This dashboard, previously named Performance Dashboard, is a one-stop-shop for Talent Partners to have efficient access to performance and goals related information. It has information displayed in 4 tabs: Performance Review Process, Goals, Performance Review Reports, and a new tab Reference Materials which includes a link to the performance review process on Workday Help.
Benefits
Summer Premiums Process Important Dates:
- April 15: Deadline to exclude employees from Summer Premium Letter communication.
- April 18: Workday generates & sends Summer Premium Letter Communication to employees
- April 28: Workday adds “P” custom IDs for all BIWEEKLY employees who are still in <11.5 month appointments and do not have a “T” or “D” or “B” code set
- May 3: Deadline for Manually Changing any deductions for BIWEEKLY employees (May 4: B1 Paycalc)
- May 18: Workday adds “P” custom ID for all MONTHLY employees who are still in <11.5 month appointments and do not have a “T” or “D” or “B” code set
- May 25: Deadline for Manually Changing any deductions for MONTHLY employees (May 26: Monthly Paycalc)
Recruiting / Talent
Background Check — The standalone Background Check process is now available to all Background Check Partners who have submitted SOR forms to Workday Services. This enhancement allows members to run a standalone background check on an existing worker.
Payroll
- Edit Biweekly Insurance Deduction Codes – Custom ID of P — Biweekly insurance deductions for employees with the Summer Benefit Deduction ID of P will be four deductions on the May pay date and will stop employee deductions on the June, July, and August pay dates
- Edit Monthly Insurance Deduction Codes – Custom ID of B — Monthly insurance deductions for employee and employer insurance will stop from being deducted on the summer pay periods in June, July, and August for employees with the Summer Benefit Deduction ID of B
- New Deduction Codes — Two new deduction codes are available to System Benefits Administration for COVID relief:
- DHMO Covid Relief Refunds – Employee
- DHMO Covid Relief Refunds – Employer
- Net Pay Validation/Arrears — Arrears for State Withholding (Work), State Withholding (Resident), and Federal Withholding will now recoup starting with the April 1, 2022 pay date
Staffing
- Configure Organization Partner as Role Maintainer — Organization Partner can now assign the Manager role during Create Subordinate (for a supervisory organization) and Divide Organization
- Create Custom Object and Notifications for Export Control — An additional data item called Export Control Review was added for member Export Control Partners to indicate if export control compliance has been done. Notifications will now be sent to the Export Control Partner for events involving employees who are non-U.S. persons for the following business processes:
- Personal Information Change
- Termination
- Change Job
- Edit Condition Rule for 2 Custom Notifications to Export Control Partner — The notifications to Export Control Partner during Change Job and Termination will now only route when the event is for employees with non-immigrant citizenship status
- New One-Half Month Academic Pay Periods and Validation — Six (6) one-half month Academic Pay Periods were added for use in additional jobs for Faculty and Graduate Assistants during the summer months
Time and Absence
- Cancel Time Off Requests in Workday Mobile application — Employees can now cancel their pending time off requests within the Workday Mobile application. To use the new functionality, employees must be using the Workday application for:
- Android version 2022.01.190.521274 and later
- iOS version 2022.01.0.521237 and later
- Move Absence Certifications from Talent to Custom Object — Employee Absence Certifications have been moved from Certifications under Career to Additional Data under the Actions menu. Refer to the job aid “Absence Certifications (Edit Additional Data)” for detailed instructions
Reporting
- Updated Reports
- Employees with Temp SSN or without SSN — The HR Contact and HR View Only security roles can now run this report
- ORP Newly Vested — Now contains a prompt to “only return active employees” which will exclude terminated employees
- Edit VETS-4212 — Aligns with the required job categories for federal reporting
- BAR (Benefit Annual Rate) Audit — Added two new fields, Calculated OL BAR as of Report Effective Date and Calculated Benefit Salary BAR as of Report Effective Date
- Employee Compensation Details by Job Profile — Now includes the fields Original Hire Date and Most Recent Position Change Date
- Background Check Bill Code Report — Now includes stand-alone business processes and is available to Background Check Partners
- New Reports
- Employees with Export Control Review — Returns current and former employees with export control reviews and details about the reviews; run by Export Control Partner, HR Partner, and HR Contact
- Employee Non-U.S. Person Employment Status — Returns citizenship, nationality, and visa types for employees who are not U.S. citizens; run by Export Control Partner, HR Partner, and HR Contact
- Employee Non-U.S. Person Worker Position Costing Allocations — Returns non-U.S. citizen employees and their current worker position costing allocation details; run by Export Control Partner, HR Partner, HR Contact, and Manager
- Onboarding Not Started for Benefit Eligible Employees — Returns benefit-eligible employees whose hire effective date is in the prompted date range, but has not started the onboarding process
- New Alert
- Onboarding Not Started — Alerts will be sent to HR Contact, Manager, Employee, and Payroll Partner when the Onboarding process has not been started within 3 days of the hire effective date
- Updated Prism Data Sets
- Event Analysis Dashboard — Includes the business process Edit Government IDs
Training
System Wide Training Engagement — Five proposals are under review for consideration to lead efforts for the development of Workday curriculum for the A&M system
Job Aid Conversion project — We have converted 50% of all job aids to web page form
Upcoming Webinars
- April 13: Background Checks Updated Functionality
- April 20: Workday Merit Preview
- April 27: Managing Goals in Workday
New Materials
- Start Background Check (job aid)
- My Team Performance (video)
- Add Additional Job/ Switch Primary Job (webinar)
- Performance Reviews in Workday (webinar)
- Staffing Changes and Impacts to Benefits (webinar) – QA available
- Keeping Organizations Organized in Workday (webinar)
Next Meeting
May 10th!