Reference Guides

Reference guides provided by Workday Services are instructional in nature and focus on a variety of topics. Details include a holistic perspective and consider implications to other shared applications such as FAMIS and SSO. Users will learn best practices for when to apply a specific process to a unique situation. Downstream impacts are described and recommendations are provided. These guides come in a variety of forms depending on the type of data that is provided and its intended use. Reference guides are updated weekly to reflect changes made to the Workday application.

Area	Title
Staffing	Additional Data Custom Objects Provides information on various Custom Objects: Insurance Billing, Preservation Hold Custodian, Retiree Electronic Communication, etc.
Benefits	Benefit Events and Explanations This guide provides a comprehensive list of Benefit Event Types and their purposes. Also listed are each event's coverage types, waiting periods, coverage begin and end dates and who can initiate each event
Workday Fundamentals	Change Job Reasons Change Job is a business process used to change attributes of an Employee’s position. These can include work period, job classification, job profile and more. The reason that is selected when initiating the Change Job business process may drive the workflow that follows and will be used in reporting and downstream systems.
Compensation	Compensation Grade Adjustment The purpose of this guide is to explain what happens when the Pay Plan Administrator updates the grade for a particular job profile. The responsibilities of the HR Partners are also outlined
Compensation	Compensation Surveys Reference Provides a brief overview of Compensation Surveys, Workday functionality in mapping survey jobs to job profiles, and provide information on the custom report available that can be used to submit survey data.
Staffing	Contracting Contingent Workers Provides a brief overview of the worker type and important steps in the set-up process in Workday
Benefits	Coordinating Benefits Events and Open Enrollment Overviews how Open Enrollment deadlines are impacted in the summer months by common life events and staffing actions.
Staffing	Correct Worker Start Date Provides an overview of the business process and provides guidance on facilitating the process effectively. Best practice guidelines are also provided when the business process has advantages over using the Correct task that is also available in Workday.
Workday Fundamentals	Correct, Cancel & Rescind This guide provides a comprehensive list by security role of the business processes that can be canceled, corrected or rescinded. The purpose of this guide is to provide easy access to information regarding the business processes on which you can complete these tasks.
Payroll	Costing Allocations Costing allocations are essential within staffing and compensation business processes. These business processes include Create Position, Hire, Change Job, Terminate and Add / End Additional Job, Edit Position Restrictions and Request Compensation Change. Assign Costing Allocations can also be initiated as a stand-alone business process.
Workday Fundamentals	Custom Other IDs An Other ID is a unique identifier in Workday that is comprised of a sequence of characters and or numbers (e.g. A to Z, Y, N, etc.). The purpose of this reference guide is to provide a comprehensive list of the custom Other ID's used within Workday and when each Other ID would be used
Payroll	Deduction Recipients The purpose of this reference guide is to outline the procedure to follow when a system member needs to request the creation of a Deduction Recipient for a Withholding Order that needs to be entered in Workday
Staffing	Form I-9 Processing Since a Form I-9 for an employee may be located in Workday or in Guardian, actions required during a business process will be based on various factors. You can use this reference guide to learn how Form I-9 processes need to be completed.
Absence	Holiday Paid Time Off Holiday paid time off is payment provided to the Employee by the system member. The Employee is paid but does not work.
Benefits	Leave of Absence The purpose of this reference guide is to outline when the Benefit Partner will need to take action and to give explanations for that process. Information on benefit coverage, SGIP, handling arrears, summer billing and military leave dependents is also provided
Payroll	Managing Payroll Inputs Outlines the necessary background information for a Payroll Partner to add a Payroll Input in Workday
Merit	Managing the Merit Process Workday Merit is an annual process designed to enter and approve four different types of awards, Merit, Equity, Promotion increases and Merit Lump Sum for multiple employees at the same time for a system member.
Staffing	Onboarding Processes by Security Role Onboarding is a dynamic process that varies depending on the worker hired, the position and the business process that has triggered onboarding.
Payroll	Payroll Reversals in FAMIS The purpose of this guide is to provide further information on the accounting impact of payroll reversals. Work with your payroll accountant to complete the entire process
Goals and Performance	Performance Review Reports During the Performance Review process a variety of reports are typically used to monitor the status and ratings of performance reviews, as well as whether Position Restrictions are needing to be updated for an Employee.
Payroll	Processing Arrears in Workday Describes the basic tools and understanding of how Arrears are processed within Workday
Payroll	Reading Your Workday Payslip Workday provides a comprehensive view of your pay, deductions, and relevant accruals through your workday payslip. You can access your payslip through the Pay worklet from your Workday home page using your desktop or mobile device.
Staffing	Report No Show – Decisions and Impacts Report No Show enables you to rescind the Hire event for the Employee who did not attend their first day of work as expected or who will no longer fill the position for which they were originally hired. This business process may impact recruiting personnel if the individual was hired through the Workday recruiting process.
Compensation, Merit	Staffing and Compensation Changes During Merit Provides an overview of which business processes can continue to be completed during merit (run in parallel); which business processes must be completed outside of merit, and how to choose an appropriate Effective Date for these changes to avoid additional work
Staffing	Summer Appointments (Faculty and Graduate Assistants) Faculty and many Graduate Assistant employees are most-often employed for nine months or longer time periods and at least 50% FTE. Most of these employees are eligible for various A&M System benefits that should continue during the summer when an additional appointment is made that extends beyond their primary Fall / Spring position.
Absence	Time Off Plans Absence Partners and / or Payroll Partners are sometimes tasked with maintaining a time off accrual for an employee to make adjustments to increase or decrease balances for grants, transfers, payouts, etc. To enable this process, many time off plans are configured in Workday. This guide provides a comprehensive list of the time off plans within Workday and outlines when these plans can be used and what the restrictions are that govern their use
Payroll	TRS Rate Change Analysis Report Provides details on how to use the custom report to analyze retro events that are impacted by the TRS rate change and require manual adjustments going forward
Payroll	Understanding the Pay Cycle Event Provides guidance and control of the production of the monthly and biweekly payrolls
Payroll	Understanding Your Wage and Tax Statement (W-2) The purpose of this guide is to provide a basic overview of the W-2 and the various calculations used to provide the data Employees see in each box
Staffing	Using Academic Pay Period The purpose of this reference guide is to provide an overview of Academic Pay Period, guidelines for how they should be used in Workday, and guidelines when needing to make changes to Academic Pay Periods for active Employees
Payroll	Using Academic Pay Periods Academic Pay Period is a recurring period that is not associated with the fiscal year, and refers collectively to Annual Work Period and Disbursement Plan Period. Annual Work Period and Disbursement Plan Period are selected during Hire, Change Job and Add Additional Job business processes; the values are not selected during the Create Position business process.
Merit	Utilizing Merit Partner Role The purpose of this guide is to provide a comprehensive overview of the Merit Partner security role and the details needed to use it effectively to support the merit process.