General Announcements
- Staffing Updates for IT Shared Services:
- Instructional Designer I (Training and Development) – Filled: Michael Langdon
- Service Desk (Operations and Support) – Filled: BethAnn Moore and Christopher Watson
- Business Analyst I – Compensation (Workday Services) – Search continues
- Business Analyst II – Staffing (Workday Services) – Reposted as a BA I
- Business Analyst II – Benefits (Workday Services) – Reposted as a BA I
- Associate Director – Recruiting (Workday Services) – James Ross has accepted a position outside of the Texas A&M System
Workday Functional Areas
User Experience
- Workday Inbox Reimagined – The new My Tasks inbox will go into production on Nov 10th. There will be changes to the name (My Tasks), look and feel, and added functionality. A video is available to preview these changes on Workday Help.
- Workday Profile Update – A new link (Job) is now populated on the blue navigation bar as a result of the Flexible Work Arrangements implementation. Original links have been alphabetized below Summary and Overview
Payroll
- TAMUS IRS Annual Contribution Limit for FY23 — The IRS Annual Contribution Limit increased from $61,000 to $66,000 for Fiscal Year 2023 per System Benefits Administration
- Updated Report: All Worker Time Off Report — Now includes the prompt Only Return Workers with Multiple Jobs
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
- Employee W-2 Print Election — Use to identify Employees receiving a hard copy W-2. Printing and mailing of the W-2 and 1095-C forms will again be outsourced Respond via the email “W2 Alert for Paper Copies “ from Anna if you would like the Workday alert to be sent to Employees receiving paper W-2’s, encouraging them to sign up to receive them electronically
- Biweekly Payrolls — The last biweekly payroll of 2022 is Tuesday, December 20 and the first biweekly payroll of 2023 is Wednesday, January 11 (There is also a Supplemental payroll planned for January 4.) It would be in your best interest to get all corrections done prior to or on the last biweekly payroll of the year
Benefits
- Update Days to Enroll for Benefit Event Types per System Benefit Administration (SBA) — The default days to enroll on benefit events have been updated to match new System Benefits Administration policies. Events that are effective on event date have 7 days, most other benefit events have 31 days
Recruiting
- Update Screen Stage — Disposition reason “Incomplete Application” has been added to the recruiting screen stage
Staffing
- New Flexible Work Arrangements Business Processes — Request Flexible Work Arrangement, Add Flexible Work Arrangement for Worker, End Flexible Work Arrangement, and End Flexible Work Arrangement for Worker business processes are now available to submit by Employee, Manager and HR Partner
- New Name Pronunciation Business Process — The Change My Name Pronunciation business process is available for employees to specify how to pronounce their name, with member option for Manager approval
- Updates to Termination Reason — The Termination and End Additional Job Involuntary reason “Resignation in Lieu of Involuntary Separation” has been moved to the Voluntary category
- New Validations in Edit Effective Dated Custom Object for Benefits Onboarding Questions — Employees will no longer be able to select conflicting answers to their Insurance and Retirement Benefits Eligibility Additional Data questions
- New Notification in Hire to UIN Partner — The UIN Partner will receive an email notification during the Hire business process if the Employee ID and User Name is invalid
- Updated Notification in Termination and Change Job — The email notifications to Export Control Partner during Termination and Change Job business processes will now only route if citizenship is Non-Immigrant
- Member Opt In/Out
- HR Partner Approval in Add Additional Job Business Process — The Add Additional Job business process now routes for HR Partner approval if either the current primary job or proposed job worker type is Staff, Student or Temporary/Casual as per member selection
- Assign Costing Allocation Step in Create Position and Edit Position Restrictions Business Processes — The Assign Costing Allocations step in Create Position and Edit Position Restrictions processes will route for Temporary/Casual Worker Type based on member selection
- Manager Approval in Preferred Name Change Business Process — The Preferred Name Change business process will now route for Manager approval based on member selection
- Other Onboarding Procedures Step in Change Job and Add Additional Job Business Processes — The To Do: Other Onboarding Procedures in Change Job and Add Additional Job business processes will route to either HR Partner or HR Contact based on member selection
- Offboarding Procedures step in Change Job Business Process — The To Do: Offboarding Procedures in the Change Job business process will route to either HR Partner or HR Contact based on member selection
- New Reports: Available to Export Control Partner, HR Partner, HR Contact and Manager
- Employee Non-U.S. Person with Add Job or Change Job Actions — Returns employees with non-immigrant citizenship status who added an additional job or changed jobs in the prompted date range
- Position Restrictions Flagged for Export Control Compliance — Returns position restrictions that have the answer yes to any of the position restrictions additional data questions
- Updated Report: Employee Citizenship and Visa Status — Now includes prompt to return employee records for which the citizenship value is missing OASDI and Medicare amounts in the prompted pay date range
Reporting
- Alert for Scheduled Future Report Failures — End users will receive an alert if their scheduled future reports will fail
Training and Development
Workday Training Engagement Project
- Project with Deloitte is under way
- Employee and Manager courses are under minor renovation due to User Interface changes for Home page and the new My Tasks inbox
- Focus groups have completed for the Workday Training Engagement Committee
- HRO meeting to gather input is scheduled for Nov 17
- Lesson plans in progress include: Core HR, Staffing, Recruiting, and Benefits
New Materials
- Flexible Work Arrangement in Workday (webinar)
- Request Flexible Work Arrangement (job aid)
- Add Flexible Work Arrangement for Worker (job aid)
- End Flexible Work Arrangement for Worker (job aid)
- Workday Inbox Reimagined (Video)
- Change My Name Pronunciation (job aid)
Upcoming Materials
- Edit Additional Data for Position Restriction (job aid)
Upcoming Webinars
- November 16: Preparing for Year End
Next meeting is December 13th!