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Frequently Asked Questions

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Sometimes hybrid events are okay. The first step is to research the two events that combined. When two events combine, Workday includes all the benefit types from EITHER event and takes… Read more: What do I do with hybrid events?

On the System Benefits Administration website, there are alternate instructions on how to access the 1095-C form.

From the Employee’s name, select Actions > Benefits > View ACA Measurement Period. Note: If a person is still in a full time position (75%+ for 4.5+ months) they will not… Read more: How do I determine if an Employee is ACA eligible?

If Integration 160 fails, the following values will need to be set manually. Benefit Annual Rates (BARs): Determine correct values by running the report “BAR (Benefit Annual Rate) Audit” using the… Read more: What do I do if Integration 160 fails during Onboarding and my Employee doesn’t have an SGIP Date driver, TRS9 date or Benefit Annual Rates?

Dependent grandchildren must be certified annually on May 1st of each year to be eligible for coverage. New grandchildren must have a current issue date entered to be eligible for benefits,… Read more: Why can’t I add a dependent grandchild to coverage?

DCP (Differed Compensation Plans) offered by Texa$aver are fed into Workday via an integration.

Employees cannot edit their enrollment OR contribution amount through Workday. They will need to contact Texa$aver directly for any changes.

This happens because the person has lost eligibility for the plan. Check the benefit eligibility for the Employee and verify they are no longer eligible for the dropped plan.  You can… Read more: What do I do if a pay frequency change causes an Employee’s benefits to drop?

Calculations need to run on the timesheet for these hours to populate. Calculations will run automatically when an Employee enters or edits time during the week. Any early release or holiday… Read more: How do I populate holiday or early release hours on a timesheet?

Updating or correcting a time off for an employee will cause that week’s time calculations to run. This may cause previously approved time to go back to the submitted status. It is best practice for Managers to approve and/or adjust any time off requests first and then approve their employees’ time sheets.

From related actions off the employee's name go to Time and Absence and select Adjust Calculated Time- enter any date in the week to be adjusted. The section at the bottom… Read more: How do I remove a paid holiday from an ineligible employee’s time sheet?

Employees can make changes to timesheets and submit for approval. Changes must be approved by their Manager in order for the hours to be paid by payroll. However, NO changes are… Read more: How do I make corrections to time that has been entered?

Yes. You can set your work schedule in Workday using Request Work Schedule. An approval step will route to your Manager.

Absence Partners can run Evaluate Absence Eligibility to view the eligibility criteria for time offs, plans and accruals.

In order for employees to see and utilize certain time offs such as sick pool hours, the Absence Partner will need to add the appropriate Absence Certification on the employee. We… Read more: The Absence Partner granted the employee hours from the sick pool. Why can’t the employee see or request sick pool time off?

To see how much of your vacation will convert to sick time, follow these steps: Navigate to your Worker Profile in Workday by selecting the My Account icon in the upper… Read more: Where can I see how many hours of my vacation time will roll to sick time at the end of the fiscal year?

The Edit Other ID business process is used to edit various IDs. Refer to the Job Aid Edit Other IDs for instructions on the process and the reference guide Custom Other… Read more: How do I edit the Other IDs for an employee, such as Benefit Replacement Pay or Tenure Status?

Only Managers and Talent Partners can send a performance review back to a previous step. Managers can view their team's performance reviews from the My Team's Performance Reviews report available within the… Read more: How do I send an in progress performance review back to a previous step to be edited?

In the event a completed review needs to be updated, Talent Partners can send the review back to a previous review step. Using the Related Actions for the review select Business Processes > Manual Send back. Repeat this action until the review is in the needed stage.

Talent Partners can fix this by sending the review back one step in the process and letting the business process update with the new primary managers name. Using the Related Actions… Read more: What if the Manager has changed and needs to be updated?

Talent Partners can launch a review for individual Employees From the Worker profile, navigate to the Performance link Click Start Performance Review Button Select the Review Template Enter the Period Start… Read more: Who can launch a Performance Review?

This is where you would attach paper based review forms or other documents that would support the review process. For example, letters of reference, training records, certifications.

The Manager does not need to take action on those pending additional reviewer and manager task. When the Primary Manager is ready to complete the review process, they will submit their review. This will cause all the pending additional reviewers and manager tasks to be canceled and the task to be removed from their Workday Inbox.

You can use the Review Analytics button at the bottom of the navigation bar on the left side of the screen. Or you can navigate to the employee’s position restrictions and… Read more: How do I review the employee’s responsibilities as part of the review?

Only two additional managers can be added to a review.

The Manager can select any worker to be an additional reviewer.

To view veteran status, go to Worker Profile > Personal Data > View Veteran Status Personal Identification;  if self-identification has not been completed using the Department of Labor reporting requirements implemented… Read more: How can I view veteran status in Workday?

To enter or update veteran status go to Worker Profile > Personal Data > Change my Veteran Status Identification.

The Military Status section data was converted from our previous personnel system and is not editable; it is maintained for reporting purposes. You can update your Veteran Status Identification in Workday… Read more: How can I update Military Status (on the Personal tab) in Workday?

Workday has a regularly-scheduled maintenance period each week when the Workday application is off-line for several hours. Maintenance starts at 1 am CST on Saturday and ends at about 5 am. The Service Mode Update window begins 30 minutes prior to the start of a period and may impact your access to Workday.

Workday’s Manager Self-Service gives supervisors access to job, position and compensation information about their team. This includes access to reports to support all HR-related analytics and decisions. Manager Self-Service tasks are accessible through the HR, Payroll and Benefits worklets on your Workday home page.

Employees and managers can review and approve many items using the Workday mobile app. The most common functions used include entering and approving time and time off requests, finding people with the directory and org chart and taking action on items in your Workday Inbox.

Workday is the human resource and payroll application used by the A&M System. HR, payroll and benefits information for system employees and retirees can be found on Workday, available through the Single Sign On (SSO) menu.

An email is sent to the Employee (using the email address associated with their pre-hire record) from Single Sign On (SSO) which will give them access to Workday. After completing the… Read more: When is a new Employee notified about their Workday account after hire?

Anyone who has an employee reporting to them will have the “Manager” Workday security role. The security role is not related to your job title.

No. A Workday account is only needed by employees who have an HR or payroll relationship with the A&M System.

This error appears because full-time Employees are required to have 40 hours represented on their time sheet, except for pay periods when the Employee is hired or terminated. In cases where the… Read more: A part-time Employee recently became full-time (or vice versa) and cannot submit their timesheet because it states that 40 hours must be entered. How can the Employee submit a timesheet for less than 40 hours?

Yes. View the Change Benefits (TDA Plan Change) job aid for more information on how to set-up a Tax Deferred Account on-line.

Yes. Workday lets you view and change information about your payment elections.

Yes. Workday calls paychecks payslips. You can view and print a copy of your payslip.

Yes. Employees can create up to five direct deposit accounts for their payroll earnings.

Yes. Managers of both jobs will be able to see information about the employee.

Only a Talent Partner is able to cancel a performance review. The Talent Partner will navigate to Performance section in the Worker Profile. Use related actions for the review and select Business Processes > Cancel.

Workday training is available through TrainTraq. In addition, Job Aids and Video Help are available on this website. You can also check with your Human Resources office to see if your member has Workday specific training resources.

Use the Maintain Accrual and Time Off Adjustments / Overrides task to stop the accrual. You will override the vacation accrual to zero and leave the End Date open so the… Read more: How can I stop vacation from accruing for an Employee?

Workday is available on the Single Sign On (SSO) menu.

The Time Entry Template (also referred to as timesheet type) automatically assigned to employees is driven by eligibility rules and based on their primary position. However, a Timekeeper or Payroll Partner… Read more: How do I assign a timesheet to a salaried employee who is working an additional job paid hourly?

Items attached to business processes will be kept indefinitely. Workday is not a document management system and there is no facility for purging documents once they are attached.

During the recruiting process, a candidate will enter an email address that will be used to communicate with the hiring department. For direct hires, the hiring department will enter the new… Read more: How will a new hire get access to Workday in order to do their onboarding process?

Workday provides an excellent search tool that allows you to search for and locate directory information on employees within the A&M System. Workday also provides an organization chart showing everyone across the A&M System that links to their directory information.

Employees and managers will have the ability to conduct and complete performance reviews in Workday. Each member has the ability to set up member-specific performance review configuration using the approved templates provided in Workday.

Workday Services works with representatives from HR, Benefits, Finance and A&M System members (a cross-section of representatives from academic and business units - the Workday HCM Advisory Council). Additional subject matter experts also provide recommendations within various working groups.

Workday delivers world-class infrastructure, policies and procedures to ensure data is protected. Security threats and risks are mitigated through strong internal controls and a comprehensive security program designed to ensure the… Read more: Is my personal information secure?