General Announcements
- Monthly User Meeting Logistics – NEW MEETING TIME BEGINNING 2023 (1:30 to 2:00pm)
- Website Update – New website updates with new navigation to go live January 2023. A demo is planned for our January meeting.
- Flexible Work Arrangements – The new business process will be available in mid January with an added security role of Chief Executive Approver for a new approval step. Additional updates for routing and notifications are also in progress.
- Staffing Updates for IT Shared Services:
- Business Analyst I – Benefits (Workday Services), filled: Vicky Brinkman
- Business Analyst I – Compensation (Workday Services), filled: Daniel Lewer
- Business Analyst I – Staffing (Workday Services), search continues
- Business Analyst I – Time/Absence (Workday Services), position posted
- Manager, IT Contracts (Operations), position posted
Workday Functional Areas
Cross Application Services
- My Tasks for All Users — The Workday Inbox, now called My Tasks, has a redesigned look with enhanced search features
- Worker Profile Links Order — The Worker Profile navigation links are now in alphabetical order after Summary and Overview
Compensation
- Reports with Budget Contact Role — The following reports are now available to Budget Contact:
- Assign Costing Allocation Sent Back
- Costing Allocations for Position Restrictions
- Costing Allocations for Worker Position
- Positions Missing Costing Allocations
- Positions with Inactive Costing Allocations
Payroll
- Updated Reports
- Employee Position Last Payment Date — Now has two new fields: Time Entered but Not Submitted and Time Submitted but Not Approved, as well as required Start and End Date prompts
- Federal Tax Elections for Non-Residents — Updated to get results for employees with and without tax elections
Payroll – Operations
- Calendar Year End Processing Helpful Reports
- Percent Based Calendar Year Deductions
- Company W-2 Audit
- W-2 Preview
- Audit – Negative Wages or Tax (by Worker)
- View W-2 Errors
- Payroll Deadlines
- 12/20/22: Last Biweekly Payroll (12/30/22), all W-2 adjustments should be done prior to this date
- 12/21/22: January Monthly Payroll (1/3/23)
- 1/04/23: Supplemental Pay for pay date 1/06/23
- 1/11/23 by 9AM: Cutoff Date for all late adjustments to W-2’s and must have a pay date of 12/31/22
- 1/11/23 after 9AM: All Adjustments will be processed on W-2C’s and must have a pay date of 12/31/22
- Happening Now
- Announcement on Home Page and Email Notification for those Employees receiving paper copies of their tax documents
- Updating Company Information in Workday for W-2’s
- Coordinating with Printers for Tax Documents
- ACA 1094-C Company Configuration Updates (Coordinating with Benefits Team)
- Coming Up: Calendar Year End Processing by Operations
- Creation of W-2 Data and Test Forms
- Create W-2 Forms per Member and Print Files
- Publishing Tax Documents
- W-2 PDF’s Created in Sandbox
- Coming Up: Tasks for System Members
- Member Accuwage Testing
- W-2 PDF’s Files Uploaded to Tax Reporting Folder in File Depot for Member Testing
- SSN Quarterly Verification available for Review in File Depot – Take any actions needed prior to W-2 processing. A second audit will be done the first week in January
Benefits
- New Retiree Spouse Life Plans — Retiree Spouse Life Plans B & C have been created, allowing retirees to view all of their spouse life plan options in the same place within the enrollment events
Absence
- New Report: FMLA Eligibility — Returns details that determine Workers’ FMLA eligibility, including hours worked in the last 12 months and total state service. Note: This report is under further review as the hours worked data is not working as desired
Recruiting
- Reorder Approval Steps in Job Requisition BP — The approval sequence to create a job requisition is now Manager, Department Head, and Executive Approver, with each approval step based on member selection
- New To Do: Update Candidate Address Length — Will trigger in the Recruiting Background Check stage if a candidate’s Primary Home Address line 1 or 2 exceeds 30 characters
- New Report: Active Job Postings as of Date — Returns active job postings as of a given date in the prompted Company and is available to Recruiting Coordinators, Recruiting Partners, and their respective View Only roles
Staffing
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- Request and End Flexible Work Arrangement EIBs — Mass upload EIB processes are now available for Request Flexible Work Arrangements and End Flexible Work Arrangements
- New Security Role used for Flexible Work Arrangements: A new security role Chief Executive Approver is now available to be assigned to member chief executive officer (CEO), or designee at the level of vice president or higher (or equivalent agency position)
- Notifications for Flexible Work Arrangements — Employee, Manager, and HR Partner will receive an email notification 30 days prior to, and 7 days after, the Proposed End Date of a Flexible Work Arrangement
- Acknowledgment in Onboarding: Drug and Alcohol Abuse Prevention Program (DAAPP) — The Required Notices during Onboarding now include a member-specific Drug and Alcohol Abuse Prevention Program (DAAPP) notice based on member selection
- Validation Added to Name Pronunciation for Invalid Characters — The Name Pronunciation business process now prohibits entry of characters not associated with valid pronunciation marks
- Help Text Added to Employee in Change My Name Pronunciation — The Change My Name Pronunciation business process now includes help text displayed to the employee
- Notification of Termination — The email notification to the employee titled Notice about Data and Information at Termination now includes termination date
- Education Field Of Study — General Administration is now available as a Field of Study option in the Add Education task
- Position Permissions Added to Export Control Partner — Export Control Partner now has visibility to position data on supervisory organization and the report View Open Positions
- Notifications to Export Control Partner in Hire and Change Job BPs — The Export Control Partner, for members who opted out of the Export Control Partner approval step, will receive an email notification during the Hire business process when the candidate citizenship is unknown. The email notification to Export Control Partner during Change Job/Transfer has been improved to include proposed and current company information
Training and Development
Workday Training Engagement Project
- Project with Deloitte is under way
- Lesson Plans Completed:
- Working in Workday for Employees
- Working in Workday for Managers
- Time/Absence
- Advanced Navigation
- Core HCM
- Benefits
- Recruiting
- Lesson Plans in progress:
- Performance
- Staffing Pt 1
- Staffing Pt 2
- Payroll
New Materials
- Prepare for Year End (webinar)
- Edit Additional Data for Position Restriction (job aid)
Upcoming Webinar
- January 25: Costing Allocations in Workday
Next Meeting
January 10 at 1:30pm